This checklist was created to help prepare for the MOR and to assist in documenting the unit inspection process. Be sure to review and modify to reflect your company’s process. HUD also provides a different unit inspection form.
Consent Contact Electronic
$20
This document can be used to obtain alternative contact information for each resident. Alternative contact information could be cell phone numbers, email addresses, etc. This allows you to email or text information to each resident and to provide documents in electronic format versus paper except as required by regulation..
Notice AR Termination/Eviction in Process
$20
Use this notice when a resident is being evicted but the AR is still due and the owner/agent wishes to continue to receive subsidy. CHECK WITH MANAGEMENT AND APPROPRIATE COUNSEL BEFORE USING THIS NOTICE. In some states, sending such a notice would negate the eviction in process.
Notice Criminal Intent to Terminate
$20
Use this notice when an owner/agent is planning to make a decision to terminate tenancy based on information discovered when reviewing criminal history. The owner/agent must first offer the resident the opportunity to dispute the information provided by the source of the criminal history. See HH 4350.3 R1, Chapter 8.
Notice Failure to Address a Lease Violation
$20
Use this notice to advise residents that they have failed to address a lease violation.
Notice Lease Violation Extended Absence
$20
This notice was created to advise residents that they are in violation of the extended absence policy which is a material lease violation and the owner/agent is pursuing termination of tenancy. The language in this notice must be modified to correlate with your House Rules.
Notice Lease Violation Failure to Address
$20
Use this notice to advise residents that they have failed to address a lease violation.
Notice Lease Violation Failure to Repay
$20
Use this notice when a resident misses a repayment agreement payment. The language in this notice supports requirements outlined in the House Rules. Modifications should be consistent.
Notice Lease Violation Failure to Report a Change Employment or Income
$20
Use this notice to advise residents when you suspect that they have not disclosed a change in income. The notice must be in compliance with HH 4350.3 R1, Paragraph 7-12. This notice also contains information about the penalty for failure to report which includes termination of assistance and possible eviction.
Notice Lease Violation Failure to Report a Change Household Composition
$20
Use this notice to advise residents when you suspect that they have not disclosed a change to family composition. The notice must be in compliance with HH 4350.3 R1, Paragraph 7-12. This notice also contains information about the penalty for failure to report which includes termination of assistance and possible eviction.
Notice Lease Violation Hoarding
$20
Use this notice to advise residents that they are suspected of hoarding. This is a lease violation notice specific to hoarding and offers assistance in identifying organizations to assist with hoarding.
Notice Lease Violation Insufficient Notice
$20
Use this notice to advise residents of failure to provide proper notice to move (less than 30 days). This notice is used when House Rules indicate residents will be responsible for rent for the remainder of either the lease term or the required notice period. Owner/agents must reference tenant landlord laws to ensure this is acceptable in your state/city.
Notice Lease Violation Marijuana
$20
Use this notice to advise residents that use of marijuana is in direct violation of their lease. This is not a termination notice, but rather, the first violation notice. This notice is used when a resident, resident’s guest or resident’s service provider is using marijuana on or near the property.
Notice Lease Violation Minor General
$20
Use this notice as a general lease violation notice which can be completed to address one or multiple minor lease violations.
Notice Lease Violation Smoking
$20
Use this notice to advise residents that they are in violation of the smoking policy.
Notice Lease Violation Unauthorized Resident
$20
Use this notice to request a meeting when the owner/agent suspects that there is an unauthorized resident living in the unit.
Notice Lease Violation Unauthorized Resident Minor
$20
Use this notice to request a meeting when the owner/agent suspects that there is an undisclosed resident who is a minor living in the unit.
Notice Move-out Receipt of 30-Day Notice
$20
Use this notice to confirm receipt of a resident's thirty day notice to move out.
Notice Term Assist Missing Signatures
$20
Use this notice to advise residents that you are missing required signatures for a certification other than the AR certification. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assist S8 Asset Restrictions
$20
New Form To Be Implemented When HOTMA is Implemented. Section 8 Only. Do not use if the owner/agent has implemented Total Non-enforcement. For owner/agents who will implement Enforcement or Limited Enforcement of the S8 Asset Restrictions, use this notice to advise residents that they are no longer qualified for Section 8 assistance based on Asset Restrictions. However, based on owner/agent policy, the OA is delaying termination of assistance for up to six months and allowing the resident to attempt to “cure” ineligibility. Note: Owner/agents may not implement this HOTMA change until HOTMA compliant site software is available and implemented.
