A practical, board-friendly guide to NYC’s required inspections and filings.
Bedbug filing
Purpose: This annual filing reports any bedbug activity in the building.
Requirements: Submit the report online through the HPD portal.
Law: NYC Administrative Code Section 27-2018.2
Deadline: December 31 every year
Impact if missed: Civil penalties and public record notation
Prep: Have building staff track any reports or treatments.
Handled by: Property manager
Property registration
Purpose: Keeps HPD updated on ownership and contact info for your building.
Requirements: File the registration annually via the HPD system.
Law: NYC Housing Maintenance Code §27-2097
Deadline: September 1 each year
Impact if missed: Fines and possible legal or enforcement delays
Prep: Confirm owner/officer details are accurate.
Handled by: Property manager
Energy efficiency label
Purpose: Informs the public of your building's energy performance.
Requirements: Print and post the latest letter grade near all public entrances.
Law: Local Law 33 of 2018, amended by Local Law 95 of 2019
Deadline: Post within 30 days of October 1 release
Impact if missed: Violations and DOB fines
Prep: Download the latest label from DOB NOW and swap out the old one.
Handled by: Property manager
Conflict disclosure (BCL §727)
Purpose: Makes sure board members disclose any personal financial interests.
Requirements: Each board member completes and files a disclosure form internally.
Law: NY Business Corporation Law §727
Deadline: Once annually
Impact if missed: Legal and fiduciary risk to the board
Prep: Distribute and collect forms for board records.
Handled by: Board + Property manager
Petroleum bulk storage
Purpose: Ensures safe storage and use of building fuel sources.
Requirements: Register tanks, complete inspections, keep logs.
Law: 6 NYCRR Part 613
Deadline: Registration every 5 years; inspection schedules vary
Impact if missed: Fines and environmental liability
Prep: Confirm access and signage. Schedule licensed vendors.
Handled by: Vendor + Property manager
Elevator inspections (CAT 1, CAT 5, periodic)
Purpose: Verifies elevator safety and code compliance.
Requirements:
- CAT 1: Annual safety inspection
- CAT 5: Full-load test every 5 years
- Periodic: DOB and owner inspections as scheduled
Law: NYC Building Code, Rule 1 RCNY 101-07
Deadline: CAT 1 by Dec 31; CAT 5 on cycle; periodic as required
Impact if missed: Fines, violations, liability
Prep: Vendor access to equipment rooms and shafts
Handled by: Vendor + Property manager
Boiler inspections
Purpose: Checks boiler safety and emissions.
Requirements:
- Annual: Standard inspection
- Triennial: Deeper inspection and filings
Law: NYC Building Code, DEP requirements
Deadline: Based on install date and inspection history
Impact if missed: Fines, potential service outages
Prep: Confirm logbooks are up to date and space is accessible
Handled by: Vendor + Property manager
Fire suppression (sprinklers, standpipes, fire pump)
Purpose: Confirms fire systems are ready and functional.
Requirements:
- Sprinklers: Annual functionality check
- Standpipes: 5-year hydrostatic pressure test
- Fire pump: Annual performance test
Law: NFPA 25, NYC Fire Code
Deadline: Varies by system and test type
Impact if missed: FDNY violations, safety risk, insurance exposure
Prep: Coordinate testing with vendor and building access
Handled by: Vendor + Property manager
Fire safety systems
Purpose: Confirms readiness of fire alarms and extinguishers.
Requirements:
- Fire alarms: Annual certified test
- Extinguishers: Tagged and inspected annually
Law: NYC Fire Code, NFPA 10
Deadline: Annually
Impact if missed: FDNY violations, safety liability
Prep: Make sure vendors have access to all common areas
Handled by: Vendor + Property manager
Cooling towers
Purpose: Prevents Legionella and ensures system hygiene.
Requirements:
- Annual certification: Filed with NYC DEP
- Hyperhalogenation: Monthly disinfection May–September
Law: NYC Health Code Article 8, Chapter 8A
Deadline: Nov 1 for certification; monthly in warm months
Impact if missed: Health risk, major fines
Prep: Confirm disinfection logs and regular maintenance
Handled by: Vendor + Property manager
Water tanks
Purpose: Ensures water is clean and tanks are structurally sound.
Requirements:
- Bacterial testing: Annual water quality check
- Visual inspection: Annual structural review
Law: NYC Health Code
Deadline: Annually
Impact if missed: Health code violations, resident concern
Prep: Schedule testing and coordinate access
Handled by: Vendor + Property manager
Final notes & best practices
Staying compliant helps protect your residents, your budget, and your peace of mind. Here are some tips to make it easier:
- Make a shared calendar: Track due dates and prep time so inspections never sneak up.
- Plan ahead for access: Most inspections require vendor time, system downtime, or resident notice—get ahead of it.
- Know the cost of delay: Fines stack fast. So can frustration. Staying ahead pays off.
Daisy keeps buildings compliant with a proactive calendar and inspection scheduling. Boards can track upcoming deadlines, inspection dates, and status updates right in their dashboard—so nothing slips through the cracks.
