95% of our rental portfolios are with Section 8 tenants. We prefer it because we achieve higher rents than non-section 8 with less turnover.

Now, I am here to tell you that there is quite a bit of paperwork involved and it can be time consuming at first. But, once you get the hang of it, you can streamline the process to make it more efficient.

I have put together a practical, landlord-friendly, step-by-step playbook that walks you from “is this unit eligible?” to “lease signed, HAP contract in place.”

Overview

• Contact your local Public Housing Authority (PHA). They administer vouchers and run inspections. HUD

• A passing inspection under HUD standards (HQS / NSPIRE-based checklists).

• Rent that the PHA finds “reasonable” for the market. You may submit comparables. HUD Exchange

• A Request for Tenancy Approval (RFTA), an executed lease, and the Housing Assistance Payment (HAP) contract. (PHAs use similar forms; local names vary.)

Step 1 — Confirm the unit qualifies

1. Check local voucher rules: some PHAs have unit size limits, location restrictions, or special program requirements. Contact the PHA and ask for the landlord packet. HUD

2. Check local laws: local ordinances, licensing, or certificate of occupancy rules still apply. If you need a rental license, get that first.

Quick checklist: working locks, safe egress, heating, hot water, plumbing, working electrical, no pest infestations, functioning appliances (if provided), no structural hazards. Use your PHA’s inspection checklist or the HUD checklist to pre-inspect.

Step 2 — Contact the PHA & get the landlord packet

• Call or email your PHA’s landlord/HCV liaison and request: landlord briefing materials, the Request for Tenancy Approval (RFTA) form, and the HAP contract template. Larger PHAs often publish forms online. HUD

• Ask: preferred method for submitting rent comps, how they schedule inspections, and typical turnaround times.

Step 3 — Prepare the unit for inspection

PHAs inspect to HUD standards (historically HQS; many PHAs are adopting NSPIRE updates). Use the PHA/HUD checklist and fix any likely failures before the inspector comes. Common fail items: broken windows, missing smoke detector, peeling paint (child-lead risk areas may need special handling), exposed wiring, plumbing leaks, mold, and trip hazards.

Pre-inspection checklist (do these first):

• Test all smoke & CO detectors and replace batteries.

• Repair holes in walls/ceilings/floors; ensure windows lock.

• Ensure hot water works and heater is safe.

• Check electrical outlets/switches for exposed wiring.

• Fix plumbing leaks and ensure toilets/sinks drain.

• Clean and remove pests, trash, and excessive clutter.

• Replace burned-out light bulbs and secure handrails.

Tip: take dated photos and brief notes of repairs — useful if you need to dispute minor inspection findings.

Step 4 — Receive & complete the RFTA

When a voucher holder wants your unit they’ll submit an RFTA (Request for Tenancy Approval) or give you the packet to forward to the PHA). 

Typical RFTA contents:

• Proposed lease (or lease terms), unit address, owner details.

• Proposed gross rent and utility allocations.

• Owner W-9 and proof of ownership/authority to lease (many PHAs request these).

What to do:

• Fill out owner portion promptly. Provide the exact lease terms you’ll use and attach your standard blank lease (PHAs often require their own HAP lease addendum).

• If the PHA requests owner documents (W-9, management agreement, ID), supply them quickly to avoid delays.

Step 5 — Establishing the rent

The PHA must determine the rent is “reasonable” compared to similar unassisted units in the area and not exceed payment standards. You can (and should) submit comparables to support your requested rent (listings, recent leases, MLS comps, rentometer.com reports). PHAs typically compare location, size, age, amenities, and unit condition. HUD Exchange

Practical tips:

• Assemble 3–5 comps within the neighborhood and similar bedroom count/condition.

• Show included utilities in your rent calculation (or show utilities separately if tenant pays some).

• Be prepared to negotiate if the PHA says rent exceeds their payment standard.

Step 6 — Inspection

• The PHA will schedule an inspection (initial inspection) after RFTA submission. Be present (or have an agent/property manager) to grant access. Many failures come from avoidable items — be there and have tools/parts ready.

If it fails:

• Get the inspection report, make the required fixes within the deadline, and request a re-inspection. Don’t let items linger — the PHA won’t approve a unit that fails.

Step 7 — Sign the lease & HAP contract

Once rent is approved and the unit passes, the PHA will authorize lease execution and prepare a Housing Assistance Payment (HAP) contract between you and the PHA. Typical sequence:

1. Tenant & owner sign lease (often with a PHA addendum).

2. Owner signs HAP contract with the PHA — this sets subsidy amounts and responsibilities.

3. PHA begins payments to the landlord on behalf of the tenant.

Make sure the HAP contract matches the lease (rent amount, tenant share, etc.) and get an executed copy.

Step 8 — Compliance & inspections

• Annual or biennial inspections are typical; PHA will notify you. Keep the unit well-maintained.

• Report ownership or contact changes, follow the lease and HAP contract rules, and respond promptly to PHA requests.

Screening, eviction, and fair housing considerations

• Screen voucher holders the same way you screen any tenant (background, prior landlord references, income/ability to pay tenant portion). PHAs advise uniform policies to avoid discrimination. HUD fair housing rules still apply. HUD

• Eviction: HAP payments cannot be redirected to you if a tenant is evicted for cause — follow local lease/eviction laws and the lease/HAP contract process.

Common problems & how to avoid them

• Slow PHA turnaround — give them full, legible documentation the first time.

• Inspection failures — pre-inspect with the PHA checklist and fix obvious items before inspection.

• Disputes over rent reasonableness — provide strong, local comparables and documentation.

• Paperwork mismatch — ensure lease and HAP contract numbers and dates match exactly.

Final checklist — get this done this week

• Call PHA and request landlord packet.

• Pull PHA inspection checklist + pre-inspect unit.

• Gather W-9, ownership docs, and 3 comps for rent reasonableness.

• Complete RFTA quickly when tenant is identified.

• Attend inspection and fix any fails quickly.

• Sign lease + HAP contract and start receiving HAP payments.

Getting a rental approved for Section 8 may feel like paperwork and inspections galore, but the payoff is worth it. By following these steps—preparing your unit, submitting the RFTA, passing inspections, and signing the HAP contract—you open your property to a reliable, long-term tenant pool and guaranteed rent payments. With careful preparation and a clear process, Section 8 can be a stable, profitable addition to any landlord’s portfolio.