Section 8 Inspections: The Basics

There are a few different situations when you might be subject to an inspection under Section 8. For example, your Public Housing Authority (or PHA) will typically inspect:

• Before you've been approved to participate in the Section 8 program
• Regularly (every year, generally, though exceptions do occur)
• If an incident is reported
• To follow up on a previously failed inspection

Now, in most cases you'll get a reasonable amount of advance notice — a date and time, even — provided there isn't any significant health or safety issue. Inspections will generally either be conducted by an inspector from the local public housing authority, or an outside firm that the PHA has hired.

While I’ll try to give a broad overview of what a Section 8 inspection will cover, there are local variations, often regarding specific elements of a unit (for example, garbage disposals) that may be focused on in some cities/counties, but not in others. In addition, inspection intervals may be shorter or longer in some areas than in others. For instance, in San Diego, many units are only inspected every two years. To be fully sure of the standard a property will be measured against, Section 8 owners should consult HUD’s Property Standards Guide as well as the local guides and forms for their local PHA.

How to Prepare for a Section 8 Inspection

As an owner, preparing for an upcoming Section 8 inspection is essential. If you are careful about regular maintenance and upkeep, not much may need to be done for the specific inspection.

In general, owners should make sure that any broken building components inside their Section 8 units are fully repaired, but, most importantly, owners need to ensure that any major health and safety hazards are addressed.

Can You Reschedule a Section 8 Inspection?

Let's say you don't think you can get your property up to code in time, or if the scheduling conflicts with your availability on site. In many cases, yes, you can typically reschedule a Section 8 inspection. Still, there are procedures and considerations to keep in mind.

1. Timely Communication: If you know in advance that the scheduled inspection date or time is not feasible, it's essential to communicate this to the local Public Housing Authority (PHA) as soon as possible. Last-minute cancellations or repeated rescheduling could be viewed unfavorably, and it might delay the initiation or continuation of housing assistance payments.

2. Valid Reasons: It's essential to provide a valid reason for the rescheduling request. While PHAs understand that unforeseen circumstances can arise, they also prioritize ensuring that properties meet the Housing Quality Standards (HQS) in a timely manner for the welfare of the tenants.

3. Potential Delays in Assistance: For new move-ins or initial inspections, it's especially crucial to be timely. Delays in inspections can lead to delays in the start of rental assistance. For annual inspections, while there may be a bit more flexibility, prolonged delays might impact the continuity of the housing assistance payments.

4. Tenant Considerations: If a tenant initiates the rescheduling, they should also communicate this to the landlord to keep all parties informed. Similarly, landlords should inform their tenants if they've requested a rescheduling, as tenants often need to be present or provide access for the inspection.

5. Follow PHA Guidelines: Each local PHA may have its own procedures and guidelines for rescheduling inspections. It's crucial to be familiar with these and to follow them closely to ensure a smooth process.

So while rescheduling a Section 8 inspection is generally possible, it's essential to approach the process with consideration and respect for all parties involved. Open communication, understanding the implications of delays, and adhering to local PHA guidelines are key to ensuring the inspection process remains smooth and efficient.

Checklist for Section 8 Inspections

To help you prepare, we’ve provided a comprehensive list below of the unit and building components will be focused on during an inspection. This is similar in some elements to a standard HUD REAC inspection, but there are some key differences.

• Each room in each unit

• Hazards and potential hazards

• Electricity & electricity hazards

• Potential security issues

• Window, ceiling, floor, and wall conditions

• Lead-based paint check

• Kitchen check, determining if kitchen has stove or range with oven, refrigerator, and sink

• Determining if reasonable space present for safe food storage & preparation

• Bathrooms: presence of flush toilet in a closed room, fixed wash basin, and presence of tub or shower

• Adequate ventilation/interior air quality

• Smoke detectors

• Site and foundation condition

• Stair, rail, and porch condition

• Roof/gutter condition

• Exterior surface condition

• Unit access, including fire exits

• Pest infestation, garbage and debris check

• Elevator safety and maintenance

• Interior stair condition

• HVAC and water heater condition

• Plumbing, water supply, and sewer

• Sewer connection

A full list of areas that may be checked can be found on the HUD Section 8 Inspection Checklist.

