How to prepare for the Management Review

We are aware that you as an Owner, Agent or site staff member work hard to prepare for the Management Review. We offer the following helpful practices and procedures to help prepare:

1. Review the Management Review notification letter

   Please carefully review the 60-day advance notification letter you receive regarding the annual Management Review, as this letter and some of the requirements have changed from previous years' requirements. The documentation is requested in order to complete the desk review portion of your Management Review, and to reduce the amount of time and disruption to daily operations the day of the actual site visit.

2. Prepare the administrative aspects of your property

   • Preparing the administrative aspects of your property consists of implementing standardized organization and documentation practices at your site. Property policies and procedures should be readily available and made available to the public. Resident and maintenance files should be in locked filing cabinets with all privacy-protected information secure.
   • We suggest that the previous year's Management Review Report be reviewed to ensure that all Findings/Required Corrective Actions have been adequately addressed. Observations/Recommended Actions from the previous year's Management Review Report should be reviewed and assessed as well.
   • Finally, we encourage you to conduct a mini-audit of your property using a copy of the HUD-9834 Management Review Report from SHCC's or HUD's website prior to the on-site visit to prepare for the questions our staff member will be asking.  This should also include an audit of your tenant files using Addendum A of HUD-9834 to ensure that all required documents are in each tenant file.  

3. Prepare the physical aspects of your property

   Preparing the physical aspects of your property for the day of the site visit should include the following:

   • Ensure the property grounds, common areas, maintenance areas and management office are all clean and tidy.
   • Review the property's last physical inspection report (REAC Report) and ensure that any deficiencies noted have been corrected.
   • If any deferred maintenance tasks are present, site staff should be aware and prepared to answer questions regarding the status and expected dates of completion of the repairs.

4. Staff for the on-site visit

   On the day of the Management Review on-site visit please have staff available and prepared to accompany our reviewer with the tenant unit reviews, and to answer tenant file audit questions. Contrary to popular belief, usually the more information provided, the better the result!

5. The role of training

   A staff member that receives continuing education on HUD regulations is often better prepared for the Management Review. This holds true for both new and seasoned site staff members. We recommend attending at least one training course and/or seminar per year.

6. Addressing questions throughout the year

   We encourage you to contact us during the year to address specific concerns you have regarding the Management Review process, changes in HUD regulations, or any other questions that may arise. We also encourage you to spot-check your resident files throughout the year, during the residents' Annual Recertification process, to ensure that the required documentation is present and accurate.