Landlord Responsibility Statements

New York Landlord Responsibility Statement

Effective Date: November 1, 2025

Purpose

This Landlord Responsibility Statement sets the obligations and standards that all landlords and property managers must follow when using the Tentunit platform to list and manage residential rentals in New York State (including New York City). By using Tentunit, you agree to comply with federal law, New York State law, and any local overlays (e.g., NYC) and to uphold the responsibilities below to create a safe, lawful, and transparent housing environment for student renters.

Listing Accuracy and Transparency

All advertisements on Tentunit must be complete, current, and truthful. You must disclose the exact monthly rent, lease duration, earliest move-in date, and every required or optional fee up front (e.g., security deposit, pet deposit, application/screening fee, parking, amenity or key fees). Photos must accurately depict the actual unit in its current condition model-unit or heavily staged/edited images that would mislead a reasonable renter are prohibited. These are basic consumer-protection and truth-in-advertising standards under federal and state law; Tentunit will remove listings that omit material facts or use misleading imagery. (See NY AG’s tenant fee and disclosure guidance for limits and expectations under RPL §238-a.) 

Complete pricing and terms. State the rent, lease length, deposits, application fee (see cap below), whether utilities are included or tenant-paid, any required renters’ insurance, and any one-time or recurring charges. Accurate photos. Use current, unaltered photos of the real unit. Availability confirmation. Only list units that are actually available for the dates shown; update immediately if availability changes. (NY AG guidance on fees/disclosures applies.) 

No Misleading or Deceptive Practices

Bait-and-switch and any other deceptive tactics are strictly forbidden. If you advertise a price or amenity, it must apply to an actually available unit and the amenity must truly be provided. “Starting at” language is allowed only if a unit is genuinely available at that price and any conditions are conspicuously disclosed. You must promptly update or remove listings when price, terms, or availability change; stale or inaccurate ads violate platform rules and consumer-protection principles. (NY AG enforcement materials address deceptive fee and pricing practices in rentals.)
Full Disclosure of Policies and Fees
Disclose screening criteria (credit, income multiples, guarantor standards), pet and smoking rules, any occupancy limits or house rules, and all deposits/fees in the listing and again in the lease. New York law imposes two critical limits:

  • Application/Screening Fee Cap: The total application/screening fee is capped at $20 (or your actual out-of-pocket screening cost, up to $20), and you must provide a receipt; if the applicant presents a credit/background report from the last 30 days, you may not charge again. (RPL §238-a.)
  • Late Fee Cap + Grace Period: Rent is “late” only after a 5-day grace period; any late fee is capped at the lesser of $50 or 5% of the monthly rent. (RPL §238-a.) These caps cannot be waived by lease.

Transparent disclosure at listing stage prevents disputes and aligns with New York’s fee rules and consumer-protection expectations.

Timely Communication

Tentunit requires prompt, professional communication with prospects and tenants. Target response within 24 hours (and in all cases no later than 48 hours) to inquiries, applications, and maintenance requests via Tentunit messaging or your designated contact. All communications must comply with state and local fair-housing rules (no discriminatory, harassing, or retaliatory statements). You must keep listing facts current—if rent, availability, or amenities change, update the listing immediately. Tentunit may warn, suspend, or remove non-responsive or non-compliant landlords to protect users and maintain marketplace integrity.

Fair Housing and Equal Access

You must comply with the federal Fair Housing Act and New York State Human Rights Law (and, for NYC properties, the NYC Human Rights Law).

  • Protected characteristics (NYS): It is illegal to discriminate based on race, color, national origin, religion/creed, sex, sexual orientation, gender identity or expression, familial status, disability, age, marital status, military status, and lawful source of income (vouchers and subsidies included). Source-of-income discrimination is unlawful statewide.
  • NYC Fair Chance for Housing (effective Jan 1, 2025): If your unit is in NYC, the use of criminal history is tightly restricted. Criminal-history information can be considered only in limited circumstances, after general eligibility is confirmed and a conditional offer is made, and only with specific notices and processes. Build your screening steps to comply.
  • Advertising & screening: You may not publish ads indicating any preference/limitation based on protected traits, and you may not design screening criteria that exclude protected classes (including voucher holders).

Listings or conduct that violate these requirements will be removed; Tentunit may cooperate with enforcement authorities as required.

Rent Collection and Payment Structure

Tentunit collects rent on your behalf, deducts authorized platform and payment-processing fees, and disburses the net balance per our Payment Terms. New York-specific rules apply to timing and fees:

  • Five-day grace & late-fee cap: A payment is “late” only after 5 days past due; the late fee is capped at $50 or 5% of monthly rent (whichever is less). Leases cannot override this cap. (RPL §238-a.)
  • Receipts: You must provide written rent receipts for cash/money orders and upon request for other payments, per RPL §235-e.
  • Disputes/holds: Tentunit may pause or hold payouts if there’s suspected fraud, a chargeback, or a legal dispute, consistent with our Payment Terms and applicable law.