In addition to any areas on this list, inspectors may cite properties for other hazards, so regardless if something is on this list, if it is potentially dangerous, it should be taken care of as quickly as possible. Some common inspection issues include:

• Paint flaking (especially if there are children in the unit)

• No locks and deadbolts on exterior doors

• No window locks/screens

• Asbestos issues

• Improper pressure release valves on hot water heaters and boilers

• Lack of handrails on stairs, both interior and exterior

• Broken carbon monoxide and/or smoke detectors

• Tub caulking issues

• Lack of smoke detectors on every level

• Lack of bathroom fan/ventilation

• No weathertight windows or doors

As these are some of the most issues a unit/property is likely to be flagged for, it’s a good idea for landlords to specifically check their property for these issues, both prior to an inspection and on a regular basis.

Does Section 8 Do Random Inspections?

There are typically two types of inspections: annual/biennial inspections and special inspections. The annual or biennial inspections are scheduled in advance and are not random. They are intended to make sure that the housing units continue to meet the Housing Quality Standards (HQS) set by the U.S. Department of Housing and Urban Development (HUD).

However, the term "random inspections" might be more closely associated with the special or complaint-driven inspections. If a tenant or other individual reports a problem with a property, a special inspection might be initiated by the local Public Housing Authority (PHA) without much prior notice. In some cases, the PHA might also conduct these inspections if there's a particular reason to suspect that a property might not be up to code, even if there hasn’t been a formal complaint.

It's worth noting, however, that these are not "random" in the sense of being arbitrary; they're usually driven by specific concerns or reports. Landlords and tenants participating in the Section 8 program should always be prepared for inspections to ensure they remain compliant with HUD's HQS.

Section 8 Inspection Results

Once a Section 8 inspection is complete, an inspector may give one of three scores to every item they inspect in a unit. This includes:

• a pass, which means that an area is fully compliant with Section 8 standards
• a fail, which means that area in question must be addressed, or
• inconclusive, which means that not enough information is present for the inspector to make an informed decision. In general, this simply means that an inspector will need to consult with the landlord to get more details about the unit or building component in question.

Important: If only one area in the inspection is regarded as a fail, the entire unit is considered a fail.

How to Pass a Section 8 Inspection

Passing a Section 8 inspection is crucial for both landlords and tenants participating in the Housing Choice Voucher Program. While the detailed checklist can be extensive, here are some general guidelines and proactive steps to help ensure a successful Section 8 inspection:

1. Safety First: Ensure that all safety devices, such as smoke detectors and carbon monoxide detectors, are operational and installed in the right places. Check for secure railings on stairs and balconies. Ensure that windows and doors have locks and are functional. Make sure that there are no exposed electrical wires and that all electrical outlets and switches have cover plates.

2. Plumbing and Utilities: All plumbing fixtures should be in working order with no leaks. This includes sinks, toilets, and bathtubs or showers. Ensure that the hot and cold water are functioning correctly and that the property has a stable supply of both electricity and heat.

3. General Maintenance: Repair any significant holes in the walls, ceilings, or floors. All windows should be in good condition and free of cracks. Paint should not be chipping or peeling, and any potential lead-based paint hazards should be addressed, especially in properties built before 1978.

4. Sanitation: The property should be clean and free of pests or infestations. Ensure there's no mold or mildew in bathrooms, kitchens, or basements. Properly ventilate spaces that tend to accumulate moisture.

5. Appliances: If appliances like refrigerators, stoves, and heaters are part of the rental agreement, they should be clean and in working order.

6. Exterior and Grounds: Ensure the roof doesn't have significant leaks. The exterior should be in good condition without structural hazards. If the property has a yard, it should be well maintained without any refuse or excessive debris.

7. Be Present: If possible, landlords or their representatives should be present during the inspection. This way, if the inspector finds minor issues, they can be addressed immediately or clarified on the spot.

It's a good practice for landlords to have their own checklist and regularly inspect their properties. By addressing potential problems proactively, landlords can prevent bigger issues down the line and ensure that their property always meets or exceeds HQS standards.

Failed Section 8 Inspections

In regard to failures, if a tenant has not already moved into a unit, a landlord will need to fix the issues prior to their move-in date. For units with tenants in place, owners generally have a certain time period before re-inspection to fix the issue. However, if a unit fails the re-inspection, rental subsidy payments will temporarily stop until the issue has been addressed. For minor issues, re-inspection extensions may be permitted on an individual basis. For very serious issues, however, an inspector may mandate that repairs be completed within 24 hours.

In some situations, Section 8 inspections result in an inspector mandating that a owner reduce their rent, as they do not believe the current rental price is fair. However, in many cases, owners may be able to remedy this by making minor upgrades to their property, such as providing on-site laundry, ceiling fans, microwaves, or other amenities. These unit amenities will be reported on in the “Special Amenities” section of the inspection report, and, if they are sufficient, will generally make your intended rate acceptable to HUD.

