How to Register (or Update) a Rental Property:
The first step is to submit a completed Property Update & Registration Form via email, post mail, fax, or in person (contact information available on the right side of this page or on the top of the form).
IMPORTANT: Only fully completed forms will be accepted; all fields must be completed, even if the information remains unchanged. A date of birth is required for each person signing the document.
The homeowner may represent the property as their own
agent, but if they do not live or have an office within 25 miles of the property,
they must choose a local “agent” (an agent can be a friend, relative, tenant, or
a hired property management service; the agent does not have to be a licensed
real estate agent). Once we receive the form, the next
step is to schedule an inspection. Inspections typically are scheduled in
one-hour blocks, but if your property has never been a rental before, the first
inspection will require a two-hour block.
There is a $25.00 registration fee for all properties with more than 2 units and all group quarters (fraternity/sorority or rooming house).
When to Update Owner/Agent Information:
You must complete and submit the Property Update & Registration Form to our office within 30 days of any contact information changes regarding rental properties. These changes may include: ownership, phone number, email, address, agent information, etc. Supplying our office with the correct information will enable us to contact you regarding your property regarding inspection notices, inspection reports, fees and other important information, or if there are emergencies with the property such as flood or fire. All of the information on the registration form is kept confidential and restricted to office use only. We will never sell or share your personal information to anyone.
AGENT REQUIREMENTS: The homeowner may represent themselves as their own agent. However, if the owner does not live or have an office within 25 miles of the rental property, a local agent must be appointed. An "agent" can be a tenant, friend, family member, or hired management company as long as they are within 25 miles of the property and are willing to be the point of contact.
IT IS THE HOMEOWNER/AGENT RESPONSIBILTY TO SCHEDULE ALL INSPECTIONS. Please practice careful diligence to ensure inspections are scheduled when they are due for your property. Unlike building and trades inspections, rental housing inspections cannot be scheduled through eTRAKiT and instead must scheduled through a Rental Housing Administrative Specialist. To schedule an inspection, please use the contact information in the contact panel on the right of this page or at the top of any Rental Housing document.
When to schedule:
- An initial re-certification inspection must be scheduled BEFORE the current certificate expires. Please make note of the expiration date on your C of C.
- A re-inspection (to follow up on violations) must be scheduled within THREE WEEKS of the previous inspection.
- If either deadline approaches and an inspection is not scheduled, we will schedule it for you at a time that works for us. Please note that we only allow one free re-schedule/cancellation per inspection cycle. The best way to avoid multiple cancellations is to make sure you are scheduling the inspections.
1. Once a Property Update & Registration form is received and processed by our office (generally within 48 hours), we will contact the designated party to schedule an inspection.
a. According to code 8:516(4), a dwelling or room may not be rented or made available for rent without an active C of C.
b. See the pre-inspection checklist for the items to be inspected.
c. An invoice will be generated and sent separately to the designated party. See the fee schedule for information on how fees are calculated.
3. Upon completion of the inspection, the inspector will provide the representative a list of violations found (as applicable). If there are no violations found at the first inspection, the expiration date on the Certificate of Compliance will be extended by one year for that cycle only.
4. The homeowner must contact our office within two weeks of the initial inspection to schedule a re-inspection date. After two weeks, a date will be scheduled for you according to our schedule.
a. We do not accept photos of corrected items.
5. If the violations are not corrected by the first re-inspection date, you will need another re-inspection.
a. We will post the property as not habitable after two re-inspections if the violations have not been remedied.
6. If all of the violations have been corrected our office will issue a Certificate of Compliance within 30 days.