If you’re a Section 8 landlord — or thinking about becoming one — compliance isn’t optional. It’s the price of admission for what is arguably the most reliable rent check in real estate investing.
But here’s the problem: most landlords don’t know exactly what they need to track, what inspectors are looking for, or what changed in the 2026 rules. They wing it until something goes wrong. Then they’re scrambling through emails looking for an inspection report from 8 months ago.
This is the checklist I wish I’d had when I started accepting Section 8 vouchers. It covers everything: documents, inspections, HAP payments, and the new rules that took effect in January 2026.
The Documents You Need to Keep (All of Them)
Section 8 compliance starts with paperwork. HUD expects landlords to maintain thorough documentation of every aspect of the tenancy. Here’s the complete list:
Before move-in:
- Request for Tenancy Approval (RFTA) form
- HAP contract with your local Public Housing Authority (PHA)
- Signed lease with the mandatory HUD Tenancy Addendum
- Initial HQS inspection report (must pass before tenant moves in)
Ongoing:
- W-9 form (update annually for direct deposit)
- All annual HQS inspection reports
- Maintenance request records and repair documentation
- Communication logs with both the tenant and the PHA
- Bank account information for HAP direct deposits (keep current — outdated info = delayed payments)
Financial:
- Monthly HAP payment records from the PHA
- Tenant portion payment records
- Rent increase request documentation (you can only request once per year)
- Any utility allowance calculations
Missing even one of these documents can create problems during an audit or dispute. The landlords who get in trouble aren’t the ones who did something wrong — they’re the ones who can’t prove they did something right.
The 13-Point HQS Inspection: What They’re Actually Looking For
Every Section 8 unit gets inspected at least once a year through HUD’s Housing Quality Standards (HQS) inspection. There are three types:
- Initial inspection — before the tenant moves in (must pass or no HAP contract)
- Annual inspection — every 12 months, scheduled by the PHA
- Special/quality control inspections — random spot checks
Inspectors evaluate 13 performance areas. Here’s what they check:
- Bathroom: Private, with functioning toilet, sink, and tub/shower with hot and cold water
- Heating: System must be operable and maintain adequate temperature
- Safety: Working smoke detectors on every level AND outside every sleeping room. Carbon monoxide detectors required where applicable
- Plumbing: No leaks, adequate water pressure, proper drainage
- Electrical: No exposed wiring, working outlets in every room, proper grounding
- Structural: No holes in walls/ceilings, sound foundation, secure doors and windows
- Lead paint: Disclosure required for pre-1978 properties, visual assessment for deterioration
- General health/safety: No pest infestations, proper ventilation, functioning kitchen appliances
If you fail: You get 30 days to fix non-emergency items. If you don’t correct them in time, your HAP payment gets suspended on the first of the following month. The payment won’t restart until the unit passes re-inspection.
2026 update: HUD is rolling out NSPIRE standards (National Standards for the Physical Inspection of Real Estate) to replace the traditional HQS framework. This modernizes what inspectors evaluate, with updated safety and maintenance criteria. If your PHA hasn’t switched yet, they will soon.
HAP Payment Tracking: The Money Side
Housing Assistance Payments (HAP) are the portion of rent paid directly by the PHA to you. This is the guaranteed income that makes Section 8 attractive — but you need to track it properly.
How HAP payments work:
- Typically deposited by the first week of each month
- Direct deposit is standard (make sure your banking info is current with the PHA)
- Amount is fixed by your HAP contract, adjusted annually based on HUD’s Fair Market Rent limits
What you need to track each month:
- HAP amount received (verify it matches your contract)
- Tenant portion received (or not — this is where problems usually start)
- Total rent collected vs. contract rent
- Any discrepancies or late payments
2026 reality check: Approximately 50% of PHAs nationwide are experiencing funding shortfalls right now. HUD allocated $200 million in emergency shortfall funding, but some housing authorities — including large ones like HACLA in Los Angeles — have already reduced subsidy levels for new agreements. This means your HAP payments should be solid if you have an existing contract, but new contracts may come in lower than expected.
The FY 2026 Annual Adjustment Factors (effective December 9, 2025) determine how much rents can increase. These are tied to CPI and local market data. You can request a rent adjustment once per year, but you cannot exceed HUD’s Fair Market Rent ceiling for your area.
The 5 Compliance Mistakes That Get Landlords in Trouble
After managing Section 8 properties in Birmingham, I’ve seen (and nearly made) most of these:
1. Not keeping payment records. You need to reconcile HAP payments monthly. If the PHA underpays you by $50 one month and you don’t catch it, that’s $600/year walking out the door. It happens more than you’d think.
2. Failing HQS over small items. Smoke detector battery dead? Failed. Missing outlet cover plate? Failed. These are $5 fixes that can suspend your HAP payment for a month or more. Do a self-inspection before the PHA shows up.
3. Requesting rent increases improperly. You can only request an increase once per year, and you need to follow your PHA’s specific process. Charging above the Fair Market Rent limit or increasing without proper notice is a compliance violation.
4. Not notifying the PHA before eviction. Most PHAs require you to send them copies of all lease violations and eviction notices. Some require PHA permission before you can even file in court. Check your local rules — this varies by state and PHA.
5. Losing inspection reports. Every inspection result — pass or fail — needs to be in your records. If there’s ever a dispute about property condition, the inspection history is your evidence.
The January 2026 Rule Changes You Need to Know
HUD published a final rule on December 8, 2025 (effective January 7, 2026) that updates several aspects of the Housing Choice Voucher program:
- Updated definitions of “responsible entities” — clarifies who is accountable for compliance
- Changes to Fair Market Rent methodology — may affect your area’s rent ceiling
- Annual Plan requirement updates — affects how PHAs operate (impacts you indirectly through PHA processes)
- Tenant-based lease protection timing — clarifies when and how lease protections apply
The NSPIRE inspection standards rollout is the biggest practical change for landlords. The 13-point HQS checklist above still applies, but expect the specific criteria within each category to evolve as your PHA adopts the new framework.
Your Section 8 Compliance Checklist
Here’s the summary you can save and reference:
Documents — Keep all of these current and accessible:
- [ ] HAP contract
- [ ] Lease with HUD Tenancy Addendum
- [ ] RFTA form
- [ ] W-9 (updated annually)
- [ ] All inspection reports
- [ ] Maintenance/repair records
- [ ] Payment records (HAP + tenant portion)
- [ ] Communication logs with PHA
Monthly — Do these every month:
- [ ] Verify HAP payment matches contract amount
- [ ] Record tenant portion payment (or document non-payment)
- [ ] Reconcile total rent received
- [ ] File any maintenance requests and document repairs
Annually:
- [ ] Prepare for HQS annual inspection (self-inspect first)
- [ ] Update W-9 and banking information with PHA
- [ ] Review rent adjustment opportunity (once per year max)
- [ ] Check updated FMR limits for your area
Before problems start:
- [ ] Know your PHA’s eviction notification requirements
- [ ] Keep copies of all notices sent to tenants
- [ ] Document everything in writing (not just phone calls)
Stop Tracking All of This in Your Head
The landlords who struggle with Section 8 compliance aren’t lazy — they’re disorganized. They have inspection reports in email, payment records in a spreadsheet, and lease documents in a filing cabinet somewhere.
DoorVault tracks all of it in one place. Voucher details, HAP payments, inspection schedules, document storage — organized by property, accessible anytime.
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