Owner guide
The Board Package and Move-In
Approval is where many NYC leases lose time. A complete package and a realistic calendar avoid most of it.
What the building usually asks for
Each building publishes its own requirements. A typical leasing or sublet package includes the building’s application form, the signed lease, the applicant’s financial information and references, and payment of the building’s fees. Co-ops often add an interview. The managing agent can tell you exactly what applies.
Under New York law, a landlord may not charge applicants more than the actual cost of a background or credit check, capped at $20, and must waive it if the applicant provides a recent check. Co-op boards and managing agents follow specific rules on their own processing fees. Check with the managing agent which building fees apply and who pays them, and make sure any fee the tenant must pay is disclosed.
A realistic calendar
- Before listing: obtain the current package and fee schedule; note the board’s meeting schedule if it meets on fixed dates.
- Offer accepted: lease drafted and the applicant’s documents collected within days, not weeks.
- Submission: a complete package; incomplete files are the most common cause of delay.
- Review: from a few days to several weeks depending on the building, plus the right-of-first-refusal period in many condos.
- Approval: book the move-in date with the building, collect insurance certificates for the movers and any move deposit.
Set the lease start date after a realistic approval date, or include a clear clause on what happens if approval arrives late.
Move-in day
- Elevator and loading time booked with the building
- Movers’ certificate of insurance sent in the building’s format
- Keys, fobs and building access registered in the tenant’s name
- Apartment inspected and photographed before the tenant moves in
- Utilities transferred and building contacts shared with the tenant
Raphael assembles the package, follows it with the managing agent and the board, and coordinates the move-in as part of a leasing assignment.
This guide explains common steps for owners. It is not legal or tax advice; for a decision about your lease, your building documents or your taxes, consult an attorney or tax professional.
Sources
- NY Real Property Law § 238-A (application fees)
- New York State Attorney General — Residential Tenants’ Rights Guide
Checked 2026-11-09. Rules change: confirm the current version before relying on them.