Notice Term Assistance Deceased Tenant
$20
When a resident does not respond to requests for information related to the EIV Deceased Tenant Report, the owner agent must terminate assistance for all programs except PRAC. For PRAC, the penalty is termination of tenancy. This form provides the required notice of termination of assistance. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance Fail to Meet
$20
Use this notice to notify residents of the intent to terminate assistance due to failure to reply to a request for a meeting. This is a generic form and can be used for many purposes. Notices of termination of assistance must be provided in compliance with HUD’s termination requirements set forth in HH 4350.3 R1, Chapter 8. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance Fail to Repay
$20
If a resident receives an improper payment and fails to return the improper payment, the penalty is termination of tenancy. However, in some cases, judges will not award an eviction when a resident fails to repay. When that is the case, the family is no longer eligible for assistance. This Notice is used assuming the OA has attempted eviction and has failed and now needs to terminate assistance. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance Fail to Respond
$20
Use this form when a resident has been notified of a requirement to report but the resident does not respond in the required timeframe. See HH 4350.3 Paragraph 7-12. The penalty is termination of assistance. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance Fail to Sign Consent 9887 (Pre-HOTMA)
$20
Use this notice when a resident turns 18 but fails to respond to requests to sign required 9887. This Pre-HOTMA version includes current signature requirements for the 9887 specifically stating that the form is signed annually. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance Fail to Sign Consent 9887 HOTMA
$20
Updated for HOTMA and/or TRACS 2.0.3.A Use this notice when a resident turns 18 but fails to respond to requests to sign required 9887. This HOTMA version includes new signature requirements for the 9887 specifically stating that the form is signed once unless the resident moves out, assistance is terminated to the resident revokes consent. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance Fail to Sign Consent Utilities
$20
Use this notice when residents fail to provide consent necessary for obtaining utility expense history needed when submitting the utility allowance baseline. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance Ineligible Student
$20
Section 8 Only. Use this notice to inform a resident that a member is an ineligible student, and the family is no longer qualified for Section 8 assistance based on the Student Rule.
Notice Term Assistance No Eligible Members 202
$20
Use this notice when the qualifying member of a family living in a 202/8 or 202 PAC property leaves for a reason other than death and the remaining members are no longer eligible. Based on guidance provided in HH 4350.3 Paragraph 3-16, the remaining member may remain in the unit but must pay contract rent. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance Noncitizen
$20
Use this notice when a resident no longer qualifies for subsidy because of a change in noncitizen eligibility. Do not use this form for a PRAC. PRAC residents are not subject to the Noncitizen Rule.
Notice Term Assistance Revoke Consent
$20
New Form To Be Implemented When HOTMA is Implemented. This form is used to terminate assistance when a family member revokes consent provided via HUD Forms 9887/9887A. The family is no longer eligible for assistance. Owner/agents must make sure this document language is consistent with TSP required language that explains the penalty for revoking consent. Use once HOTMA compliance site software is available and implemented and the new 9887/9887A is released. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance S8 Asset Cap
$20
New Form To Be Implemented When HOTMA is Implemented. Section 8 Only. Do not use if the owner/agent has implemented Total Non-enforcement of the S8 Asset Cap. For owner/agents who have implemented Enforcement or Total Enforcement of the S8 Asset Cap. This Notice is provided to residents who have been notified that the net cash value of all family assets exceeds the current Asset Cap. This notice is sent after any exemption period established by the owner/agent’s policies which cannot exceed six (6) months
Notice Term Assistance S8 Real Property Rule
$20
New Form To Be Implemented When HOTMA is Implemented. Section 8 Only. Do not use if the owner/agent has implemented Total Non-enforcement of the S8 Real Property Rule. For owner/agents who have implemented Enforcement or Total Enforcement of the S8 Real Property Rule. This notice is provided to residents who have been notified that they are no longer eligible because they own Real Property Suitable for Occupancy, and the member has a right to sell such property. This notice is sent after any exemption period established by the owner/agent’s policies which cannot exceed six (6) months.
Notice Term Assistance S8 Student
$20
Section 8 Only. This notice is used when all members are ineligible students. Based on guidance provided in HH 4350.3 Chapter 3, the remaining member(s) may remain in the unit but must pay contract rent.
Notice Term Assistance SSN
$20
Updated for HOTMA. HOTMA changes the penalty for failing to provide a SSN when required to termination of assistance instead of termination of tenancy. Do not use for PRAC. There is no termination of assistance for PRAC.
Notice Term Assistance Zero HAP
$20
Use this sample notice when a resident no longer qualifies for subsidy - usually because of an increase in income. Do not use this form for a PRAC or for a Component 1 PH to PBRA RAD.
Notice Term Ten Deceased Tenant
$20
Use this notice to advise remaining household members of their requirement to meet when a member appears on the Deceased Tenant Report.
Notice Term Ten Failure to Pay Rent
$20
Use this notice when a resident fails to pay rent. Depending on your local tenant landlord rules, you may want to create and use a Notice to Pay or Quit in compliance with local tenant/landlord laws. Owner/agents must pursue termination of tenancy.
Notice Term Ten Failure to Repay
$20
Use this notice when a resident fails to pay repayment agreement payments. Owner/agents must pursue termination of tenancy
Notice Term Ten Marijuana
$20
Use this notice to advise residents that the owner/agent is initiating termination of tenancy for marijuana use. This notice is used after a lease violation notice has been issued and when a resident, resident’s guest or resident’s service provider continues to use marijuana on or near the property.
Notice Term Ten Missing SSN
$20
When a resident adds a minor to a unit, the resident has 90 days to provide the SSN and adequate documentation to verify the SSN. An additional 90 days may be granted under certain conditions. Use this notice when the tenant fails to provide required SSN documentation. This Notice is strongly worded and provides required language necessary to facilitate termination of tenancy. Once HOTMA is implemented this notice will only be use for PRAC.
