Get Updated on Boston City Rental’s Registration and Inspection Procedures

A landlord’s job doesn’t end with just making sure you are taking care of your rental property and tenants properly. 

Same like others, handling a business requires you to abide by its set of rules. And as per the city’s regulation, registering your rental property business is required by the law. A landlord’s day to day task may be loaded but it is unwise to oversee such an important task. 

A rental property is your asset and when managed correctly, can bring you financial freedom. Risking your assets by not knowing the law is not an excuse.

With the help of our property managers, we have gathered updates from the City’s rental registration to share with you to avoid confusion and misconception with the law. 

How to Register in the City of Boston? 

Getting your rental property registered in the city of Boston is made easy. You have 3 options to choose from, depending on what you prefer. You can register online, through mail or submit your registration personally. 

If you’re new to the city’s rental registration system, you’ll first need to create an online account. Don’t worry—it’s a straightforward process. But if you already have an account and find yourself locked out or having trouble logging in, don’t create a new one. Instead, reach out by phone for assistance to prevent any confusion or duplicate registrations.

When registering online, carefully fill out the application form and provide all the necessary information. If you decide to send your registration through the mail, simply print out the rental registration form and include a money order or check for your registration fee. Planning to register your property in person? Download, print, and complete the rental registration form ahead of time and be ready to settle the required fee. Once your form is ready, submit it to the Inspectional Services, Housing Division Office.

What Information Do You Need to Provide?

When registering your rental property, you’ll be asked only for details essential to the process. Typically, this includes your contact information, property address, ownership details, and relevant documentation that proves your right to rent the property. All personal and property details submitted are handled in accordance with Massachusetts Public Record Laws, so be sure to review the city’s terms and privacy policy if you have any concerns before submitting your registration.

Is My Information Private?

When you submit your details during registration, the city only collects what’s necessary to process your request—nothing extra. However, keep in mind that Massachusetts Public Record Laws apply. This means that the information you provide could be made available to the public if requested. For full details on how your data is handled, it’s a good idea to review the city’s privacy guidelines before you complete your registration.

When should you register and its late payment penalty:

Yearly registration of your rental property is a must. The deadline for the registration is every July 1st. Failure to register and paying the fees can get you penalized. A penalty fee of $300 per month will be charged to you until you successfully register your property.  

Since registration is yearly, if you have been running a rental property and have not registered before, it is necessary to take care of the registration so you can prevent penalty fees. 

You don’t want to spend extra just because you failed to register your rental property. Or worse, get your rental property business on hold.

Do I still have to register even if it’s currently unoccupied? 

Even if your rental property is under renovation, is currently vacant, no rent collected on your units or the tenants living in your property are your relatives who are older than 18 years old, you still have to register your property and pay the proper fees.

The only time you don’t need to register is if your rental property is a rooming house, dorm or lodging house or it is a state-owned property, the city or a Federal agency.

How to Register online?

If you want to register online, carefully fill out the application form and provide all the necessary information. Please note, for registrations of 10 or more units, online payment is mandatory. You can make online payments using your checking account.

How do I create an online account for rental registration?

If this is your first time registering your property online, you’ll need to set up an account before you can get started. Don’t worry—it’s a quick process. Here’s how you do it:

• Head over to the rental registration portal.
• Look for the option to create a new account and follow the prompts.
• You’ll be asked to enter some basic information such as your contact details and a valid email address.
• Create a password for your new account and confirm your registration.

Once your account is set up, you’ll be able to log in anytime to submit new registrations, pay fees, or check on the status of your property.

Prefer a hands-on approach? Instead of doing everything online, you can also download, print, and complete the registration form manually.

What can I do through the rental registration portal?

Through the city’s rental registration portal, landlords are able to handle key registration tasks all in one place. Whether you’re registering a property for the first time, renewing your annual registration, or updating records if you’ve recently sold a property, the portal covers it all.

Here’s what you can accomplish online:

• Register a new rental property—get a fresh listing into the city’s records.
• Renew existing registrations—make sure your property is compliant each year.
• Close a registration—if you’ve sold a rental property or it’s no longer being rented, easily update the city so you’re not on the hook for unnecessary fees.

Completing these steps online streamlines the process and saves valuable time that you can put back into running your property or, better yet, relaxing with your favorite coffee from Tatte Bakery as you watch your compliance stress melt away.

How do I sign in to my rental registration account?

