Neighbors or out-of-town family members occasionally contact Site Managers with concerns about the welfare of residents. Oftentimes, a request is made of management to conduct a ’welfare check’.
By first calling the resident’s phone number and emergency contacts, Site Managers often find there is no reason for concern. However, in some occasions, there are signals which suggest it is appropriate to complete an Emergency Entry. Knowing exactly what to do in the event of a Welfare Check/Emergency Entry request can help a Site Manager handle the situation.
The Welfare Check
It is recommended to always have a police officer present while performing a welfare check. If you discover the resident has died, follow the directions of the accompanying officer.
Notifying the Authorities
If a resident has died and a police officer is not present, call the police non-emergency number and request law enforcement to secure the apartment and they will notify the next of kin.
Change Locks
Change the locks to protect the person’s possessions.
Pets
If the resident has a pet, determine where any pets should be domiciled. Provide pets with food and water until a home is found.
Non-Disturbance
Do not touch anything in the resident’s apartment.
Releasing Property
Be cautious about releasing the resident’s belongings. Get your Property Supervisor involved. Call the resident’s emergency contacts to confirm the correct individual (the Executor of the Estate) is collecting the belongings. Use Form C036, Release of Liability for Deceased Person’s Belongings and photocopy all forms of identification provided by those who are handling the affairs of the deceased resident.
Rent and Fees
Rent accrues until the possessions are removed. Check with your Property Supervisor with regards to charging lease buyouts or other early termination charges.
Sadness and Grieving
Most importantly, recognize the grieving process when a resident passes away.
Notice of Emergency Entry
If you find that the apartment is empty, issue Form C039, Notice of Emergency Entry.
For California properties only:
If a prior occupant of a rental unit died in the apartment within the last three years, the owner or the owner’s agent must disclose this fact to a prospective tenant when the person offers to rent the apartment (specifically, when they request to complete an application). The owner/agent must disclose the manner of death, but is not required to disclose that the occupant was ill with, or died from, AIDS. The owner/agent cannot intentionally misrepresent the cause of death in response to a direct question.