NYC Landlord Compliance Calendar: Annual Deadlines and Notices
The yearly obligations of a New York City landlord in one calendar: lead and window guard notices, registration, bedbug filings, heat season and more.
By Seayora Editorial Team · Published · Facts checked · 3 min read
Short answer: A New York City landlord of a building with three or more apartments owes a series of yearly filings and notices: the window guard and lead paint annual notice each January, a smoking policy notice, indoor allergen inspections, HPD property registration by September 1, DHCR rent registration by July 31 for stabilized units, heat from October 1 to May 31, and the bed bug annual report each December.
Key takeaways
- The annual window guard notice goes to every tenant between January 1 and January 15.
- HPD property registration is due every year by September 1, with fines of up to $5,000 for not registering.
- Bed bug annual reports are filed with HPD between December 1 and December 31.
- Heat season runs October 1 to May 31.
What is due in each month?
| When | Obligation | Who it applies to |
|---|---|---|
| January 1 to 15 | Annual notice asking whether a child 10 or younger lives in the apartment (window guards); combined with the lead paint inquiry where both apply | Buildings with three or more apartments |
| January (returned by February 16) | Lead paint annual notice asking whether a child under 6 lives or spends 10+ hours a week in the apartment | Buildings built before 1960, or 1960–1978 with known lead paint |
| Each year | Inspect apartments for indoor allergen hazards (mold, mice, cockroaches, rats) under Local Law 55 | Buildings with three or more apartments |
| Each year | Give tenants the building’s smoking policy (Local Law 147) | Buildings with three or more apartments |
| July 31 | Annual DHCR rent registration | Rent-stabilized apartments |
| May 21 to September 1 | HPD property registration, plus the $13 fee billed by the Department of Finance | Buildings of 3+ units, and 1–2 unit homes where the owner does not live |
| October 1 to May 31 | Heat season: heat to the required indoor temperatures | All residential buildings |
| December 1 to 31 | File the Bed Bug Annual Report with HPD for the prior November through October | Multiple dwellings |
What do the January notices involve?
Between January 1 and January 15, the owner must give every tenant the annual notice asking whether a child 10 or younger lives in the apartment; where one does, or a tenant asks for any reason, the owner must install approved window guards (NYC Health: window guards for landlords). For buildings built before 1960, Local Law 1 of 2004 adds the lead paint inquiry about children under six, and where one lives there, an annual inspection of the apartment and common areas (HPD lead-based paint). By August 2025, owners of pre-1960 rental buildings had to test every apartment once for lead paint.
What else must be given with a new lease?
- The lead paint lease notice and pamphlet for covered buildings, the window guard lease notice, and the federal lead disclosure for pre-1978 housing.
- The prior year’s bed bug history for the apartment and building on the DHCR form, and the receipt for the Bed Bug Annual Report or a posting of it (HPD bedbugs).
- The indoor allergen hazards notice (HPD indoor allergens).
- The building’s smoking policy (NYC Health: Smoke-Free Air Act for landlords).
- The Good Cause notice and, for stabilized units, the rent-stabilization rider.
What happens if you miss registration?
Since Local Law 71 of 2023, failing to file the HPD registration carries a civil penalty of $500 to $1,500 for a building with five or fewer units, and $1,000 to $5,000 for more than five; a willfully false registration can cost $750 to $5,000. An unregistered building also cannot bring a nonpayment case in Housing Court until it registers (HPD registration). Registration must also be updated within five days when the owner’s or managing agent’s information changes.
For the heat rules see NYC heat and hot water, and for building emissions see Local Law 97 fines.
Frequently asked questions
Do I need to send window guard notices for a two-family house?
The annual notice is required for buildings with three or more apartments. HPD recommends it for one- and two-unit properties, and a tenant in any building can request window guards.
When is HPD property registration due?
Every year between May 21 and September 1, and again within five days of a change in the owner or managing agent information.
Does filing the bed bug report cost anything?
No. HPD says the filing is free and warns about companies charging owners to file it.
Sources
- Window Guards: Landlord requirements, NYC Department of Health and Mental Hygiene
- Lead-Based Paint, NYC Department of Housing Preservation and Development
- Bedbugs, NYC Department of Housing Preservation and Development
- Indoor Allergen Hazards (Mold and Pests), NYC Department of Housing Preservation and Development
- Smoke-Free Air Act: Tenant/Landlord Factsheet, NYC Department of Health and Mental Hygiene
- Property Registration, NYC Department of Housing Preservation and Development
How Seayora helps
NYC compliance: Tracks each building’s filings and notices with the City’s own data, and reminds you before a deadline.
This article is general information, not legal advice. Landlord-tenant law varies by state and city and changes often, so check the current rule for your property and talk to an attorney before acting on a dispute.
How we write and check these guides: editorial standards.
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