Request for Tenancy Approval (RFTA) Checklist: Documents Landlords Must Submit to the PHA
January 24, 2026 • Admin Team
Request for Tenancy Approval (RFTA) Checklist: Documents Landlords Must Submit to the PHA
The Request for Tenancy Approval (RFTA) is your formal application to lease your unit to a Section 8 voucher holder. Missing even one required document can delay approval by 2-4 weeks. Here's exactly what you need.
💡 What Is the RFTA?
The RFTA (also called RTA or "Request for Lease Approval") is the packet you submit to the Public Housing Authority after you and the tenant sign a lease. The PHA reviews it to ensure the rent is reasonable, the lease complies with HUD rules, and the unit will pass inspection.
Complete RFTA Document Checklist (2026)
✅ Required Documents (All PHAs)
| Document | Why It's Needed |
|---|---|
| 1. Completed RFTA Form | Official PHA form with property address, rent amount, move-in date |
| 2. Signed Lease Agreement | Must be at least 12 months, signed by landlord AND tenant |
| 3. W-9 Tax Form | IRS form showing your tax ID for HAP payments (1099-MISC reporting) |
| 4. Proof of Ownership | Deed, title, or property tax statement showing you own the property |
| 5. Lead-Based Paint Disclosure | Required if property built before 1978 (federal law) |
| 6. Direct Deposit Authorization | Voided check or bank form for ACH payments |
📋 Frequently Required (Check Your Local PHA)
- Rent Comparable Documentation: Screenshots of 3-5 similar rental listings proving your rent is reasonable
- Utility Allowance Schedule: PHA's official utility chart (usually provided by the housing specialist)
- Management Agreement: If you use a property manager, proof they're authorized to sign on your behalf
- Property Insurance Declaration Page: Showing current landlord liability coverage
- Business License: Some cities require rental property licenses
- Certificate of Occupancy: If recently renovated or new construction
- Pet Addendum: If tenant has pets, separate pet policy/deposit documentation
⚠️ Pre-1978 Properties - Additional Lead Paint Requirements
If your property was built before 1978, you MUST provide:
- EPA Lead-Based Paint Disclosure (signed by tenant): Acknowledging lead hazards
- Lead Paint Pamphlet Receipt: Proof tenant received EPA's "Protect Your Family from Lead" booklet
- Lead Inspection Report (if applicable): If your area requires testing
Step-by-Step: Completing the RFTA Form
Section 1: Property Information
- Full Property Address: Include unit number if multi-family
- Type of Unit: Single-family, duplex, apartment, townhome
- Number of Bedrooms/Bathrooms: Must match the voucher holder's bedroom size
- Year Built: Determines lead paint disclosure requirements
- Utilities Included: Check all utilities YOU pay (water, trash, gas, electric, etc.)
Section 2: Rent Information
- Monthly Contract Rent: The amount YOU will receive (not including tenant's portion)
- Security Deposit: Cannot exceed 1-2 months' rent (varies by state)
- Lease Start Date: First day of the lease term
- Lease End Date: Must be at least 12 months from start date
Section 3: Owner/Landlord Information
- Legal Name: As it appears on the deed/title
- Mailing Address: Where PHA should send HAP checks (if not ACH)
- Phone & Email: For inspection scheduling and communication
- Tax ID or SSN: For 1099 reporting
Section 4: Signatures
- Owner Signature & Date: You or authorized property manager
- Tenant Signature & Date: Must be signed AFTER they've toured the unit
Common RFTA Mistakes That Delay Approval
❌ Mistake #1: Lease Term Less Than 12 Months
HUD requires an initial lease term of at least 12 months. A 6-month or month-to-month lease will be rejected. (After the first year, you can go month-to-month.)
❌ Mistake #2: Missing Tenant Signature
Both landlord AND tenant must sign the RFTA and lease. A missing signature sends you back to square one.
❌ Mistake #3: Incorrect Rent Amount
The rent on the RFTA must match the lease exactly. If the lease says $1,200 but the RFTA says $1,250, it's rejected.
