How to Get a CityFHEPS Shopping Letter (and What to Do with It)

A CityFHEPS shopping letter is the document that proves your eligibility for the program and shows landlords the maximum rent CityFHEPS will approve for your household. You get it from your case manager or shelter housing specialist, and you'll need it every time you apply for an apartment.

If you've been approved for CityFHEPS but don't have the letter yet, contact the person managing your case. If you already have one and it's expired, you'll need a renewal. Either way, this guide walks you through what the letter is, how to get it, and how to use it.

What a Shopping Letter Is

The shopping letter is a one-page document from HRA or your shelter that states three things: your household size, the maximum monthly rent CityFHEPS will approve for that household, and an expiration date.

That's it. It's not a voucher itself, and it doesn't guarantee an apartment. It's proof that you qualify for the program and a ceiling on what landlords can charge. Landlords use it to confirm you're eligible and to understand the program's payment limits.

Who Issues Yours (Shelter vs. Community)

Where you get your letter depends on where you're living.

If you're in a shelter: Your shelter housing specialist issues the letter. Ask them directly, or contact your case manager if you're unsure who that is.

If you're a community applicant: Your HRA case manager or Homebase office issues it. If you're working with Homebase (a nonprofit partner that helps CityFHEPS applicants), they can request the letter from HRA on your behalf.

How to Request the Letter

Start with your case manager or housing specialist. Call or visit in person and ask for your CityFHEPS shopping letter. If you don't know their contact information, call the DSS OneNumber at 718-557-1399 or call 311 for HRA Benefits Access Center locations.

If you have an ACCESS HRA account, you can also check your case status and upload documents there, though the letter itself is usually issued by mail or in person.

Missed contact with your case manager is a leading cause of applications dying quietly. If you don't hear back within a few days, follow up again.

Reading Your Letter: Maximum Rent and Household Size

When you get the letter, check three things:

Household size. This is the number of people HRA approved you to house. It determines which maximum rent applies to you.

Maximum rent. This is the dollar amount CityFHEPS will approve for your household. The 2026 maximums are:

• Studio: $2,646
• 1-bedroom: $2,762
• 2-bedroom: $3,058
• 3-bedroom: $3,811
• 4-bedroom: $4,111

These figures change annually when NYC updates payment standards, so if you renew your letter next year, the amount may be different.

Expiration date. Write this down. You'll need to renew before it passes.

The Golden Rule: Watch the Expiration Date

Your shopping letter expires on the date printed on it. An expired letter cannot be used to apply for apartments.

If your letter is about to expire or has already expired, contact the person or office that issued it and ask for a renewal. Renewals commonly update your maximum rent to the current payment standards, so don't assume the new letter will show the same amount.

Renewal timing varies. Don't wait until the last day. Request a new letter at least a week or two before the old one expires.

Using the Letter to Apartment Hunt

Once you have your letter, you're ready to look for apartments.

Share the letter with landlords and brokers. They'll ask to see it before processing your application. It's a normal part of the voucher application process. You can email it, text it, or show it in person.

Look for apartments within your maximum rent. The maximum rent on your letter includes the program's utility rules. An apartment priced above that amount generally cannot be approved by CityFHEPS unless payment standards change.

Use the letter as proof of eligibility. Some landlords and brokers are unfamiliar with CityFHEPS. The letter shows them you're approved and serious.

When you're ready to apply, you can browse CityFHEPS-friendly apartments on VoucherMatch or search all listings in your area.

What Landlords Should Know

If you're a landlord reviewing a tenant's shopping letter, here's what it means:

The letter confirms the tenant qualifies for CityFHEPS and that HRA will approve rent up to the maximum amount shown. The tenant's household size is also listed. If the apartment is priced at or below that maximum, CityFHEPS can move forward with the application.

Refusing to rent to someone because they hold a CityFHEPS voucher is illegal source-of-income discrimination under the NYC Human Rights Law and the NYS Human Rights Law. Common forms of illegal discrimination include saying the apartment is no longer available right after a tenant mentions their voucher, applying a "40x the rent" income requirement only to voucher holders, or listing "no programs" in your rental ad.

For more on how CityFHEPS works and how it compares to other voucher programs, see our CityFHEPS vs Section 8 guide.

Frequently Asked Questions

What happens if my shopping letter expires? Contact the person or office that issued it (your case manager, Homebase office, or shelter housing specialist) and ask for a renewal. Renewals often update your maximum rent to the current payment standards, so don't assume the new letter will show the same amount.

Can a landlord refuse to rent to me because I have a CityFHEPS voucher? No. In New York City and statewide, refusing a tenant because they pay with a housing voucher is illegal source-of-income discrimination under the NYC Human Rights Law and the NYS Human Rights Law. If a landlord says the apartment is no longer available right after you mention your voucher, or applies a "40x the rent" income requirement only to you, file a complaint with the NYC Commission on Human Rights or the NYS Division of Human Rights.

Do I have to show my shopping letter to landlords and brokers? Yes. Landlords and brokers routinely ask to see it before processing your application. Sharing the letter is a normal part of the voucher application process and helps them confirm your eligibility and maximum rent.

What if the apartment I want costs more than my maximum rent? CityFHEPS generally cannot approve an apartment priced above the maximum rent shown on your letter, which includes the program's utility rules. If you find an apartment you love that's slightly above the amount, ask your case manager whether there's any flexibility, but don't count on it.

Where do I call if I can't reach my case manager? Call the DSS OneNumber at 718-557-1399 for HRA rental assistance questions, or call 311 for general NYC agency routing and HRA Benefits Access Center locations.

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