The approval letter is not a lease — it's permission to start looking
When you receive your Section 8 approval letter, you have been cleared to search for housing and receive a Housing Choice Voucher — but you do not yet have a place to live or money flowing to a landlord. The letter means your local Public Housing Authority (PHA) has verified your income, household size, and background. What comes next is finding a landlord willing to accept Section 8, negotiating a lease, and passing a property inspection.
The approval letter includes your voucher amount — the maximum monthly subsidy the PHA will pay toward rent. This is not the same as your rent. If your voucher is $1,200 and the landlord charges $1,500, you pay the difference out of pocket. If the rent is $900, you pay less and the PHA pays less. Your actual payment depends on the lease you sign and the property you choose.
You typically have 60 to 120 days from approval to find housing, though this varies by PHA. If you do not locate a unit and sign a lease within that window, your voucher may expire and you will need to reapply. Contact your PHA to confirm your specific important date.
Key Takeaways
- Your approval letter gives you a voucher amount and a important date to find housing, usually 60 to 120 days depending on your PHA.
- You must find a landlord who accepts Section 8, negotiate a lease at or below your voucher amount, and pass a property inspection before rent payments begin.
- Your share of the rent is based on your income (usually 30 percent of gross monthly income), and the PHA pays the landlord the remainder up to your voucher limit.
- The PHA inspects the unit for safety and habitability before approving it, and continues annual inspections as long as you live there.
- If you move, change landlords, or your income changes significantly, you must notify your PHA within a set timeframe or risk losing your voucher.
Finding a landlord and negotiating the lease
Not all landlords accept Section 8. Some refuse because of paperwork burden, past experience with the program, or discrimination (which is illegal but still happens). Your PHA may have a list of landlords who have accepted vouchers before, or you can search online rental sites and contact landlords directly to ask if they participate.
When you find a willing landlord, you negotiate rent the same way any tenant does — but the rent cannot exceed your voucher amount. If a landlord wants $1,400 and your voucher is $1,200, the deal does not work unless you can pay the extra $200 yourself. The lease must be in your name, and the landlord must sign a Housing information Payments (HAP) contract with your PHA, which spells out the terms of the subsidy and the landlord's obligations.
Before you sign anything, confirm with your PHA that the rent amount is acceptable and that the landlord is willing to complete the HAP contract. Some landlords agree to rent to you but then back out when they learn about the paperwork involved. Getting PHA approval in writing first protects you from wasted time and broken agreements.
The property inspection and approval process
Once you have a signed lease and the landlord has agreed to the HAP contract, your PHA schedules an initial inspection of the unit. This is not optional — the PHA must verify that the property meets Housing Quality Standards (HQS) before any rent subsidy is paid. The inspection checks for working plumbing, electrical systems, heating, adequate light and ventilation, safe stairs and railings, and absence of lead paint hazards, mold, pests, and structural damage.
If the unit fails inspection, the landlord receives a list of repairs needed. The landlord has a set timeframe — usually 30 days — to complete the work. You cannot move in or the PHA cannot begin payments until the repairs are done and the unit passes a follow-up inspection. If the landlord refuses to make repairs, the deal falls through and you must find another unit.
Once the unit passes, the PHA issues the HAP contract to the landlord. Rent payments typically begin on the first of the following month. The PHA pays the landlord directly; you pay your share (usually 30 percent of your gross income, though this varies) to the landlord as well.
Your rent payment and the PHA's share
Your monthly rent payment is split between you and the PHA. The PHA calculates your share based on your adjusted gross income — usually 30 percent of what your household earns each month, though some PHAs use different percentages. If your household income is $2,000 per month, your share is typically $600. The PHA pays the landlord the remainder of the rent, up to your voucher limit.
If your voucher is $1,200 and your share is $600, the PHA pays $600. If the rent is $1,100 total, your share is still $600 (or less, depending on your PHA's rules), and the PHA pays $500. You never pay more than your share, and the PHA never pays more than your voucher amount.
