Purpose:
This policy outlines the procedures and legal requirements for property management personnel to enter tenant apartments. It is designed to ensure tenant privacy and security while complying with Massachusetts state law.
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1. Legal Basis for Entry
1.1 Permitted Reasons for Entry
- Property management may enter a tenant’s apartment for the following reasons:
- To make necessary or agreed-upon repairs or improvements.
- To inspect the unit for compliance with lease terms.
- To show the unit to prospective tenants, buyers, contractors, or insurance agents.
- Pursuant to a court order
- To verify if a resident has abandoned the premises
- In case of an emergency, such as a fire, flood, or other immediate threats to health or safety.
1.2 Prohibition of Unauthorized Entry
- Property management is prohibited from entering a tenant’s apartment without prior notice, except in emergencies as defined above.
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2. Notice Requirements
2.1 Standard Notice Period
- Except in emergencies, property management must provide tenants with at least 24 hours’ written notice before entering the apartment.
2.2 Content of Notice
- The notice must include:
- The date and time of entry.
- The reason for entry.
- The name of the person(s) who will enter the unit.
2.3 Scheduling
- Entry should be scheduled during reasonable hours (e.g., 9:00 AM to 6:00 PM) unless the tenant agrees to alternative timing.
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3. Emergency Entry
3.1 Definition of Emergency
- Emergencies include situations where immediate access is necessary to protect life, property, or public safety, such as fire, flooding, gas leaks, or medical emergencies.
3.2 Notification Following Emergency Entry
- If emergency entry is required, property management must notify the tenant as soon as practicable, explaining the reason for entry and any actions taken.
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4. Tenant Responsibilities
4.1 Providing Access
- Tenants must allow property management reasonable access to the apartment for the purposes outlined in Section 1.1.
4.2 Requesting Repairs or Maintenance
- Tenants are encouraged to report maintenance issues promptly to facilitate timely repairs and inspections.
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5. Property Management Responsibilities
5.1 Respecting Tenant Privacy
- Property management will take all reasonable steps to minimize disruption and respect the tenant’s privacy during entry.
5.2 Securing the Unit
- After completing the purpose of entry, property management must ensure that the unit is secured, including locking doors and windows as needed.
5.3 Documentation
- Property management will document each instance of entry, including the date, time, purpose, and any tenant communications.
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6. Communication and Complaints
6.1 Tenant Concerns
- Tenants may contact the property management office to express concerns or file complaints about unauthorized or improper entry.
6.2 Investigation of Complaints
- Property management will investigate all complaints promptly and take corrective action if necessary.
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7. Legal Compliance
This policy complies with Massachusetts state law, including Chapter 186, Section 15B, which governs landlord-tenant relationships and entry into rental units.
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8. Contact Information
For questions or concerns regarding this policy, tenants may contact the property management office at:
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9. Policy Updates
This policy will be reviewed annually and updated as necessary to ensure compliance with state and federal laws and to address tenant and operational needs.
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Effective Date: 23rd day of October 2023