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Letter to DOH FAQ

Matt F.
  • Updated

Compliance Requirement

If by March 1st you are unable to gain access to or inspect an unresponsive tenant's apartment to determine if there are children of applicable age residing in the unit, you must notify the Department of Health and Mental Hygiene in a letter describing the situation, indicating all attempts that have been made to gain access or inspect.

The DOH only requires this if you did not receive a 100% response rate in your building.

Where can I find the Letter to DOH?

If your building does not have a 100% response rate, you can automatically create a letter to the DOH in SiteCompli by logging all inspection attempts made in your account.

To generate the Letter to the DOH, navigate to Services and click on Safety Notice Mailings.

Find the property in the list of orders and click View Responses.

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From there, click on Docs at the top of the page and select Letter to DOH. 

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Why isn't the Letter To DOH available?

Late Mailings (ordered after January 1st) will not allow users to generate a Letter to DOH. Per NYC guidelines, any mailings sent out after the first two weeks in January are considered out of compliance.

The Letter to the DOH will not be an option in Docs if the building has a 100% response rate or no inspection attempts have been logged for that property in SiteCompli/InCheck.

Each tenant mailing property needs to have at least one inspection attempt listed on an unresponsive unit. 

There are several ways to log inspection attempts:

In SiteCompli:

  • By using the Smart Inspection Log while you distribute Manual Forms
  • By using SiteCompli’s automated phone and e-mail reminders
  • By manually adding an inspection to the unit on the building’s Responses page

With InCheck (in addition to all the above options):

  • By logging an Inspection for the individual unit with the InCheck Mobile App
  • By marking manual form attempts as “hand delivered” in the InCheck Mobile App

For Manual Forms in SiteCompli, we recommend completing the full Smart Inspection Log (provided with each Manual Form PDF) and submitting your Smart inspection Logs to support@sitecompli.com and/or inspectionlogs@sitecompli.com.

You can read more about Manual Forms and Smart Inspection Logs here - Manual Forms & Smart Inspection Logs.

For details on InCheck functionality, we recommend visiting the below articles:

Once an inspection is logged, the unit's response status will change from Mailed to Inspected.

Response Definitions:

Mailed - No tenant response received
Pending - Tenant response is being qualified (will be updated to Processed shortly)
Processed - Tenant response received
Inspected - inspection attempt has been logged for the unit (The Letter to DOH will now be available)

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Recommended steps to obtain the Letter To DOH

1. Once the Manual Forms become available, provide the manual forms to your building staff and have them distribute the manual forms to your tenants.

2. As your building staff delivers the Manual Forms, have them complete the accompanying Smart Inspection Log. As each form is delivered, have them fill in the Delivered bubble on the Smart Inspection Log.

3. Once completed, please have your staff send the completed manual forms and smart inspection logs back to us at support@sitecompli.com. Once the Manual Forms and Smart Inspection Logs are processed, the Letter to DOH will become available.

Where do I send the Letter To DOH?

DOHMH Window Falls Prevention Program
125 Worth Street, 9th Floor CN59A
New York, NY 10013

More information can be found here - What If A Tenant Doesn't Respond?

 

 

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