HPD Compliance Checklist for Property Management Companies
When you manage one building, you can keep the rules in your head. When you manage twenty, you need a system. This is the compliance checklist we'd hand any new property manager in NYC, focused on the signs and notices that trip up even experienced teams.
The quick answer
In short: Keep every building's required signs current, run the January notices, register every building by September 1, send the FDNY guide on schedule and tie sign updates to events like a new super, a sale or a turnover. Walk each building with a checklist at least twice a year.
The yearly calendar
Window guard and stove knob notices, plus the yearly smoking policy.
HPD registration for every building, due September 1.
FDNY Emergency Preparedness Guide at least every 3 years during Fire Prevention Week. See Part I.
October 1 to May 31. Boiler key notices current, heat complaints handled fast.
Event based checks
- 1New superUpdate the super sign and boiler key notices within 5 days.
- 2Apartment turnoverCheck the door fire notice, smoke and CO alarms, window guards and stove knob covers.
- 3New building in the portfolioRegister, check HPD Online and replace the old owner's signs.
- 4RenovationRe-check sign heights and placement when mailboxes, doors or walls change.
- 5Any violationFix, then certify by the deadline. See how to certify.
Management companies get bulk pricing and Net 30 terms. Set up a business account
The twice a year walk through
Pick two months, like January and July, and walk every building with the complete checklist. Check each sign is there, readable and current. Photograph the lobby wall for your records. It takes 15 minutes per building and catches most problems before an inspector does.
Who should own each task
- Supers.
Walk throughs, turnovers and mounting signs.
- Property managers.
January notices, registration and ordering.
- Compliance staff.
HPD Online checks, certifications and records. See how to use HPD Online.
What this looks like in practice
Say a management company runs 18 buildings across Brooklyn and Queens. They keep one shared calendar with the January, May to September and October tasks, and a checklist the supers fill out after each turnover. When a super leaves, an automatic reminder triggers new signs for that building. Violations for missing signs go down, and nothing waits until an inspector notices.
Official sources: HPD: Property Owner Responsibilities, HPD Bulletin to Property Owners, FDNY 3 RCNY 401-06.
Quick answers
What are the key compliance dates for NYC buildings?
January for window guard and stove knob notices, September 1 for HPD registration, and October for the FDNY guide every 3 years.
How often should managers check building signs?
At least twice a year, and after any super change, sale, turnover or renovation.
How do I track signs across many buildings?
See our portfolio guide for a simple tracker.
Not sure what your building needs?
Send us your address and number of apartments. We will tell you exactly which signs to order.
General information based on the NYC HPD Required Signage page as of November 2026. Not legal advice. HPD Signs NYC is not affiliated with the City of New York or HPD. Prices may change. Check nyc.gov/hpd for the latest rules.