Change of Landlord or Management Company Process

1. As soon as a Coordinator is informed of a change of ownership or mgmt company ask for required documentation, Sample email below. Please note, do not hold up sending change to SPOC while waiting for EFT information, LL Obligations or HAP
   Assumption Agreements.
2. Immediately place a payment hold on all relevant tenants for the 1st of the following month.
3. Once the new owner/mgmt. company has submitted all of the required paperwork, submit this to your SPOC. Your SPOC will assign the new landlord/property manager to all relevant tenants and remove all holds.
4. SPOC will email all coordinators (and CC SPOC’s) who are affected by the change and let them know that holds have been removed and payment released.
5. Coordinators will need to reach out to the new owner to obtain the HAP assumption agreement(s) and provide the new owner with the housing coordinator’s contact information. If this is a change in property mgmt. company a new HAP assumption
   agreement is not required.

Sample email to new owner:

[Partner Agency] has been notified that there has been a change of ownership for [Address/Property Name]. In order to complete the change of ownership/mgmt company for the property there are a few items that DOH will need.

Attached please find the following:

• A W-9 Form
• A Landlord Obligations Form
• Landlord Briefing Packet
• A direct deposit request form (optional)
• Landlord Portal Sign-up (optional)
• HAP Assumption (if change of owner)

Please provide the information specified below in order to complete the change of ownership in our records:

• Proof of the change in ownership. Items such as a copy of the s Settlement Statement or a copy of the Deed are acceptable proof
• If this is a change of management company, a copy of the new management agreement
• A completed W-9
• The signed and dated Landlord Obligations Form
• The completed direct deposit form (optional)