(Always review Tentunit’s Payment Terms for operational details; New York’s statutory caps and notice obligations still govern.) 

Property Condition and Maintenance

New York’s Warranty of Habitability (RPL §235-b) requires you to keep apartments fit for human habitation and free from conditions dangerous to life, health, or safety. Tenants cannot waive this protection. Heat, hot water, electricity, plumbing, and structural components must be safe and operable; common areas must be kept clean and safe. 

NYC overlays (if the property is in NYC):

  • Heat & Hot Water: From Oct 1 to May 31 (“heat season”), indoor temps must be ≥68°F from 6 am–10 pm when the outside temp is <55°F, and ≥62°F overnight (10 pm–6 am) regardless of outside temp; hot water ≥120°F year-round.
  • Indoor Allergens (Local Law 55): Owners must annually inspect and safely remediate pests and mold using Integrated Pest Management and safe work practices.
  • Lead-Based Paint (Local Law 31 of 2020): For covered buildings, **XRF testing of all apartments and common areas must be completed within 5 years of the law’s effective date—**i.e., by Aug 9, 2025—or within one year if a child under 6 comes to reside (whichever is sooner). Maintain records.
  • Window Guards: If a child 10 or younger resides in the apartment—or upon request—you must install and maintain approved window guards; annual notices and follow-up are required.

Maintenance and Repairs

You must make timely repairs to preserve habitability and code compliance. That includes restoring heat/hot water promptly, correcting electrical or plumbing defects, addressing leaks and structural hazards, and remediating mold/pest conditions consistent with Local Law 55 (NYC). Keep maintenance logs, work orders, and completion proofs; for NYC, maintain allergen and lead-law documentation as required. (Warranty of Habitability; NYC HPD rules for heat/hot water and allergens.) 

Lease Terms: Utilities and Services

State clearly in the lease which utilities/services are included (or not): electricity, gas, water/sewer, trash, internet, cable, amenity fees, etc. If you bill tenants directly or via ratio utility billing, disclose the method and any administrative charges. NYC heat/hot-water standards apply regardless of allocation. 

Inspections and Cleaning Schedules

Reasonable move-in/move-out and periodic inspections (with reasonable notice and at reasonable times) are allowed to verify condition and perform maintenance. For NYC buildings, you must also conduct annual indoor-allergen inspections and remediate conditions under Local Law 55. If you provide common-area cleaning (lobbies, corridors, laundry rooms), disclose frequency, scope, and any fees in the lease or house rules to avoid disputes. 

Emergency Contact Information

Provide tenants with 24/7 emergency contact information (superintendent/agent or service line) in the lease package and welcome materials. In NYC multiple dwellings, customary postings list the managing agent/super contact; confirm your property’s posting/notice requirements and keep information current.

Lease Terms and Legal Compliance

Written lease & digital delivery. Provide a full digital lease package through Tentunit (e-sign accepted). Include all required riders and disclosures, such as:

  • Warranty of Habitability acknowledgment (cannot be waived).
  • Lead-based paint rules and any NYC Local Law 31 obligations and records where applicable.
  • NYC Bedbug Disclosure: Provide the past 1-year bedbug history to new tenants (and for 3+ unit buildings, complete the annual HPD bedbug filing).
  • NYC Smoking Policy (Local Law 147): Adopt, disclose in leases, and post a building smoking policy in Class A multiple dwellings.
  • Flood-Risk Disclosure (statewide): For all residential leases, disclose prior flood damage and whether the premises lies in a FEMA 100-year floodplain or 500-year floodplain, per RPL §231-b (effective 2023).
  • Rent-Stabilized Units (NYC): Attach the DHCR lease rider and comply with Rent Stabilization Code where applicable. (See DHCR.)

Notice & termination (statewide). For non-renewal or rent increases of >5%, serve 30/60/90-day written notice depending on length of occupancy (RPL §226-c). For nonpayment, you must first serve a 14-day rent demand before commencing a nonpayment case (RPAPL §711(2) as amended). These timelines are mandatory. 

Entry. New York has no single statewide notice-of-entry statute; Tentunit requires reasonable advance notice (minimum 24 hours) for non-emergency entry (repairs, inspections, showings), at reasonable times, plus any local requirements.

Subletting & roommates. For buildings with 4+ units, tenants have statutory sublet rights—your consent cannot be unreasonably withheld (RPL §226-b). Under the Roommate Law (RPL §235-f), at least one additional occupant (and that occupant’s dependent children) is allowed, subject to lawful occupancy limits; tenants must provide the required notice of occupant names. (See NY AG guide.)