If you already have an account set up for your rental registration, just enter your username and password to log in and get started. Forgot your password? No worries—there’s a handy “forgot password” link to help you reset it and regain access.

For those new to online registration, you’ll need to set up an account before proceeding. Look for the option to create a new profile and follow the prompts to register. Don’t forget to keep your login details somewhere safe for future use.

Rest assured, the information you provide is only used for your registration and handled in accordance with applicable privacy laws. If you ever need to double-check what details you’re submitting, there’s a privacy policy available for your review.

When planning to send your registration through the mail, you can print out the rental registration form and include a money order or check for your registration fee. If you want to register your property personally, you still have to download, print and fill out the rental registration form and be ready to settle the required fee. 

After filling it out, you will have to submit it in the Inspectional Services, Housing Division Office.

Is online payment required if I’m registering 10 or more units?

If you’re registering 10 or more units, keep in mind that payment must be completed online. This is a mandatory step for larger portfolios. You can conveniently pay using your checking account through the online portal, so be sure to have your account information handy before starting your registration process.

How much do I have to pay for first time registration? How about renewal?

For first time registration of a rental property, you will have to pay $25 per unit. 

If you are only renewing your registration, it will be $15 per unit. 

The most you will have to pay is around $2500 to $5000 depending on the rental property you own. 

Whether you’re registering your property for the first time, renewing an existing registration, or closing one because you’ve sold the property, make sure to read all instructions on the application forms carefully. Double-check every detail to ensure your paperwork is in order and avoid unnecessary delays.

The time, effort and money spent in the registration of your property is nothing if you compare it to the headache and additional expenses it will cause if you fail to register.

Closing Your Rental Registration After Selling Your Property

If you’ve made the decision to sell your rental property, you’ll also need to close its registration with the city. Not to worry—this is a straightforward process. After your sale is finalized, simply notify the city’s housing division office so they can update their records and officially close your registration.

You can do this by submitting a copy of the property transfer or sale document, either in person, by mail, or through the online portal. Be sure to provide any required forms or supporting details, as this ensures your name is removed from any future responsibilities or fees related to that property.

Keeping this step in mind will help you avoid any confusion down the road and guarantee a smooth transition to the new owner.

Inspections

After you successfully register your rental property business, you also have to be compliant with having your property inspection every 5 years. This is to ensure your property is safe and livable. 

(Read our article Here: Why Is a Property Inspection Essential)

This is randomly done and once you get a notice, you have to respond to it within 30 days. 

You have an option to get a City Inspector to check your rental property units or hire a private inspector. 

You have to submit the report and pay the filing fee for each unit.

To prepare for any random city inspection, have your property regularly inspected. You should do a bi-annual property inspection. 

This way, you can prevent any home damages to be bigger and more expensive to repair. You are also assuring your tenants that the property they are living in is within proper standards.

Prevent moments of chaos by simply registering your rental properties yearly. 

Make it a priority to register your property and obtain approvals and licenses to run your rental business accordingly. Being compliant with the law is a must. 

Special Note for Owner-Occupied Multifamily Homes

Did you receive an inspection notice but your property is an owner-occupied multifamily with six or fewer units? You can breathe easy—you are likely exempt from this inspection requirement if you both live on the property and rent out the other units. In fact, some of these notices have been sent out by mistake! If this applies to you, there’s no need to take action or worry about scheduling an inspection.

Mistakes can happen with mass mailings. If your home meets these criteria, simply disregard the inspection notice. Of course, if you’re ever in doubt or have questions about your exemption, it’s most helpful to check with your property manager or a trusted local professional. They can ensure you remain compliant without unnecessary headaches.

Do you need help in registering your rental property? 

Green Ocean Property Management can help you has the solution. 

Our property managers are always on top of things and your property is always our priority. 

We will assist you in filing your registration if it is your first rental property or with renewing it. We will make it easy for you and even send you reminders if it is time to renew your registration. 

Green Ocean Property Management values the importance of your property too. 

We proactively do bi-annual inspections of your property. 

If we find any issues that may cause harm to your property and your tenants, we’ll notify you right away with a solution. we will let you know and come up with a solution. 

Our inspectors are certified and licensed. We provide you a comprehensive report about your property’s condition and what we need to do to maintain it. 

We want to increase the value of your home by regularly doing property inspections and maintenance tasks. 

Let us guide you and help you with managing your rental property. Give us a call now!

Reach us at hello@greenoceanpm.com or call 617-487-4868. You may also visit our office at 268 Centre St Newton MA 02458.