After approval, most rental assistance programs require additional documents and process before a household can move-in. Proactive communication makes this process faster and clearer for all parties involved.

Unit Approval and Lease Signing

The Why.

Approval is a major milestone, but it marks just the beginning of the journey to stable housing. Households participating in rental assistance programs must comply with both housing authority requirements and housing provider processes, which can make the pre-move-in period lengthy. Delays during this stage can prolong instability, increase stress, and place households at risk.

Proactive communication between the housing provider, housing authority, and supportive housing service provider is critical. This stage often sets the tone for the ongoing relationship between the housing provider and service provider, making it essential to establish a foundation of collaboration, clarity, and shared responsibility. Strong communication here helps ensure a smooth transition for the household and reduces barriers to move-in.

Step-by-Step.

  1. PLACEHOLDER TEXT

  • Properties have a wide range of practices for utility payment that can dramatically affect a household’s finances.

    • Who are utilities paid to? Utilities paid directly to the property are typically not eligible for low-income subsidy programs.

    Common Practices

    • Ratio Utility Billing (RUBS): Some properties may charge utilities based on total usage in a building and divide that amongst residents (typically by unit size) - commonly for water, sewer, and garbage. This means a household cannot directly control these utility costs.

    • Common Area Utilities are charged to tenants to pay for common areas like lights in the hallways - this can dramatically increase costs.

  • Location. Location. Location.

    Helpful Questions to Ask

    • What is a household’s main form of transportation.

    • How long would it take to travel from the housing to daily activities - map it out to know the exact time!

    • Are there any triggers in the area that could jeopardize the household’s stability.

  • Different unit types may be easier or harder to find.

    Types

    • Single Family Homes

    • Duplexes, Triplexes, etc.

    • Small Apartments

    • Large Apartments

    • Highrise Apartment

    The type of unit can influence

    • # of neighbors

    • Presence of features like laundry, dishwasher, air conditioning and community amenities

    • Presence of on-site management

    Note: If the property owner lives on-site they are exempt from some Fair Housing and Landlord-Tenant laws.

  • There are significant and subtle differences between Affordable and Market Rate housing.

    Affordable

    Affordable properties are income-restricted, typically at 50 or 60% AMI and rent amounts are regulated.

    • Lower screening criteria

    • Most commonly mid size or large Apartment buildings

    • May need to provide more information when applying

    • Housing Quality Standards (HQS) inspection not required

    Market Rate

    Market Rate housing is where the rent amount is set by the property owner or manager based on local market conditions.

    • Larger variety of unit type and location

    • Screening Criteria will vary widely (may have higher barriers)

Need to Know.

Unit Approval and Lease Signing

Home Forward RLRA Documents and Process

Step #1 Received After Application Approval

  • When: Sent after Application Approval
    Who:     Signed by Home Forward and Property
    Purpose: Establish unit, rent, and utility information
    What
    The RFTA provides key details like address, unit type, bed/bath count, amenities, and utility responsibility about the unit so Home Forward can determine if the unit meets requirements like rent reasonableness.

  • When: Sent after Application Approval
    Who:     Signed by Property and Tenant
    Purpose: Identify if lead-based paint could be present at property
    What
    The lead-based paint disclosure is sent to the property by Home Forward. For properties built after 1978 a checkbox and signature is required. For properties built before 1978 property must indicate if there is known lead based paint or hazards present.

Step #4 Issued the New Rent Letter from Home Forward

  • When: Issued after lease signing
    Who: Issued by Home Forward to household and property
    Purpose: Establish payment responsibility
    What
    Issued at lease signing, this letter establishes the payment responsibility of Home Forward and the household. Exact dollar amounts are listed.

Step #2 Schedule a HQS Inspection with Home Forward

  • When: Scheduled after RFTA and LBPD
    Who:     Completed by Home Forward at Property
    Purpose: Establish habitability of the unit
    What
    Housing Quality Standards Inspections ensure that a rental unit meets minimum health and safety standards before a household with rent assistance can move in. Conducted by Home Forward, the inspection checks for things like proper utilities, structural safety, working smoke detectors, and absence of hazards like mold or pests

Step #3 Sign the Agreement for Rental Assistance

  • When: Sent after HQS Inspection
    Who: Signed by Home Forward and Property
    Purpose: Establish roles and responsibilities of Home Forward and Property
    What
    The Agreement for Rental Assistance is a contract between the property and Home Forward that outlines the terms that rent assistance will be paid. It confirms the approved rent amount, the tenant’s portion, & the housing authority’s portion, and sets expectations around compliance with program rules.

Unit Approval and Lease Signing

Putting it in Practice

Tools

Resources

Sources

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