Case Manager Letter for Housing: 5 Templates and Rules
Quick answerIn the United States, as of October 2026, a case manager's housing letter states dated facts the writer knows, tied to the rule the reader applies. HUD's homeless programs rank evidence: third-party documentation first, intake worker observation second, the client's own certification third. A voucher agency ranks income proof on six levels. No program reviewed asks a case manager for a diagnosis. Five templates follow.
Last checked: October 8, 2026, against 24 CFR 576.2, 576.500, 578.3, 578.103, 982.207 and 982.516 (eCFR, current to October 6, 2026); Notice PIH 2023-27, Revision 3 (April 16, 2026); Notice PIH 2021-15; the HUD and Justice Department joint statement on reasonable accommodations; 42 CFR 2.31 and 2.32; 45 CFR 164.508; the Chicago and NYCHA plans; and New York City form DSS-8h. Not legal advice.
- 4categories in HUD's definition of homeless
- 3ranks of evidence in homeless programs, third-party documentation first
- 12 monthstime homeless that a chronic homelessness file must document
- 6levels in HUD's income verification hierarchy
- 0diagnoses any letter here needs to name
Which Letter Does the Program Need?
The letter depends on who asked, because each reader works from a different rule.
| Letter type | Who requires it | The rule | What it must state |
|---|---|---|---|
| Homeless verification | Continuum of Care (CoC) and Emergency Solutions Grants (ESG) programs; housing agencies with a homeless preference | 24 CFR 576.500(b), applied to CoC by 578.103(a)(3) | Where the person has been living, the dates, and how the writer knows |
| Shelter stay or residency | Rental assistance packets that ask for proof of a shelter stay | The program's own checklist. In New York City, HRA's DSS-8h lists a "Shelter Residency Letter" | Facility, entry date, current status, household members |
| Landlord support | An owner or broker, by choice | None found | Role, services after move-in, contact |
| Income or zero income | Voucher agencies and HUD-assisted owners | 24 CFR 982.516(a)(2) and Notice PIH 2023-27, Attachment J | Amounts, dates and source the writer has records of |
| Reasonable accommodation support | A housing agency or owner deciding an accommodation request | HUD and Justice Department joint statement, questions 17 and 18 | That the person has a disability, what is needed, and why |
What it means: ask the receiving program which rule it applies before writing.
Source: the documents linked in each row.
Letter 1: Homelessness Verification
A homelessness verification letter states where a person has been living, on what dates, and how the writer knows.
When this letter is used
Three kinds of reader ask for it.
- CoC and ESG programsthey must document homeless status at intake.
- Housing agencies with a preferenceagencies may set local preferences in their plans (24 CFR 982.207). Chicago admits families that meet HUD's definition "and are referred by the City of Chicago or Chicago's Continuum of Care through the Coordinated Entry System." NYCHA's waiting list takes "Homeless referrals from a New York City (NYC) agency."
- Emergency Housing Voucher referralsthe referring agency "must provide documentation to the PHA" of its verification, and HUD attached two sample certifications (Notice PIH 2021-15, Attachments 3 and 4).
What it means: in Chicago and at NYCHA the referral carries the verification, so a separate letter may not be accepted.
Source: 24 CFR 576.500(b); the Chicago Housing Authority plan, effective October 1, 2025; the NYCHA plan, May 2026; Notice PIH 2021-15, May 5, 2021.
Emergency Housing Vouchers are winding down: see the NYC transition guide. Other agencies' plans are reachable through the housing authority directory.
The definition your letter should track
HUD defines "homeless" in four categories, and the letter should name the one that fits (24 CFR 578.3; ESG uses the same four in 576.2).
| Category | Who it covers, summarized from the regulation |
|---|---|
| 1. Literally homeless | Sleeping in a place "not designed for or ordinarily used as a regular sleeping accommodation" such as a car, park or station; living in a shelter, transitional housing, or a hotel paid for by a charity or government program; or leaving an institution after 90 days or less, having been in shelter or such a place right before |
| 2. Imminent risk | Will lose the primary nighttime residence "within 14 days of the date of application," with no subsequent residence identified and no resources or support networks |
| 3. Homeless under other federal statutes | Unaccompanied youth under 25, or families with children, with no lease in 60 days, two or more moves in 60 days, and conditions expected to continue |
| 4. Fleeing violence | Fleeing domestic violence, dating violence, sexual assault, stalking or other dangerous conditions, with no other residence and no resources |
What it means: some preferences cover one category only. Chicago's ranking preference covers people "Homeless, as defined by HUD under the HEARTH Act definition Number I."
