Property Owner Information

1. Listing & Screening Applicants

Landlords screen applicants using their standard tenant screening process; once approved

The RFTA packet must be completed entirely. Failure to complete all the included documents could delay the processing of your request
If a landlord wishes to use their own lease, a copy must be provided with the submission of the RFTA
A Letter of Lead Compliance (LOC) is needed if the unit is being leased to a family with children under the age of 6, and the building was built before 1978

Initial rents must be “rent reasonable” and approved by Pittsfield Housing.
Owners may request a rent increase in accordance with the lease. The PHA will agree to such an increase only if the amount of the rent to owner is considered reasonable according to the rent reasonableness standards. Rent increases must be requested in writing and should be returned to PHA at least ninety (90) days in advance of the tenant’s lease anniversary.

PHA does not make any security deposit payments. The tenant is responsible to pay the full security deposit. You should refer to the applicable Massachusetts laws regarding security deposits.

Owner must certify that they are not the parent, child grandparent, grandchild, sister or brother of any member of the family, unless the PHA has granted a request for reasonable accommodation for a person with disabilities who is a member of the tenant household.

Units must meet Housing Quality Standards (HQS) before the program can approve the tenancy. Below is a basic guideline

Is the foundation, stairs, rails, gutters, roof & porch sound and free from hazards or deterioration?

Is there a handrail for 3 or more steps?

Is the chimney free of loose bricks & mortar?

Is the foundation, stairs, rails, gutters, roof & porch sound and free from hazards or deterioration?

Is the paint chipping, peeling or cracking?

Are walls, ceilings & floors free from defect and clean?

Is there chipping, cracking and peeling paint in the room?

Are tub, sink, shower, toilet working properly and in good condition?

Is there a window that can be opened or is there a working fan?

Are floors, ceilings and walls in good condition?

Is there chipping, cracking & peeling paint?

Is the furnace & hot water heater operable and in good condition & does hot water heater have a pressure relief valve and a discharge line?

Are all rooms well lighted and free from all electrical hazards?

Is the house and the yard free from trash and other debris?

Are ground floor windows lockable?

Are all windows and their frames in good condition and free from cracks and other defects?

Do all light fixtures have globes or covers?

HUD Housing Quality Standards require that working appliances be present in the unit. If the appliances are to be supplied by the tenant, a follow-up inspection must occur.
The inspector must view the basement, attic, and common areas in addition to the unit. See the attached page that lists the most commonly found inspection items.
Utilities must be turned on to complete an initial inspection. Failure to have active utilities will cause delays in completing the inspection.

The Lease and Contract must for an initial one-year term.
The owner may submit their own lease for approval by PHA. If the owner does not submit their proposed lease with the Request for Tenancy Approval (RFTA), the standard Section 8 lease will be used.
The owners lease must include the following information:
- The names of the owner and the tenant
- The unit rented (address, apartment #, and any other information needed to identify the contract unit)
- The term of the lease (initial term and any provisions for renewal)
- The amount of the monthly rent to owner
- A specification of what utilities and appliances are to be supplied by the owner, and what utilities and appliances are to be supplied by the family
PHA will not make any payments to an owner until these agreements have been signed by all parties and returned to our office. Lease initiation dates are contingent upon PHA being free of obligation to another landlord for that tenant.
No tenant should be allowed to move into the unit prior to the apartment passing inspection, acceptance of the rent offer by the owner, a signed Lease and HAP Contract.
Any rent owed prior to the lease date will be the responsibility of your tenant.
Electronic deposits are processed once a month. All contracts must be signed, files completed and received 4 days prior to the end of the month.
The landlord signs a lease with the tenant and a Housing Assistance Payments (HAP) contract with the Housing Authority.

The Housing Authority inspects units at least annually to ensure HQS compliance.
Rent is reviewed periodically to reflect current program guidelines and tenant income.
Landlords must notify the Housing Authority of lease terminations, vacancies, or changes in tenancy.

Please note that the lease is a document between you and the tenant. PHA is not a party to the lease and therefore cannot be held responsible to resolve disputes. If you need further assistance with tenant/landlord mediation please call Berkshire County Regional Housing Authority at 413-443-7138.

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