You Can’t Defend What You Didn’t Document: Preventive Maintenance for Fair Housing Complaints!

Aug 26	01:00 PM ET / 12:00 PM CT / 11:00 AM MT / 10:00 AM PT
	Duration: 60 minutes	Speaker: Doug Chasick

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Webinar Live webinar access with handouts. Access notification 48 hrs before Event via email.	$189
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Recording With License to Share Download link will be emailed with a license to share within the organization. Available in 3-5 business days, after Live Event. Never Expires.	$899	Select

ABOUT THE EVENT

Fair housing complaints are on the rise. Are your records strong enough to protect your property — and your career?

You might think you’re doing everything right. You treat everyone equally. You follow your company’s policies. You handle tenant disputes with professionalism. But if a fair housing complaint lands on your desk tomorrow, what will your documentation say about your actions?

If your answer is, “Well, I don’t always write things down,” or “I rely on memory for a lot of things,” this webinar could be the most important hour you spend this year. Your frontline staff need specialized knowledge about their unique role in fair housing compliance. They need to understand not just what they cannot do, but how to proactively create inclusive, compliant interactions that protect residents' rights while supporting your property's operational goals.

Fair housing laws aren’t just about what you do and say — they’re about what you can prove you did and said.

Every email. Every note. Every decision. It all adds up to either a rock-solid defense or a major liability. And if your property is ever investigated by HUD, a state agency, or a civil rights commission, you’ll be expected to produce detailed, timely, and professional documentation.

Don't risk your career on inadequate documentation practices. Don't hope that complaints won't happen to you. Don't assume that good intentions will protect you when investigators come calling. Register now and transform your documentation practices in just 60 minutes.

Areas Covered

What HUD investigators look for during fair housing investigations
Why “no documentation” often equals a lost case
Reasonable accommodation and modification requests
Screening decisions: denials, approvals, and inconsistencies
Complaints about neighbors, staff, or harassment
Maintenance requests involving accessibility or disability
Resident disputes, lease violations, and notices to vacate
How to write clear, factual, professional notes
Email vs. text vs. handwritten notes: what’s best?
Casual or emotional language in emails
Failing to follow up in writing after verbal conversations
Deleting or changing records (and how it can appear retaliatory)
Simple systems to standardize recordkeeping
Best practices for sharing files across teams
Retention timelines: how long you need to keep your records
How to prepare your files before an investigation request arrives.

Learning Objectives

Explain the legal importance of documentation in responding to and defending against fair housing complaints.
Identify the types of resident interactions and decisions that require detailed documentation under fair housing guidelines
Recognize common documentation mistakes that can weaken or undermine a fair housing defense.
Demonstrate how to write clear, objective, and professional documentation that is legally defensible and compliant with fair housing standards.
Differentiate between verbal and written communications and understand when follow-up documentation is required.
Use sample templates and documentation tools to create logs for accommodation requests, complaints, incidents, and tenant communications.
Describe the types of documents and records HUD or a state agency may request during a fair housing investigation.
Outline best practices for storing, organizing, and retaining documentation to ensure compliance and accessibility in case of an audit or complaint.
Develop a consistent, site-wide documentation process to ensure all staff are recording interactions and decisions uniformly.

Who Should Attend

Community Manager/Director, Multi-site Manager (Area, Regional), Leasing Managers, Leasing Professionals, Maintenance Managers/Supervisors/Technicians, Training, Compliance, and HR Professionals.

Handouts & Reference Material

A PDF copy of the presentation will be available for download

Speaker(s)

Doug Chasick

Doug Chasick, CPM®, CAPS, Adv. RAM, SLE, That Fair Housing Guy™, is the former President of the Fair Housing Institute, Inc. With more than 46 years of investment real estate experience, he began as the Resident Manager of a 524-unit apartment property and has been the President or CEO of five real estate companies, responsible for portfolios of over 28,000 apartments. Doug was awarded his CPM® in 1979 and was a member of the IREM National Faculty for eight years. A Senior Instructor member of the NAAEI Faculty, he leads the Advanced Facilitator Training course, is the co-author of “Outstanding Facilitation Techniques”, and a co-author of the joint IREM & NAAEI “Fair Housing and Beyond” course. He is a licensed Real Estate Broker in Florida, a licensed Expert Fair Housing Instructor in the Commonwealth of Virginia, and the recipient of the NAAEI Apartment Career & Education award.

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