How Many Times Can You Fail a Section 8 Inspection?

Typically, when a unit fails an initial inspection, the landlord is given a specific timeframe to address and correct the deficiencies. The length of this timeframe can vary depending on the severity of the violations. Life-threatening health or safety violations, for instance, usually need to be corrected within 24 hours, whereas other, less critical issues might have a longer remediation window, often ranging from 10 to 30 days.

If the issues are not corrected within the specified timeframe, the local Public Housing Authority (PHA) might withhold or abate the subsidy payments to the landlord until the issues are resolved.

If repeated failures occur, it could lead to the termination of the Housing Assistance Payments (HAP) contract between the landlord and the PHA, potentially ending the landlord's participation in the program. For tenants, repeated failures to maintain their unit in compliance with HQS, especially if the failures are due to the tenant's actions or neglect, could jeopardize their voucher eligibility.

There is, however, no strict "number of times" universally set for failures. The consequences and the number of allowed failures before serious repercussions largely depend on the nature of the violations and the policies of the local PHA overseeing the program.

Section 8 Inspections: Preparation is Key

As we said in the beginning of this article, Section 8 inspections aren’t generally a cause for celebration, but they shouldn’t be overly concerning, either. In general, if a landlord and/or property management firm is adequately maintaining their property and addressing tenant concerns in a timely manner, a Section 8 inspection is unlikely to uncover many issues.

In contrast, if a landlord’s property is in terrible condition, an inspection could cause serious issues. In the end, with a little preparation and a smart plan, Section 8 inspections may seem like hassle, but won’t derail your ability to be a successful Section 8 owner/operator.

How Long Is a Section 8 Inspection?

The duration of a Section 8 inspection, mandated by the U.S. Department of Housing and Urban Development (HUD) to ensure that properties meet the Housing Quality Standards (HQS), can vary based on several factors. Typically, an inspection will cover multiple aspects of a property, including the structural integrity, safety features, utilities, sanitation, and other criteria set by HUD.

So, how long does it take for a Section 8 inspection? On average, a Section 8 inspection can take anywhere from 30 minutes to 2 hours. Several factors influence the duration:

1. Size of the Property: Naturally, a larger property with units that have multiple bedrooms and bathrooms will take longer to inspect than smaller properties with one-bedroom apartments.

2. Condition of the Property: If a property is in good condition and meets most of the HQS criteria, the inspection can be relatively swift. However, if the inspector identifies multiple issues that need a closer examination, it can extend the inspection time.

3. Efficiency of the Inspector: Experienced inspectors, familiar with the checklist and the process, might complete the inspection faster than someone less seasoned.

4. Tenant or Landlord Participation: Sometimes, the tenant or landlord might walk with the inspector, discussing issues or asking questions. This interaction, while beneficial for clarity, can also extend the inspection duration.

In any case, both landlords and tenants should allocate a reasonable window of time for the inspection process to ensure a thorough review and to address any immediate questions or concerns that might arise during the visit.

Section 8 Inspections and Rent Subsidies

Landlords who participate in the Section 8 program may wonder how inspections can impact their rent subsidies. Inspections are an important part of the Section 8 program, as they ensure that properties meet basic health and safety standards. However, if a property fails an inspection, it can impact the landlord's ability to receive full rent subsidies.

When a property fails an inspection, the landlord is given a list of required repairs to be completed within a specific time frame. If the repairs are not made within this time frame, the property may be taken off the Section 8 program entirely.

If the repairs are made, the property will be reinspected to ensure that it now meets the required standards. During this time, the landlord may receive reduced rent subsidies or no subsidies at all, which can impact their bottom line.

Additionally, landlords should be aware that there are certain violations that are considered "life-threatening" or "health-threatening," such as issues with electrical, plumbing, or heating systems. If these violations are not corrected within 24 hours of being reported, the property can be deemed uninhabitable and the Section 8 contract can be terminated immediately. This could result in a complete loss of rent subsidies for the landlord.

Related Questions

What are the requirements for Section 8 inspections?

Section 8 inspections require that an inspector may give one of three scores to every item they inspect in a unit. This includes a pass, which means that an area is fully compliant with Section 8 standards, a fail, which means that area in question must be addressed, or inconclusive, which means that not enough information is present for the inspector to make an informed decision. In general, this simply means that an inspector will need to consult with the landlord to get more details about the unit or building component in question. If only one area in the inspection is regarded as a fail, the entire unit is considered a fail.