Application & late-fee limits. Re-state the $20 application-fee cap and late-fee cap ($50 or 5% after 5 days) in your lease and house rules; conflicting provisions are unenforceable (RPL §238-a). 

Move-In and Move-Out Standards

Delivery of possession. Provide a clean, safe, undamaged unit with all systems/appliances working. Complete a move-in condition report (with photos/video) signed by both parties and store it in Tentunit.

Move-out & itemization. At the end of tenancy, perform a walkthrough using the move-in checklist and take date-stamped photos. If you intend to make any security-deposit deductions, you must provide an itemized statement with supporting documentation and return the deposit within 14 days of the tenant vacating and returning possession; failure to provide the statement forfeits your right to keep any portion of the deposit. (HSTPA amendments to GOL §7-108.) 

Security Deposit Disclosure and Handling (New York)

Deposit cap: Security deposits are limited to one month’s rent statewide. (HSTPA / GOL §7-108.)

Trust & commingling: Deposits are trust funds and may not be commingled with your own funds (GOL §7-103). You must provide the bank name/address if you hold the deposit. 

Interest (6+ unit buildings): In buildings with six or more dwelling units, deposits must be held in a New York interest-bearing account; the tenant is entitled to the annual interest less a 1% administrative fee to the owner/agent. Provide written notice of the bank and account location. (GOL §7-103 as applied in NYC guidance.)

Tentunit handling: If Tentunit holds deposits for your listing, we will place funds in compliant New York depository accounts, track/credit any required tenant interest for 6+ unit buildings (net of the 1% admin fee), and release funds only in accordance with New York law and this Statement. (NYC guidance recognizes the interest and 1% admin framework.) 

Return timeline & deductions: Within 14 days after vacancy and return of possession, you must provide an itemized deduction statement and return the balance; otherwise, you forfeit any claim to the deposit. Lawful deductions are limited to: (i) unpaid rent/fees lawfully due, (ii) unpaid utilities the tenant was obligated to pay under the lease, and (iii) damage beyond ordinary wear and tear (with receipts/photos). Ordinary wear—e.g., minor scuffs, nail holes, faded paint—is not chargeable. (GOL §7-108.) 

Documentation & records: Retain checklists, notices, invoices, and timestamped photos/video to substantiate any deduction and to show compliance with the 14-day rule.

Indemnification and Violations

Landlord shall indemnify, defend, and hold harmless Tentunit, its affiliates, and their officers, directors, employees, agents, and contractors from all claims, losses, liabilities, damages, costs, or expenses (including reasonable attorneys’ fees) arising from or relating to Landlord’s actions or omissions, including: (a) breach of this Statement or any Tentunit policy/agreement; (b) violation of any law or third-party right; (c) negligence, fraud, misrepresentation, or other misconduct; (d) injury or damage associated with the listing/property/services; and (e) disputes with tenants or other platform users. Tentunit may, at its option and expense, assume exclusive defense and control of any matter subject to indemnification; Landlord will cooperate fully.

If Landlord violates this Statement or any Tentunit policy (including fraud, misrepresentation, discrimination, or other prohibited conduct), Tentunit may suspend or terminate Landlord’s account and remove/disable listings without prior notice. Severe or repeated violations may result in permanent blacklisting. Tentunit may seek injunctive or other equitable relief, enforce reasonable penalties where permitted, and recover enforcement costs/fees. These remedies are cumulative.

NYC-Specific Quick Reference (when your property is in NYC)

  • Heat season & hot water: Oct 1–May 31; ≥68°F day (if outside <55°F), ≥62°F night; hot water ≥120°F year-round. New York City Government
  • Indoor Allergens (LL55): Annual inspection + safe remediation for pests/mold (IPM). New York City Government
  • Lead (LL31 2020): XRF test all units/common areas by Aug 9, 2025 (or within 1 year of a child <6 coming to reside), keep records. New York City Government
  • Window Guards: Required where a child ≤10 lives or upon request; annual notices. New York City Government
  • Bedbug Disclosure: Provide 1-year history to new tenants; for 3+ unit buildings, complete annual HPD filing. New York City Government+1
  • Smoking Policy (LL147): Adopt, disclose, and post a building smoking policy (Class A). New York City Government
  • Fair Chance for Housing (2025): Follow criminal-history screening restrictions/process. HPD Signs NYC

Note: This Statement is a platform policy document and general legal summary for New York. It is not legal advice. Local ordinances (e.g., rent stabilization/rent control, “good cause” eviction or just-cause rules, source-of-income protections, local security-deposit/interest requirements, detector/safety mandates) may impose additional obligations you are responsible for complying with any local overlays applicable to your property.