HUD HCV Guidebook § 8
Use of Email or Other Delivery Confirmation Method (HUD HCV Guidebook)
Operative Text
The initial and receiving PHA must104 communicate using email or other delivery confirmation methods. HUD supports email as the preferred method of communication. This requirement applies to all communications between receiving and initial PHAs referenced in this guidebook. PHAs are encouraged to establish a generic portability email, and controls for the management of such mailbox, to avoid misplacement of portability emails due to staffing changes at the PHA. An initial PHA must105 have a signed and valid HUD-9886 “Authorization for the Release of Information Privacy Act” on file before transmission of income verification information obtained through the Enterprise Income Verification (EIV) system. See PIH Notice 2012-4 “Effective Use of the EIV System” for more information. Also see PIH Notice 2015-6 “Privacy Protection Guidance for Third Parties” for information on requirements for transmittal of Personally Identifiable Information (PII) via email.
Under HUD Housing Choice Voucher Guidebook § 8, public housing authorities (PHAs) involved in portability transfers are required to use email or another delivery-confirmation method when communicating with each other, with email being HUD's preferred channel. Before any income verification data from the Enterprise Income Verification (EIV) system can be transmitted, the initial PHA must have a signed and valid HUD-9886 authorization form on file. Additional privacy requirements govern how Personally Identifiable Information may be sent via email, as outlined in referenced PIH Notices.
Plain English — not legal advice.
HUD Housing Choice Voucher Guidebook § 8 does not directly regulate private landlords, but property owners participating in the Housing Choice Voucher program benefit from understanding how PHAs are required to coordinate portability transfers. Compliant PHAs maintain a dedicated portability email address with documented mailbox controls to ensure continuity across staffing changes. Landlords working with voucher holders in portability situations can generally expect documented, traceable communication between the initial and receiving PHAs as a standard operating practice.
General guidance for property managers — not legal advice for your specific situation. Consult an attorney for advice on your case.
Under HUD Housing Choice Voucher Guidebook § 8, tenants using portability to move their voucher to a new jurisdiction have a general interest in knowing that both the initial and receiving PHAs are required to communicate through trackable methods such as email. If a portability transfer appears stalled or documentation seems lost, tenants can ask their PHA to confirm that the required delivery-confirmation communications have taken place. Tenant-rights organizations and HUD's own complaint channels can be resources for understanding whether a PHA is meeting its communication obligations under this guidebook section.
General guidance for tenants — not legal advice for your specific situation. Consult a tenant-rights organization or attorney for advice on your case.
Generated September 26, 2026 — auto-generated, not yet human-reviewed. See /transparency for methodology.
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