Notice Term Ten Multiple Lease Violations 1
$20
Use this notice when a resident commits a multiple minor lease violations.
Notice Term Ten Multiple Lease Violations 2
$20
Use this notice as a general notification of lease violation when a resident commits a multiple minor lease violations.
Notice Term Ten Multiple Repayments
$20
Use this notice when a you have established a limit on the number of repayments allowed any resident and the resident has exceeded that number. The resident must return the new improper payment immediately (no repayment) or face eviction.
Notice Term Ten No Longer Qualified (Death)
$20
Use this notice when an adult passes away and the remaining family members do not meet the eligibility criteria outlined in HH 4350.3 Paragraph 3-16. This means there are no remaining adult family members who were part of the lease when the qualifying member passed away and no remaining members are of legal age to sign a lease. This notice is for use specifically for properties set aside for elderly or disabled families.
Notice Term Ten No Longer Qualified PRAC
$20
Use this Notice for 202 PRAC and 811 PRAC when a qualifying member of the household leaves for a reason other than death and no remaining members are eligible. In this case, the family may not remain in the unit. The owner/agent must provide 30 days’ notice.
Notice Term Ten No Response Change in House Rules
$50
Use this notice when an owner/agent provides notice of a change in House Rules, residents have 30 days to respond or provide 30-day notice of intent to vacate and the resident doe not respond.
Notice Term Ten RAD Conversion
$20
While residents are automatically eligible at RAD conversion, owner/agents are still required to collect required forms such as new leases, etc. Use this notice when a tenant will not respond to multiple inquiries, and the owner/agents must Terminate Tenancy.
Notice Term Ten Unit too Small
$20
While HUD guidance indicates that residents may not be evicted when underhoused, local ordinance may supersede such instruction. Use this notice when you will not renew the lease because the unit is too small for the number of family members. You will need to insert local occupancy guidance before finalizing this form.
In December 2024, HUD published a new Final Rule - 30-Day Notification Requirement Prior To Termination of Lease for Nonpayment of Rent. The new Final Rule will be implemented when HUD issues new leases and full compliance is required within 14 months after the new leases are released. Full compliance means that owner/agent will provide 30 Days’ Notice and the notice will comply with the requirements outlined in the new Final Rule – specifically explaining monthly charges and explaining the how residents can avoid eviction. Owner/agents may implement changes to this notice before the implementation deadline
Notice Term Tenancy Failure to Sign Repayment Agreement
$20
When an owner/agent discovers that a resident failed to fully and accurately report income and that resulted in an improper payment, the resident may enter into repayment. However, if a resident refuses to sign required documents, the owner/agent must terminate tenancy (all MFH programs). This notice provides the required language to terminate tenancy because residents failed to sign a repayment agreement.
Notice Term Tenancy Lease Violation Failure to Correct
$20
Use this notice when a resident fails to correct a lease violation.
Notice Term Tenancy Lease Violation Material
$20
Use this notice when a resident commits a material lease violation. Resident has been notified of the requirement to correct but has failed to do so.
Notice Term Tenancy Live-in Aide
$20
Use this notice when a sole household member either passes away or moves out and you must notify the Live-in Aide that he/she must leave the unit.
Notice Term Tenancy No Response New Lease
$20
New Form To Be Implemented When HOTMA is Implemented. Lease changes and changes to lease attachments may only be effective at the end of a lease term. See HH 4350.3 Paragraph 6-12 for additional information about the rules about timing and delivery of this notice. Use this notice when an owner/agent provides notice of a change in to the lease. The Notice is technically a 60 day Notice. Residents have 30 days to respond or provide 30-day notice of intent to vacate. For all MFH programs, the resident is subject to termination of tenancy when the resident does not respond.
Registration Vehicle
$50
Use this registration when applicants/residents are required to register vehicles that will be parked on the property.
Request Termination of Assistance
$20
While rare, a resident is allowed to request that the owner/agent terminate assistance. This is allowed in all programs except PRAC. Use this form to formally document that a resident has requested that the owner/agent terminate assistance and that all adult family members agree.
S504 Coordinator Contact
$20
Use this form to post information or provide an electronic notification about your Section 504 Coordinator. You are required to assign a Section 504 Coordinator if you employ 15 or more people regardless of their locations or duties. See HH 4350.3 R1, Paragraph 2-29 for additional information.
Verification Oral Phone
$20
If you conduct oral/phone verification, you must do so in compliance with HH 4350.3 R1, Paragraph 5-18. This form helps you document phone verification in compliance with HUD requirements.
Verification Oral Phone Investment
$20
Use this form when collecting verification information by phone by contacting the bank or financial institution in charge of managing a resident’s IRA or 401K account.
Verification Review of Documents
$20
If you conduct verification but you cannot copy the verification documents, you must note the file in a manner that is in compliance with HH 4350.3 R1, Paragraph 3-13. This form helps you document verification in compliance with HUD requirements.