Source: 24 CFR 578.3.
The documentation order CoC and ESG programs follow
HUD ranks the evidence: "third-party documentation first, intake worker observations second, and certification from the person seeking assistance third" (24 CFR 576.500(b)). A case manager's letter is the first.
- 1On the street or in shelter"a written observation by an outreach worker of the conditions where the individual or family was living, a written referral by another housing or service provider," or the person's certification.
- 2Leaving an institution after 90 days or lessdischarge paperwork or "a written or oral referral from a social worker, case manager, or other appropriate official of the institution, stating the beginning and end dates."
- 3Losing housing within 14 daysa court order, notice to quit or the host's statement, plus certifications that no other residence or resources exist.
- 4Fleeing violencethe person's own statement; a written referral "need only include the minimum amount of information necessary."
- 5RecordsHomeless Management Information System (HMIS) entries count if the system keeps an auditable history.
What it means: write what was seen and when.
Source: 24 CFR 576.500(b)(1) to (5).
Key pointMissing paperwork "must not prevent" immediate admission to emergency shelter or street outreach (24 CFR 576.500(b)). The evidence order governs housing programs.
Chronic homelessness needs more than one letter
Chronic homelessness requires proof of time and of disability, and an unlicensed case manager's letter covers only the first.
- Time: 12 months continuously, or 4 occasions in 3 years adding up to 12 months, in a place not meant for habitation, a safe haven or an emergency shelter.
- One encounter covers a month, unless evidence shows a break of 7 or more nights.
- Self-report is capped: for at least 75 percent of a project's chronic households, no more than 3 months may rest on the person's certification.
- Disability: verification from "a professional licensed by the state to diagnose and treat the disability," from Social Security, or a disability check.
Source: 24 CFR 578.3 and 578.103(a)(4). What it means: write one dated line per month observed, and leave disability proof to a licensed professional or Social Security.
Template: homelessness verification letter
- The writer's role, agency and program type.
- The basis. direct observation, agency records or HMIS
- The place and the dates,. start and end or "present"
- For an institution stay. both dates, and where the person stayed before
- The HUD category,. when the program asks for it
- Contact details and a signature.
[Agency letterhead]
[Date]
To: [Program or housing authority name, and unit if known]
RE: Verification of homeless status
Client: [Full name]
Date of birth: [DOB, only if the program requires it]
[HMIS or client ID, if the program uses it]
To whom it may concern:
I am a [title] at [agency], a [shelter / outreach program / housing provider / hospital / other]. I have worked with [client name] since [date].
Based on [my direct observation / our agency's records / our HMIS records], [client name] [choose the one that applies]:
- has stayed at [shelter or program name], an [emergency shelter / transitional housing program], from [date] to [present / date].
- has been living in [a place not meant for human habitation, described briefly: a car, a park, an abandoned building] since approximately [date]. I [observed this on (dates) / received this information from (source)].
- resided in [institution name] from [date] to [date], and before entering, stayed at [shelter or place not meant for habitation].
[If the program asks: These facts correspond to category (number) of the homeless definition in 24 CFR 578.3.]
Please use these facts to assess the requirements of your program. I can provide authorized supporting documentation or clarify the source of the information on request.
[Household members covered by this letter: names and relationship, if applicable.]
I can be reached at [phone] or [email] to confirm this information. [Client name] has signed a release allowing me to share it with [receiving program].
Sincerely,
[Signature]
[Printed name, title]
[Agency, address, phone, email]
Where only the client's account is known, write "[Client] reports that ..." A letter that overstates what was observed can hurt the client when it is checked.
Shelter Stay or Residency Letter
A shelter stay letter is narrower: it confirms that a named household lives at a facility and since when.
In New York City, HRA's CityFHEPS cover sheet for shelter clients (DSS-8h, revised January 15, 2025) lists a "Shelter Residency Letter" among its mandatory documents. The form does not say what the letter must contain. The packet's stages are in how long CityFHEPS takes in shelter.
- Facility name and type,. and the address unless confidential
- Head of household and each member. staying there
- Date of entry,. and that the stay is current
- Signature, title and phone. of staff who can confirm
[Agency letterhead]
[Date]
To: [Program]
RE: Residency of [client full name]
[Case or client ID]
To whom it may concern:
I am a [title] at [facility name], a [type of shelter] operated by [agency]. Our records show that [client name] and [number] household member(s), [names], entered this facility on [date] and reside here as of the date of this letter.
