If, at the end of the initial lease term, the lease for the family occupying your unit will not continue you may request a move-out inspection. The inspection is not to replace the walk through with the tenant to determine if the family’s security deposit will be refunded. The move-out inspection is conducted so that the housing agent can document damage to the unit beyond normal wear and tear. Please review the following VHDA policy.

TERMINATION OF TENANCY

The initial lease term for the family must be twelve months. At the end of the initial lease term, the tenancy continues on a month-to-month basis until proper notice is given by either party or unless a new lease is signed. If, during the initial lease term you feel that the lease should be terminated, VHDA provides guidance on grounds for termination of tenancy:
VHDA for 8-1002-1

Remember, as a landlord, you will be required to follow legal procedures to terminate a family’s tenancy. CVHC will provide assistance if requested, but neither CVHC nor VHDA will take responsibility for the removal of a tenant from the property.

HOUSING ASSISTANCE PAYMENT (HAP) CONTRACT

The HAP contract is the legally binding agreement between the owner and VHDA which controls payments made to an owner on behalf of a family. The HAP contract will be signed by the owner and the Housing Agent who is acting on behalf of VHDA. The contract will be signed in the housing office and signifies final approval for a selected family to occupy the unit. Please click here to review the sample HAP contract.

Please do not complete the form on-line. The HAP contract must be completed by qualified personnel from the housing office.

WARNING: Section 1001 of Title 18 of the United States Code makes it a criminal offense to make a willfully false statement or misrepresentation to any Department or Agency of the United States as to any matter within its jurisdiction .

Review the HAP contract information carefully before you sign it to be sure all the information is correct and reflects the agreements made regarding the occupancy of the unit, the lease term, the contract rent and the HAP.

RECOMMENDATIONS FROM THE HOUSING STAFF

Research the year built and square footage of the proposed unit. The RTA cannot be approved without that information.

Be sure to discuss an appropriate security deposit during the approval process. In some areas, the housing office provides funds for security deposit. VHDA does not. Collect the money prior to allowing the family to occupy the unit. Experience shows that it will be extremely difficult to collect the funds after the family moves into the unit.

Examine comparable rent amounts for your unit prior to submitting the RTA. If you have information on comps, you may submit them with the RTA, but it is the responsibility of the housing office to find three comparable properties within $50 of the rent you propose. A lower rent amount may be negotiated if the unit is denied.

Do not make arrangements with the family to pay any amount in addition to the agreed upon contract rent. Side payments are illegal and if discovered, you may be forced to refund the entire HAP amount to VHDA and reimburse the family. The HAP contract will be terminated immediately.

When reviewing documents provided by the family, look for CVHC or VHDA to be printed on the form. The HCVP is a federal program and families may move with their voucher to any area that administers the program; however, only the local housing office can approve the final move. If a family has a voucher issued by another housing office, make sure the family has been in contact with CVHC.

Do not allow a family to move into your unit without final approval from the housing office. Your signature on the HAP contract signifies final approval. If a family is already in the unit and for some reason assistance is denied, you will have to take legal steps to remove the family from the unit. Neither CVHC nor VHDA can be held liable for payment if final approval has not been given.

You will be notified by Lease Addendum any time there is a change in the HAP or the tenant payment. Contact the housing office any time you receive a payment that is not for the expected amount. Except in the case of administrator error, VHDA will not provide a back payment if a significant amount of time has passed.

Notify the housing office immediately if the family fails to pay their portion of rent.

Notify the housing office immediately if you discover damage to your unit which was caused by the tenant.

Thank you for completing the CVHC Landlord Briefing. I hope you found the information useful and look forward to working with you as a participating landlord.

Please click here to provide your contact information which will be added to the CVHC Landlord list. By submitting your information you agree that you have read and understand the terms and conditions as outlined in the Landlord Briefing. (If you experience difficulty with the link, please email your contact information to Connie Jones at cjones@centralvahousing.org.)

You may now provide a property listing to be added to the housing book where it will be viewed by prospective tenants. You will be contacted by tenants directly, not by the housing office. The following information may be used to contact a Housing Agent directly by selecting the first letter of the prospective tenant’s last name.