Your share can change if your income changes. If you get a raise or lose a job, you must report it to your PHA. Income increases usually trigger a rent increase for you; income decreases may lower your share. Your PHA recertifies your income annually, and sometimes more often if circumstances change significantly.
Annual inspections and ongoing compliance
The PHA does not inspect your unit once and forget it. Annual inspections are required to may support the property continues to meet Housing Quality Standards. The landlord receives notice and must allow the inspector access. If the unit fails, the landlord again has time to repair it. Repeated failures can result in the PHA ending the HAP contract and your tenancy.
You are also responsible for maintaining the unit in good condition. Damage you cause beyond normal wear and tear can be charged to you by the landlord, just as with any rental. The PHA's role is to may support the building itself is safe and habitable, not to police your housekeeping.
If you move out, the HAP contract ends. If you want to stay on Section 8, you must find another unit, go through the inspection process again, and sign a new HAP contract with a new landlord. You do not lose your voucher when you move, but you do have to repeat the search and approval steps.
Reporting changes and keeping your voucher active
Your PHA requires you to report certain changes within a specific timeframe — usually 10 to 30 days, depending on your PHA's rules. Changes that must be reported include: a new household member moving in, someone moving out, a change in income or employment, a change in your phone number or address, or a change in your lease terms (such as rent increase).
Failing to report changes can result in overpayment (the PHA paid more than it should have) or underpayment (you paid more than required). If there is an overpayment, you may owe the PHA money. If there is an underpayment, the PHA may owe you a refund or adjust future payments. Either way, staying in contact with your PHA and reporting changes promptly protects you.
If you do not use your voucher within the time allowed, or if you stop communicating with your PHA for an extended period, your voucher can be terminated. The exact rules vary by PHA, but the general principle is the same: Section 8 is an active program that requires ongoing participation and communication.
What to do if the landlord or unit does not work out
If you move out or the landlord asks you to leave, you can search for a new unit with your voucher still active — as long as you have not lost it due to non-compliance or expiration. The same process applies: find a landlord, negotiate a lease at or below your voucher amount, pass inspection, and sign a new HAP contract.
If a landlord terminates the HAP contract (which they can do with proper notice, usually 30 days), you have a grace period to find new housing. The exact length depends on your PHA, but you are not when ready cut off. Contact your PHA right away to understand your options and timeline.
If you are evicted for lease violations (non-payment of your share, damage, or other breaches), you may lose your voucher. The PHA can terminate your information if you violate the lease or fail to pay your portion of rent. Eviction for cause is grounds for removal from the program.
Frequently Asked Questions
When does the PHA start paying the landlord?
The PHA begins payments on the first day of the lease term, but only after the unit passes inspection and the HAP contract is signed. If inspection happens late in the month, the lease may be backdated to the first of that month, or it may start the following month. Your PHA will clarify the exact start date.
What if my income goes up after I am approved?
Your rent share will increase at your next annual recertification or when you report the income change, whichever comes first. The PHA recalculates your share based on your new income. You will pay more each month, but your voucher amount stays the same, so the PHA pays less. You do not lose your voucher.
Can I choose any unit I want as long as it is under my voucher amount?
The unit must pass Housing Quality Standards inspection, and the landlord must be willing to sign the HAP contract. You can choose any unit that meets these conditions and is within your voucher limit. The PHA does not restrict your choice based on neighborhood or building type, only on safety and rent.
What happens if the landlord does not make repairs after failing inspection?
If the landlord does not complete repairs within the allowed timeframe, the PHA will not approve the unit and will not sign the HAP contract. You cannot move in, and you must find a different property. The landlord loses the rental income from you and the PHA subsidy.
Do I need to tell my PHA if I get a roommate?
Yes. Adding a household member is a reportable change. Your income calculation may shift, and your PHA needs to know who is living in the unit for program compliance. Contact your PHA within the required timeframe — usually 10 to 30 days — to report the change.