I can confirm this at [phone] or [email]. [Client name] has signed a release allowing me to share this information.
Sincerely,
[Signature]
[Printed name, title]
[Agency, phone, email]
Letter 2: Landlord Support Letter
A landlord support letter tells an owner who supports the tenant after move-in; no rule defining it was found.
When this letter helps
It helps when the agency does provide support after move-in, because it tells the owner whom to call.
What to include and what to leave out
Include the writer's role and real services; leave out the case file.
| Include | Leave out |
|---|---|
| Role, agency and length of the relationship | Diagnoses, disability details, treatment or medications |
| The voucher or subsidy program, if the client wants it disclosed | Criminal, eviction or immigration history, unless the client asks |
| What the agency does after move-in | The client's case history or reasons for homelessness |
| A direct phone number and email | Promises that rent will be paid or damage covered |
| That the client signed a release | Anything the client has not approved |
The client should read the letter before it goes out.
Template: landlord support letter
- Role, agency and length of the working relationship.
- The program,. only with the client's approval
- Two or three true, specific observations.
- Services that exist today,. and for how long
- Direct contact,. and that a release was signed
[Agency letterhead]
[Date]
To: [Owner, management company or broker]
RE: Rental application of [client full name], [unit address if known]
Dear [Name]:
I am a [title] at [agency]. I have worked with [client first name] since [month and year], and I am writing, at [his/her/their] request, in support of [his/her/their] application for the apartment at [address].
[Client first name] holds a [Section 8 Housing Choice Voucher / CityFHEPS / other program] voucher issued by [agency]. [Optional, with the client's authorization: The voucher bedroom size is (number). The administering agency must review the proposed rent, utilities and unit before confirming assistance for this tenancy.]
In the time I've worked with [client first name], [he/she/they] has [two or three specific, true observations: kept every appointment; gathered all the documents for the voucher application on time; paid program fees on schedule; been a good neighbor in the shelter / program].
After move-in, our agency [describe real, current services: visits the household monthly for the first year; helps with annual recertifications; gives landlords a direct contact for any concerns]. You can reach me directly at [phone] or [email].
[Client first name] has signed a release allowing me to share this letter. I am happy to answer questions about the voucher process or our support.
Sincerely,
[Signature]
[Printed name, title]
[Agency, address, phone, email]
Income and Zero-Income Statements
A case manager can verify income only as its source or record-holder; a statement of zero income is the family's own certification.
| Level | What a voucher agency uses | Where a case manager's letter fits |
|---|---|---|
| 6 and 5 | HUD's EIV system, then other databases | Nowhere |
| 4 | A document from the source, dated within 120 days | A letter stating a stipend or benefit the agency itself pays |
| 3 | The housing agency's own form, completed by the source | Complete the form sent, not a free-form letter |
| 2 | A logged phone call to the source | Answer it, with a release on file |
| 1 | Self-certification by the family | The client signs, not the case manager |
What it means: a letter helps only for money the writer's agency pays or records. Tenants' side: what to expect at recertification.
Source: Notice PIH 2023-27, Revision 3, issued April 16, 2026, Attachment J. No successor was found; the notice "remains in effect until amended, superseded, or rescinded."
For zero income, agencies "may accept a self-certification of zero income from the family at admission and at reexamination without taking any additional steps," with no notary required (Attachment J, J.8). Whether a local agency does is in its plan.
- The source. the writer's agency, and its relation to the client
- Amount, frequency and start date,. and an end date if known
- The period the records cover.
[Agency letterhead]
[Date]
To: [Housing agency]
RE: Income verification for [client full name]
[Client or voucher number]
To whom it may concern:
I am a [title] at [agency]. Our records show that [agency] pays [client name] [amount] [weekly / monthly] as [a stipend / wages / program allowance], beginning [date] [and ending (date), if known]. Our agency has no record of other payments to [client name].
I can confirm this at [phone] or [email].
Sincerely,
[Signature]
[Printed name, title]
[Agency, phone, email]
Reasonable Accommodation Support Letter
An accommodation support letter confirms three things: the person has a disability, what change is needed, and how the two connect.
The joint statement lets a provider ask for information that verifies the disability, "describes the needed accommodation," and shows how they relate. Those who may verify include "a non-medical service agency, or a reliable third party who is in a position to know." Forms and local steps are in the reasonable accommodation guide; the search-time version is in the voucher extension letter.
