HUD Handbook 4350.3 § 6-27

A.      Overview

                HUD does not require a briefing with residents prior to occupancy, but it is good
                practice for managers to incorporate this briefing as a part of their routine
                process. Holding a meeting prior to occupancy helps an owner ensure that new
                tenants understand the terms of the lease. It also gives the owner an opportunity
                to relay important information about resident rights, lead-based paint disclosure,
                house rules, and conditions for termination of assistance and tenancy. At the
                same time, information provided during tenant briefing topics gives tenants a
                clear understanding of the owner’s responsibilities and better enables tenants to
                fulfill their own responsibilities. The briefing gives the tenant an opportunity to
                ask questions and discuss the information being presented.

        B.      Briefing Topics

                1.       The briefing may cover a variety of topics. The following list identifies
                         topics related to lease requirements that are important to discuss with the
                         tenant:

                         a.      Signatures;

b.      Term of lease;

                         c.      Annual/interim recertifications;

                         d.      Rent;

                         e.      Security deposit

                         f.      Lease attachments, when applicable (e.g., HUD-50059, HUD-
                                 50059-A, move-in inspection report, house rules, lead-based paint
                                 disclosure form, pet rules, live-in aide, *VAWA addendum*);

                         g.      Other charges;

                         h.      Maintenance/damages;

                         i.      Rights and responsibilities: At move-in and annually at
                                 recertification, owners are required to provide the head of
                                 household with a copy of the Resident Rights and Responsibilities
                                 brochure reissued by HUD in the fall of 1998. The brochure is
                                 available in 10 languages through the HUD Multifamily
                                 Clearinghouse at 800-685-8470 *and HUD’s LEP website at
                                 http://www.hud.gov/offices/fheo/lep.xml;*

                         j.      *EIV & You Brochure. Owners are required to provide applicants
                                 at the time of selection from the waiting list or final application
                                 processing and tenants annually at recertification a copy of the
                                 EIV & You brochure. The brochure is posted on the Multifamily
                                 EIV website and is also available through the HUD Multifamily
                                 Clearinghouse at 800-685-8470.*

                         k.      Penalties for fraud;

                         l.      Termination of assistance;

                         m.      Termination of tenancy; and

                         n.      General rules.

                2.       Exhibit 6-6 provides examples of more detailed information that may be
                         provided to the tenant during the briefing.

        C.      Conducting the Briefing Meeting

                If owners decide to conduct a briefing with new tenants:

                1.       They are advised to conduct the briefing before the tenant signs the lease
                         to make sure that the tenant has a good understanding of his/her
                         obligations and responsibilities prior to move-in.

2.       They must make sure that the presentation is clear. If at all possible, it is
                         suggested that the presenter use visual and media aids such as slide
                         presentations and charts to conduct the briefing. *Owners must ensure
                         that there are appropriate means to communicate with hearing and/or
                         speech impaired individuals. In addition, information may also have to be
                         conveyed in languages other than English for LEP persons, in
                         accordance with HUD guidance available on HUD’s LEP website at
                         http://www.hud.gov/offices/fheo/lep.xml.*

                3.       It would also be beneficial for the tenant to receive an information packet
                         that contains handouts summarizing important topics covered during the
                         briefing. If applicable, forms can also be given to the residents during the
                         briefing.

                4.       Preferably, the briefing does not take place the same day the tenant signs
                         the lease. This way the tenant will have time to think of questions
                         regarding the lease.