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Your business is exposed to risk from tenant mailings. Here’s why.

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Posted By Jeannie Cambria

The end of the year is an incredibly busy time for property owners and managers. Making sure you understand the process behind Annual Safety Notice Mailings and drafting a plan to tackle mailings & follow-up for 2017 is a critical year-end task.

What does the law require?

As with most NYC compliance requirements, Annual Safety Notice Mailings is a multi-step process: everything listed here is required by law.

All tenants of residential buildings must receive the following annually:

  • Fire Safety Guides
  • Window Guard Notices
  • Lead Paint Notices

You are responsible for:

  • Ensuring all tenants are sent the required forms and information
  • Tracking and storing all tenant responses and follow-up efforts for tenants who do not respond
  • Any work to be completed as responses are received: inspections for lead paint and any required window guard installations
  • Notifying the Department of Health and Mental Hygiene (DOHMH) in any case where you are unable to determine if a child lives in a unit
  • Maintaining records of sent mailings, follow-up efforts and tenant responses for 10 years to avoid penalties and criminal liability

What are the penalties for non-compliance?

Important: there are incalculable financial and criminal risks in the case of an accident at one of your buildings – from increased insurance rates to jail time.

In additional to criminal charges and civil penalties, the DOHMH and FDNY levy fines ranging from $500 to $5000 per violation if you do not comply.

In additional to criminal charges and civil penalties, the DOHMH and FDNY levy fines ranging from $500 to $5000 per violation if you do not comply.

Long story short: you do not want to be in a situation where cutting corners on sending annual safety notice mailings leads to an accident, increased liability or a lawsuit.

How do I get organized?

  • Make sure your tenant rent rolls are updated with unit number, tenant name, phone number, and email
  • Meet with your team to determine who will be handling follow-up work like lead-paint inspections and window guard installations
  • If you’re a SiteCompli customer, get in touch with your representative to get your mailings set up for 2017, noting any changes to your buildings since last cycle

The key to avoiding the aforementioned risks the getting organized early, and having a compliance partner who can guide you through every step of the process. Our team is always available to discuss this annual requirement, so don’t hesitate to reach out to cement your mailings and follow-up plan.

Jeannie Cambria

Jeannie is a Director of Marketing at SiteCompli. She has been with SiteCompli since 2014. She loves all things NYC compliance, Bruce Springsteen, running, and is the office Fantasy sports commissioner.

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