Important guidelines
Optional for Residents: If a resident prefers to sign documents by hand (wet signature), that option must still be available.
- Requirements for e-signatures:
- Must include a date and time stamp.
- Must be completed using a third-party e-signature software platform. OHCS does not endorse or recommend any specific software.
- Typed names or unauthenticated signatures will not be accepted.
Electronic signature policies
Property owners and managers must keep a copy of their e-signature policy in the Administrative Notebook at each property, or available upon request, if the property does not maintain an Administrative Notebook. The policy must clearly state the effective date of implementation.
This guidance aligns with federal and state laws, including:
- U.S. Department of Housing and Urban Development (HUD) Notice H 20-10
- The Electronic Signatures in Global and National Commerce Act (E-SIGN)
- The Government Paperwork Elimination Act (GPEA)
- Oregon’s Uniform Electronic Transactions Act (ORS Chapter 84)
We recommend that property owners and agents consult with legal counsel to ensure full compliance with all applicable laws.
Note: This guidance does not apply to Project-Based Section 8 or HUD-811 properties monitored by our HUD Contract Administration (HCA) Section, as those programs have followed HUD Notice H 20-10 since 2020. If you have questions, please reach out to your assigned HCA Compliance Officer.
OHCS is updating program manuals and forms to reflect this change. In the meantime, electronic signatures may be used on currently available forms.
We hope this change helps reduce barriers for tenants, property managers, and owners when completing important compliance documents.