Separate deposits, application screening charges, broker fees, late fees, rent receipts, and return records. Use the linked agency guidance and any property-specific notice to confirm the current requirement.
Who this requirement applies to
State and city rules govern different charges and records. Rent-regulated apartments may have additional or updated HCR requirements, and the FARE Act changes who may charge certain broker fees.
What the owner needs to manage
Use the current agency instructions to turn the rule into assigned, verifiable work.
- Identify the legal basis and limit for every amount collected from an applicant or tenant.
- Issue required rent receipts and maintain a clear ledger showing what each payment covered.
- Document move-in condition, deposit handling, move-out inspection, itemization, and timely return under the rules that apply.
When to act
Receipt, deposit-return, inspection, and fee-disclosure timing depends on the transaction. HCR updated regulated-housing security-deposit guidance effective November 15, 2025, so use the current fact sheet.
Records to keep with the property
A completion record should show what applied, who acted, what they found, and how the owner confirmed the result.
- Charge type, amount, legal basis, and disclosure
- Payment ledger and rent receipts
- Move-in and move-out condition evidence
- Deposit itemization, invoices, correspondence, and return confirmation
A common tracking mistake
Labeling a payment “administrative fee” does not make it lawful. Track the purpose, authority, payer, recipient, and receipt for every charge.
EstatesCheck can organize the task, messages, vendor work, documents, and follow-up by property. It does not decide whether the legal requirement applies or replace an agency filing system, licensed professional, or attorney.
This article provides general information and is not legal advice.
