Request for Tenancy Approval (RFTA) Checklist: Documents Landlords Must Submit to the PHA

January 24, 2026 • Admin Team

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?

  1. PHA Document Review (3-5 business days): Housing specialist checks for completeness
  2. Rent Reasonableness Determination (2-3 days): PHA verifies your rent matches market comparables
  3. Inspection Scheduling (1-2 weeks): HQS inspector contacts you to set appointment
  4. HQS Inspection (1-2 hours onsite): Inspector checks for health and safety compliance
  5. HAP Contract Execution (3-5 days if passed): PHA sends you the final contract to sign
  6. 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:

  1. Completed RFTA Form (signed by landlord and tenant)
  2. Signed 12-Month Lease Agreement
  3. W-9 Tax Form
  4. Proof of Ownership (Property Deed)
  5. Lead-Based Paint Disclosure (property built 1975)
  6. Direct Deposit Authorization with voided check
  7. 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

The Bottom Line

A complete RFTA submission should include:

  1. RFTA form (fully filled out and signed by both parties)
  2. 12-month lease agreement (HUD-compliant)
  3. W-9 tax form
  4. Proof of ownership
  5. Lead paint disclosure (if pre-1978)
  6. Direct deposit authorization
  7. 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.