Q: I’ve sent out my annual safety mailings with the January rent bill, and I still have not received a response from several tenants. What do I do now?
JA: We’re glad you asked! As part of the annual safety mailing process, you are required to make an effort to obtain a response from each of your tenants. If you did not get a response to your initial mailing, you must make additional attempts via phone, email or in person. The good news….if you are using the Jaffa deFINEd app, you can actually make these attempts with mass email/text/robo-calls directly from the app. One button, and you’ve fulfilled you’re requirement. If there is still no response, you will need to inspect their apartments for proof of child(ren) living in the unit. If you cannot get into their apartment, you must document and retain proof of your attempt.
Hold onto this proof for ten years to avoid criminal charges and fines. More good news about the Jaffa deFINEd app, all your attempts can be recorded, stored and created into a report right on your phone.
You’ll also need to notify the DOHMH of all non-responsive tenants and attempts to acquire information as part of the annual safety mailing process by March 1 of the same year.
So, if you’re still waiting on some tenant responses, don’t forget to notify the DOMH before the deadline! Again, using the Jaffa deFINEd app makes this requirement significantly easier to complete.
You can learn more about these requirements with our Jaffa Minute, which provides a quick overview of everything you need to know about your Annual Safety Mailing.