Use of Electronic Communications
HUD Guidance for Multifamily Assisted Housing Industry Partners
The U.S. Department of Housing and Urban Development (HUD) on November 6, 2020 issued a long-awaited and promised Notice to accept and clarify electronic signature, transmission, and storage of documents. HUD Notice H 2020-10 applies to numerous industry partners, including but not limited to owners of HUD multifamily assisted housing properties; management agents and service providers; and HUD and contract administrator staff.
With the Notice, HUD permits, but does not require, industry partners to use electronic signatures. The Notice also permits industry partners to electronically transmit and electronically store files. Industry partners choosing to use electronic signatures, electronic transmission, and/or storage of electronic documents must do so in compliance with federal, state, and local laws.
Owners and management agents (O/A) adopting the terms of this Notice must provide applicants and tenants the option to utilize wet (i.e. original) signatures and paper documents upon request. When feasible, industry partners, applicants, and tenants should have the option of providing signatures and documents in wet or paper form.
This Notice does not change the nature or use of required documents as all such guidance remains the same. For example, an O/A may accept a tenant’s notarized statement or signed affidavit regarding the veracity of information submitted, if the information cannot be verified by another acceptable verification method. However, the document may be submitted in paper form or signed and/or transmitted to the O/A electronically.
The Notice gives clear and applicable information regarding electronic signatures and the requirements thereof, electronic transmission, a refresher on Personally Identifiable Information (PII), electronic storage, regulatory restrictions, and more!
HUD Notice H 2020-10: Electronic Signature, Transmission and Storage – Guidance for Multifamily Assistance Housing Industry Partners may be found at: https://www.hud.gov/program_offices/administration/hudclips/notices/hsg
We encourage you to review this Notice when implementing electronic communications at your property! If you would like more information, please feel free to contact the Arizona Department of Housing.
Arizona Department of Housing
1110 W. Washington Street, Suite 280
Phoenix, Arizona 85007
Phone: 602-771-1000 | Fax: 602-771-1002
Housing Matters | Spring 2021