Writing Relocation Notices Residents Can Actually Understand

Relocation notices carry legal weight, so they tend to be written by and for lawyers. Residents receive several of them over a project, often in a short period. When they cannot tell which notice means they have to move, mistakes follow: families move too early and lose assistance, or miss a deadline to claim payments.

Lead with what the reader needs to know

Put the answer to "Do I have to move, and when?" at the top. Then cover what help the resident will get and whom to call. Legal citations and background can follow.

Practical writing tips

• Use short sentences and common words. Write "move" instead of "relocate" where it reads naturally, and explain terms like "comparable unit" the first time they appear.
• Say it directly. "You do not need to move now" is clearer than a paragraph about the status of the application.
• Use headings and lists so residents can find dates, payments and contacts quickly.
• Put dates in bold and show them the same way every time.
• Name a real person with a phone number and office hours.
• Keep the same format across notices so residents learn where to look.

Language and accessibility

Notices must be accessible to residents with limited English proficiency and to residents with disabilities. Translate them into the languages residents use, and offer large print, audio or other formats on request. Have a fluent reader check every translation before it goes out.

Explain notices in person

Written notices work better with a conversation. Advisory staff can walk each household through what a notice means, answer questions and confirm that the resident understood. Record that conversation in the household file.

Start from HUD's templates

HUD provides template RAD notices. They cover the required content. Edit them for clarity and for your project's details, and have counsel confirm the final version still meets the requirements.