Landlord Participation

How do I find a Section 8 Participant?

The Section 8 participant will contact you at the contact number you provide with your property listing at www.affordablehousing.com or through your own marketing efforts. It is up to the landlord to screen potential tenants and make arrangements regarding the amount of rent and security deposit. The City operates under the Small Area Fair Market Rents (SAFMR). We encourage potential landlords to become familiar with the latter and to look up the zip code of their property online on the SAFMR web pages set annually, at https://www.huduser.gov/portal/datasets/fmr/smallarea/index.html. This listing will indicate the maximum payment standards allowable in the property’s specific zip code, still subject to rent reasonableness based on the rent survey.

What forms/documents are required to lease a unit under the program?

Owners are required to complete the W-9 form and submit copies of the warranty deed, Social Security card and/or Tax ID Number for Corporation, and a copy of their driver’s license. They must also fill out the following forms:

• Request for Tenancy Approval Form (RFTA). Provides basic information regarding the unit, including its location, size, the rent amount and utilities and appliances provided by the owner. This form is executed by both owner and prospective tenant.

• Unexecuted lease, incorporating a Tenancy Addendum on HUD Form 52641-A.

Prospective tenant will provide copy of Tenancy Addendum.

• Certification of Occupancy Readiness. Provides landlord’s certification that the unit is immediately ready for occupancy without further repairs required of the landlord. This form is executed by owner only.
• Landlord or Authorized Agent Certification. Provides certification that the landlord will adhere to all federal guidelines and regulations. This form is executed by owner only.

What happens after I have selected the prospective tenant(s) and completed the forms?

The above forms/documents must be submitted to the Department. A Section 8 Housing Specialist (HS) starts the approval process and coordinates all documentation through the system.

When are the inspections for National Standards for the Inspection of Real Estate (NSPIRE) conducted and rents determined?

The HS requests the initial inspection once the required documentation is accepted. These inspections are conducted within 72 hours. Once the unit passes inspection, the Department performs a rent survey to determine if the rent is reasonable.

At what point do I know if a Section 8 client is approved to move-in?

Once the unit passes the inspection, and the rent reasonableness is determined and accepted by the Real Estate/Survey unit and the landlord, the HS will request that the following documents be executed:

• Housing Assistance Payments (HAP) Contract (between Landlord and City of Miami Housing Assistance

  Program) 

• Contract Lease (between Landlord and Tenant) 

The HS provides the landlord and tenant with an “Authorization to Move-in Form” confirming that the tenant is approved to move-in.

What are the major steps required for approval?

The following diagram shows the steps required for Section 8 participants to be approved for move-in:

1. Participants submit RFT for initial Move-In or Change of Dwelling
2. Housing Specialist (HS) coordinates Inspection & Survey
3. HS requests NSPIRE inspection
4. Department performs rent survey to determine if the rent is reasonable
5. HS communications with Landlord & rent is accepted
6. HS issues the authorization of Move-In Form confirming that tenant/client is approved to move-in

When can we expect my first payment?

Once the landlord is informed of the move-in date, it will take approximately 30-60 days to process the file and issue the first HAP check. These checks will be paid retroactively to the authorized move-in date.  

Why does my unit have to pass inspection?

United States Housing and Urban Development (US HUD) regulations require the Department to inspect all units to ensure that they are in safe, decent, and sanitary condition in accordance with National Standards for the Physical Inspection of Real Estate (NSPIRE) standards effective Oct. 1, 2025. The focus of NSPIRE is on the condition of dwelling units and prioritizing the health and safety of residents. NSPIRE Standards Federal Register 88 FR 40832.

For a recap of those standards, please visit https://www.hud.gov/reac/nspire-standards

The NSPIRE Standards break down your property into three inspectable areas: Unit, Inside, and Outside.

The Three Inspectable Areas: Unit, Inside, Outside

1️⃣ Unit: This carries the most weight. It includes everything inside an individual dwelling: walls, floors, ceilings, smoke and CO alarms, HVAC, plumbing, electrical safety, mold, infestation, and more.

2️⃣ Inside: This covers common areas inside your building, like hallways, laundry rooms, stairwells, elevators, and building systems that aren’t inside a specific unit.

3️⃣ Outside: This includes the building exterior, site, parking lots, fences, walkways, drainage, and outdoor safety features.

NSPIRE provides for minimum, or affirmative, habitability requirements for each of these three “areas” (unit, inside, outside). The areas must meet these requirements for habitability. These affirmative habitability requirements are noted specifically in the Standards, but can also be found in 24 CFR 5.703(b), (c), and (d).

What is an initial inspection?

The initial inspection is conducted prior to the tenant moving into a unit or for a change of dwelling. If violations are found, any and all violations must have been corrected and the unit must have been approved by the PHA. Approval for the tenant to move in will not be given until the unit passes inspection, reasonable rent has been established, and the executed lease, including the HUD-prescribed tenancy lease addendum, has been submitted.

Who requests the initial inspection?

The HS will schedule an inspection with the Inspection Unit prior to the tenant being allowed to move in.

What does an inspector look for on an initial inspection?

Landlords are encouraged to become familiar with NSPIRE Final Standards as published, the types of deficiencies, and the timelines for correcting each type of deficiency. Please visit this web page for a detailed list of the NSPIRE Final Standards:

https://www.hud.gov/reac/nspire-standards

What is an annual inspection?