- How the writer is in a position to know.
- That the person meets the definition of disability,. without naming the condition
- The accommodation requested.
- Why the disability makes it necessary.
[Agency letterhead]
[Date]
To: [Housing agency or owner, accommodation coordinator]
RE: Reasonable accommodation request of [client full name]
[Client or voucher number]
To whom it may concern:
I am a [title] at [agency], a [service agency / clinic]. I have worked with [client name] since [date] and am in a position to know about [his/her/their] disability.
[Client name] has a physical or mental impairment that substantially limits one or more major life activities. Because of it, [client name] needs [the accommodation: for example, a ground-floor unit; an extra bedroom for medical equipment; more search time]. [One sentence on the connection, without the diagnosis.]
[Client name] has signed a release allowing me to share this. I can be reached at [phone] or [email].
Sincerely,
[Signature]
[Printed name, title, license if any]
[Agency, phone, email]
What a Case Manager Must Not Put in Any Letter
Three things stay out of every letter: the diagnosis, immigration status and promises.
- Diagnosis: the joint statement says detailed information about "the nature of a person's disability" is in most cases not necessary.
- Immigration status: in the voucher program household members sign their own declarations and the agency verifies them (Notice PIH 2021-15). A case manager's letter adds nothing to that.
- Promises: describe services that exist, never a promise of rent or repairs.
Consent and Privacy
A signed release naming the recipient comes before any letter, and two federal rules set what it must say for health records.
| Rule | Who it binds | What the signed form must include |
|---|---|---|
| 42 CFR 2.31 (substance use records) | Programs that hold themselves out as providing substance use disorder diagnosis, treatment or referral | Patient's name; who discloses; a specific description of the information; recipient; purpose; right to revoke; expiration; signature and date |
| 45 CFR 164.508 (HIPAA authorization) | Health plans, clearinghouses and providers that bill electronically | The same core elements, plus statements on revocation and redisclosure |
What it means: a general release does not cover substance use treatment records, and a Part 2 disclosure must carry the notice in 42 CFR 2.32.
Source: 42 CFR 2.11 and 2.31(a); 45 CFR 160.103 and 164.508(c).
- Domestic violence: leave the client's location out of any letter that could reach an abuser.
- Minimum necessary: share only what the reader needs.
Keep a Copy
File every letter with the release and the date sent, since an agency may call to verify weeks later. VoucherMatch for organizations keeps client documents in one record.
Frequently Asked Questions
What should a case manager letter for housing include?
Role and agency, how the writer knows the client, dated facts tied to the reader's rule, contact details and the client's consent. Leave out diagnoses and case history.
Is a case manager letter enough to prove homelessness?
For CoC and ESG programs, yes: a provider's written referral or observation is third-party documentation, the first rank. Housing agencies set their own rules; Chicago and NYCHA rely on referrals.
What are HUD's four categories of homelessness?
Under 24 CFR 578.3: literally homeless; at imminent risk within 14 days; homeless under other federal statutes; and fleeing domestic violence or other dangerous conditions.
Can I write a landlord reference if I've only known the client a short time?
Yes. Say how long, and keep to what was seen.
Should the letter mention the client's voucher?
Only if the client wants it to. New York City law bars most owners from refusing a voucher: see how to report voucher discrimination.
Next step: ask the receiving program which rule it applies, then pick the matching template. More tools: the caseworker resource library.
Helping a client search? Browse listings from landlords who accept vouchers.
Sources for this article (15)
- 24 CFR 576.500(b) (ecfr.gov)
- 578.103(a)(3) (ecfr.gov)
- DSS-8h (nyc.gov)
- 24 CFR 982.516(a)(2) (ecfr.gov)
- Notice PIH 2023-27 (hud.gov)
- HUD and Justice Department joint statement (hud.gov)
- 24 CFR 982.207 (ecfr.gov)
- Notice PIH 2021-15 (hud.gov)
- Chicago Housing Authority plan (thecha.org)
- NYCHA plan (nyc.gov)
- 24 CFR 578.3 (ecfr.gov)
- 576.2 (ecfr.gov)
- 42 CFR 2.31 (ecfr.gov)
- 45 CFR 164.508 (ecfr.gov)
- 42 CFR 2.32 (ecfr.gov)
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VoucherMatch Editorial Team
Every rule, date and dollar amount in this article is checked against the agency document it comes from, and the sources are listed above. How VoucherMatch articles are researched and corrected
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