In regard to failures, if a tenant has not already moved into a unit, a landlord will need to fix the issues prior to their move-in date. For units with tenants in-place, owners generally have a certain time period before re-inspection in order to fix the issue. However, if a unit fails the re-inspection, rental subsidy payments will temporarily stop until the issue has been addressed. For minor issues, re-inspection extensions may be permitted on an individual basis. For very serious issues, however, an inspector may mandate that repairs be completed within 24 hours.

In some situations, Section 8 inspections result in an inspector mandating that a owner reduce their rent, as they do not believe the current rental price is fair. However, in many cases, owners may be able to remedy this by making minor upgrades to their property, such as providing on-site laundry, ceiling fans, microwaves, or other amenities. These unit amenities will be reported on in the “Special Amenities” section of the inspection report, and, if they are sufficient, will generally make your intended rate acceptable to HUD.

What are the consequences of failing a Section 8 inspection?

If a unit fails a Section 8 inspection, the landlord will need to fix the issues prior to the tenant’s move-in date if the unit is unoccupied. For units with tenants in-place, landlords are generally given a set period of time to fix the issue before re-inspection is to occur. Should a unit fail the re-inspection, the Section 8 rental subsidy payments will be temporarily withheld until the issue has been addressed. For the more minor issues, re-inspection date extensions may be permitted on a discretionary basis. When it comes to serious issues, however, an inspector can mandate that repairs be completed in as short a period as 24 hours. In some instances, Section 8 inspections may also result in the mandate that a owner reduce their rent, as the inspection may imply the current rental price is not fair. This can be remedied by making minor upgrades to the property, such as providing ceiling fans, microwaves, on-site laundry or other amenities. Source 1 and Source 2.

What are the most common issues that arise during a Section 8 inspection?

The most common issues that arise during a Section 8 inspection include:

• Paint quality (flaking is frowned upon, especially if there are children in the unit)
• No locks and/or deadbolts on exterior doors
• No locks/screens on windows
• Asbestos issues
• Improper or faulty pressure release valves on hot water heaters and boilers
• Lack of handrails on stairs (both interior and exterior)
• Broken carbon monoxide and/or smoke detectors
• Bathroom caulking issues
• Lack of smoke detectors on every level
• Lack of bathroom fan/ventilation
• No weathertight windows or doors

For a full list of areas that may be checked, please refer to the HUD Section 8 Inspection Checklist.

How often do Section 8 inspections need to be conducted?

Section 8 inspections are generally conducted annually, however, in some areas, such as San Diego, they may be conducted every two years. To be sure of the standard a property will be measured against, Section 8 owners should consult HUD’s Property Standards Guide as well as the local guides and forms for their local PHA.

What are the benefits of passing a Section 8 inspection?

Passing a Section 8 inspection has many benefits for landlords. Firstly, it ensures that the unit is compliant with Section 8 standards, and that the tenant will be able to move in as soon as possible. Secondly, it ensures that rental subsidy payments will not be withheld, as they would be in the event of a failed inspection. Finally, it may also help make the intended rental rate acceptable to HUD, as the “Special Amenities” section of the inspection report will be taken into account.

What are the best practices for preparing for a Section 8 inspection?

The best practices for preparing for a Section 8 inspection include making sure that any building components inside the unit that are in disrepair or in need of rehabilitation are fully repaired, and ensuring that there are no major health and safety hazards on the property. Additionally, landlords should check their property for common issues such as paint quality, locks and/or deadbolts on exterior doors, locks/screens on windows, asbestos issues, faulty pressure release valves on hot water heaters and boilers, lack of handrails on stairs, broken carbon monoxide and/or smoke detectors, bathroom caulking issues, lack of smoke detectors on every level, lack of bathroom fan/ventilation, no weathertight windows or doors, etc. A comprehensive list of the unit and building components that will be focused on during an inspection can be found on the HUD Section 8 Inspection Checklist.

In this article:

1. Section 8 Inspections: The Basics
2. How to Prepare for a Section 8 Inspection
3. Can You Reschedule a Section 8 Inspection?
4. Checklist for Section 8 Inspections
5. Does Section 8 Do Random Inspections?
6. Section 8 Inspection Results
7. How to Pass a Section 8 Inspection
8. Failed Section 8 Inspections
9. How Many Times Can You Fail a Section 8 Inspection?
10. Section 8 Inspections: Preparation is Key
11. How Long Is a Section 8 Inspection?
12. Section 8 Inspections and Rent Subsidies
13. Related Questions
14. Get Financing