Each unit under contract will be inspected at least annually or any other time, and as often as deemed necessary, by the PHA to determine compliance with the PHA or inspection standards. The annual inspection will be scheduled at least 90 days prior to the anniversary date of the Contract covering the assisted unit. Written notice of the annual inspection date will be mailed to the tenant, with a copy to the owner. The PHA will provide written notice to owners and tenants of specific NSPIRE/HQS requirements that fail the Inspection. The notice will note whether violations are the tenant’s or the owner’s responsibility. If the unit fails the compliance inspection, the housing assistance payment will be abated regardless of who is charged with the responsibility.

• Conditions presenting an immediate danger or threat to tenant health or safety are considered emergencies/life threatening (LT) and must be corrected within 24 hours of notification. Inspectors perform compliance inspection to confirm correction of these conditions within 24 hours of the initial inspection.
• Conditions which do not present an immediate danger to tenants must be corrected within 30 days of written notification. Extensions of time of up to 30 calendar days to correct violation(s) must be requested in writing and are approved on a case-by-case basis.

What are considered life-threatening deficiencies?

What is a complaint inspection?

These are inspections which develop from complaints, which may originate from written or oral complaints from the landlord, the tenant/client, neighbors or other agencies made to the inspections unit. Complaints regarding NSPIRE issues will be investigated by the PHA and these inspections will be scheduled by mail or telephone. Complaint violations must be corrected within 30 days for non-emergency conditions. For emergency conditions, violations must be corrected within 24 hours of notification.

What is a quality control inspection?

The quality control inspection is conducted by a staff member of the PHA, trained and experienced in conducting unit inspections; it is a re-inspection of units recently inspected. Selection of the units for quality control inspections is done randomly by the Quality Control Inspector or Supervisor from a computer listing of all recently inspected units and should be a cross-section of neighborhoods and a cross-section of the work of each inspector. NSPIRE/HQS failures resulting from quality control inspections will be enforced in the same manner as annual inspections.

RENT REASONABLENESS

How much may I charge for my unit?

The Department’s responsibility is to ensure that rents charged by owners are reasonable in relation to rents currently being charged for comparable units in the private unassisted market. The location, quality, size, unit type, and age of the contract unit as well as any amenities, housing services, maintenance and utilities that are provided by the owner in accordance with the lease are considered.  Reasonable rent is a rental amount that is not greater than the rent that is charged for a unit with the same size and amenities in the private market. 

How will my rent be determined?

Once the unit passes the inspection, the Department will perform a rent survey to determine the reasonableness of the rent following US HUD guidelines.

How are rents determined?

The following are considered in determining rent:

Types of Housing:              
• High-rise (9 + stories)    
• Mid-rise (4-8 stories)      
• Garden (1–4 stories)    
• Townhouse                         
• Duplex/Triplex/Fourplex   
• Single Family Detached                

Types of Amenities:

• Elevator                                • Central A/C  
• Window AC/RC unit             • Carpeting
• Space heater                        • Garbage disposal
• Dishwasher                           • Washer/dryer

• W/D Connections

What are the sources utilized in determining reasonable rents?

Upon review of the above criteria, a comparison of the unit is made to the high/low rental range in the market for unassisted units. When determining a reasonable rent for a program unit, thePHA uses the following sources to evaluate comparable units and reach fair values:

• Information sources include newspapers, rental market websites, inquires of owners and other available sources. Market areas may be defined by zip codes, census tract, neighborhood, and identifiable natural or man-made boundaries.  

The SAFMR Final Rule makes changes to rent reasonableness requirements that apply to PHA administering the HCV program, regardless of whether the PHA operates in an area where SAFMRs have been adopted. The HS will notify you of the results of the rent reasonableness analysis and the approved rent amount.

What happens if I don’t agree to the rent amount approved?

When a landlord does not agree with the rent amount approved by the Department, the landlord may provide additional information to support the landlord’s asking rent (Ex. appraisal, information on other comparable units in the area, etc.) and the PHA will review this and make its final determination, in accordance with its policies as detailed in its last filed Sec. 8 Administrative Plan.  

What are landlords’ responsibilities for making their rental units accessible to persons with disabilities?

Federal regulations require landlords to “…permit, at the expense of a handicapped person, reasonable modifications of existing premises, occupied or to be occupied by a handicapped person, if the proposed modifications may be necessary to afford the handicapped person full enjoyment of the premises of a dwelling. In the case of a rental, the landlord may, where it is reasonable to do so, condition permission for a modification on the renter agreeing to restore the interior of the premises to the condition that existed before the modification, reasonable wear and tear excepted.” (24 CFR 100.203) Landlords are also required to “…make reasonable accommodations in rules, policies, practices, or services when such accommodations may be necessary to afford a handicapped person equal opportunity to use and enjoy a dwelling unit, including public and common use areas.” (24 CFR 100.204). If you have more specific questions on reasonable accommodations, please contact HOPE, Inc., a private fair housing, not-for-profit, 501 (c) 3 corporation established in 1988, dedicated to eliminating housing discrimination and promoting fair housing, www.hopefhc.com or 305-651-HOPE (4673).

CONTACT INFORMATION

The City of Miami
Department of Housing & Community Development
Section 8, Program Coordinator
444 SW 2 Ave., Third Floor
Miami, FL 33130

Phone: (305) 416-2080
Fax: (305) 416-2090
Web: www.miami.gov/communitydevelopment