❌ Mistake #4: Forgetting the W-9
PHAs cannot process your HAP contract without a W-9. This is an IRS requirement, not optional.
❌ Mistake #5: Prohibited Lease Clauses
Your lease cannot include certain provisions like mandatory arbitration, waiver of tenant rights, or automatic renewal clauses. Use a HUD-approved lease template or have the PHA review yours first.
RFTA Submission Timeline
Week 1: Tenant applies, you approve. Sign lease and RFTA together.
Week 1-2: Submit complete RFTA packet to PHA (drop-off, mail, or email).
Week 2-3: PHA reviews documents and schedules HQS inspection.
Week 3-4: Inspection occurs. If it passes, HAP contract is executed.
Week 4-5: Tenant moves in. First HAP payment arrives 30 days later.
Total timeline: 4-6 weeks from RFTA submission to first rent payment.
What Happens After You Submit?
- PHA Document Review (3-5 business days): Housing specialist checks for completeness
- Rent Reasonableness Determination (2-3 days): PHA verifies your rent matches market comparables
- Inspection Scheduling (1-2 weeks): HQS inspector contacts you to set appointment
- HQS Inspection (1-2 hours onsite): Inspector checks for health and safety compliance
- HAP Contract Execution (3-5 days if passed): PHA sends you the final contract to sign
- Move-In & First Payment (30 days): Tenant moves in, first HAP check arrives the following month
How to Speed Up RFTA Processing
- Submit everything at once: Don't submit the RFTA on Monday and the W-9 on Friday. Send one complete packet.
- Use the PHA's preferred method: Some PHAs prefer email, others want hand-delivery. Ask first.
- Include a cover sheet: List all enclosed documents so the specialist can quickly verify completeness
- Follow up in 3-5 days: Call to confirm receipt and ask if anything is missing
- Pre-inspect your unit: Use our HQS checklist to fix issues before the official inspection
Sample RFTA Cover Letter
Request for Tenancy Approval - [Property Address]
Voucher Holder: [Tenant Name]
Voucher Number: [###-####]
Submitted by: [Landlord Name]
Date: January 24, 2026
Enclosed Documents:
- Completed RFTA Form (signed by landlord and tenant)
- Signed 12-Month Lease Agreement
- W-9 Tax Form
- Proof of Ownership (Property Deed)
- Lead-Based Paint Disclosure (property built 1975)
- Direct Deposit Authorization with voided check
- Rent Reasonableness Comparables (5 listings attached)
Please contact me at [phone] or [email] to schedule the HQS inspection at your earliest convenience. I am available Monday-Friday 9am-5pm.
Thank you,
[Your Name]
Special Situations
If You're a New Landlord (First Time Accepting Section 8)
The PHA may require additional documents:
- Copy of driver's license or photo ID
- Background check consent form
- Proof of property insurance ($100,000+ liability coverage typical)
- Landlord training certificate (some PHAs require new landlords to attend orientation)
If You Use a Property Manager
Include:
- Signed management agreement showing authority to act on your behalf
- Property manager's business license (if required in your city)
- W-9 for BOTH owner and management company
If the Property Is in an LLC or Trust
Provide:
- Articles of Organization (LLC) or Trust Agreement
- EIN (Employer Identification Number) instead of SSN on W-9
- Proof that signer is authorized member/trustee
Free Tools for Section 8 Landlords
- HQS Inspection Checklist - Pass inspection the first time
- Rent Reasonableness Tool - Check if your rent will be approved
- Payment Standards by ZIP Code
- Calculate Tenant Portion
The Bottom Line
A complete RFTA submission should include:
- RFTA form (fully filled out and signed by both parties)
- 12-month lease agreement (HUD-compliant)
- W-9 tax form
- Proof of ownership
- Lead paint disclosure (if pre-1978)
- Direct deposit authorization
- Rent reasonableness comparables (proactive, helps speed approval)
Submit everything together, follow up in 3-5 days, and you'll get approved in 2-4 weeks instead of 6-8 weeks.