How to Fill Out and Submit HUD Form 9832: Sections, Package, and Review

HUD Form 9832, the Management Entity Profile, is the questionnaire a property management company files with HUD’s local Area Office before it can take over a federally insured or HUD-assisted multifamily project. It reports the company’s structure, experience, staffing, purchasing practices, and identity-of-interest relationships so HUD can decide whether the firm is qualified to manage the property. The profile is one piece of a larger approval package that also includes Form HUD-2530 (Previous Participation Certification) and Form HUD-9839a, b, or c (Management Certification), and the full package must reach the Area Office at least 60 days before the proposed management start date.¹

Who Files the Form and How Much of It They Complete

Any company or individual seeking HUD approval to manage an insured or HUD-assisted multifamily property must submit a Management Entity Profile. The form recognizes four categories of management agent, and the category you fall into controls how much of the form applies to you.²

Independent fee managers and identity-of-interest agents answer every item on the form.
Owner-managers and administrators of projects for the elderly answer only the asterisked items. They also state whether they have previously managed insured or HUD-held projects and, if so, list them.

The form marks the required items with an asterisk, so you can quickly see what applies. For owner-managers, that distinction can cut the workload roughly in half. Independent fee agents and identity-of-interest agents should expect to complete all 19 items plus the certification.

How to Complete Each Section

The current version of Form HUD-9832 is available on the HUD forms page.³ The form runs several pages. Work through it in order.

Entity Identification (Items 1–3)

Items 1a through 1d ask for the company’s legal name, management entity type (owner-manager, independent fee agent, identity-of-interest agent, or project administrator), Employer Identification Number, and organization type. The printed options for organization type are Corporation, Partnership, Individual, and Other. If your entity is an LLC or another structure not listed, select “Other” and specify.²

Item 2 asks for names, titles, and Social Security Numbers of the firm’s principals, such as the general partner, president, or treasurer. Only SSNs are requested here; the company’s EIN goes in Item 1c. Item 3 requests mailing addresses for the home office and any branch offices involved in managing HUD-related multifamily projects.

Management Experience (Items 4–6)

Item 4 asks what year the company began managing properties. Item 5 asks you to estimate what percentage of your business involves different categories of management work. Items 6a through 6c cover how many projects you currently manage (broken out by rentals and cooperatives), how many are HUD-related, and roughly what percentage fall into categories such as subsidized elderly housing or market-rate apartments. HUD uses these numbers to gauge whether your firm has the scale and specialization to handle the proposed project.

Staffing and Credentials (Items 7–9)

Item 7 asks where key activities (accounting, maintenance, leasing, and so on) are administered: on-site, at the home office, or at a branch. Item 8 asks how many full-time employees serve in supervisory or advisory roles, broken out by function. Item 9 asks you to list professional memberships, licenses, certifications, or accreditations related to property management held by the company, its executives, or the supervisory employees counted in Item 8.

Purchasing and Identity-of-Interest (Items 10–11)

Item 10 asks you to describe purchasing procedures you use to control or reduce costs. Items 11a and 11b address identity-of-interest relationships. You must list any companies that regularly supply goods or services to your HUD-related projects and share an identity of interest with the management entity or its principals, then state whether any of those companies function as “pass-throughs.” Management agents are expected to buy goods and services on terms most favorable to the project, so HUD scrutinizes these disclosures closely.⁴

Operations and Oversight (Items 12–17)

Item 12 asks what property management manuals or procedures your on-site and supervisory staff use. Item 13 asks about recurring written reports on project operations. Items 14a and 14b ask how often company executives or supervisory staff visit managed projects and who, by job title, conducts those visits. Item 15, for companies managing subsidized projects, asks who prepares and reviews HUD-required documents. Item 16 covers how the home office supervises field staff. Item 17 asks you to describe employee training in areas including financial and recordkeeping requirements, civil rights and fair housing laws, and HUD occupancy requirements.

Contract History and Jurisdictions (Items 18–19)

Item 18 asks whether any project owner has cancelled a management contract held by your company in the past three years. Expect follow-up questions if the answer is yes. Items 19a through 19c ask you to list every HUD Field Office, state housing agency, and (if applicable) former FmHA office with jurisdiction over projects you currently manage or have managed. HUD uses these to cross-reference your track record across offices.

Certification

The final section certifies that all statements and information in the profile are true and correct. Signing a false certification exposes the signer to criminal liability under 18 U.S.C. 1001, which covers knowingly making false statements to a federal agency and carries up to five years in prison, a fine, or both.⁵

What Else Goes in the Submission Package

Form 9832 does not travel alone. HUD Handbook 4381.5 requires the owner or management agent to assemble a complete package.¹

Form HUD-2530, the Previous Participation Certification, reporting all principals and affiliates of the management agent and any previous housing projects they have participated in. HUD Headquarters reviews this clearance separately.
Form HUD-9839a, b, or c, the Management Certification, in which owner and agent jointly certify compliance with HUD requirements. Owner-managed projects use 9839a; identity-of-interest and independent fee agents use 9839b; project administrators use 9839c.
A proposed staffing list with job titles, approximate salaries (including hourly rates), a description of each position’s duties, and an explanation of how time and salary are allocated when an employee works across multiple projects.
A description of the system the agent uses to resolve resident complaints, with actual examples of how the system has been implemented.

The Area Office may request additional information to clarify anything in the package. Assembling all of these documents before you submit avoids the back-and-forth that stretches approvals by weeks.

Where and When to Submit

Send the complete package to the HUD Area Office with jurisdiction over the property. HUD’s Multifamily Housing page lists regional centers and satellite offices by geographic region, along with the account executives assigned to specific properties, and will point you to the right contact if you are unsure.⁶

The deadline: the package must reach the Area Office at least 60 days before the date the owner wants the new agent to take over. For emergency replacements, where a management agent must be swapped out immediately, the owner submits the approval materials as soon as the replacement agent is identified, without waiting for the 60-day window.¹

How HUD Reviews and Approves the Package

HUD Loan/Asset Management staff review the package to assess the proposed agent’s eligibility, past performance, management capacity, experience, and fidelity bond coverage. At the same time, HUD Headquarters processes the Form HUD-2530 clearance, searching for performance flags tied to the agent’s principals or affiliates.¹

HUD approves a proposed agent when three conditions are met: Headquarters approves the 2530 clearance, local staff determine the agent has capacity to manage the project effectively and in compliance with HUD requirements, and local staff confirm the agent carries adequate fidelity bond coverage. If the profile shows management problems or open audit findings at other projects the agent manages, the Area Office weighs whether the agent caused or worsened those problems and whether reasonable steps have been taken to fix them. HUD sends its decision by formal correspondence.

When to Update the Profile

There is no fixed renewal cycle. Handbook 4381.5 ties the update obligation to changes in reality: submit an updated profile whenever there are changes in the management entity’s organization or operations. The handbook specifically warns owners and agents not to wait until the management fee changes to submit a revised profile.¹

If a profile is already on file and the information is still accurate, a new submission is not required for each project. The owner or agent states in the cover letter that an accurate, up-to-date profile is on file and includes the date it was last submitted. If the profile is no longer current, or the entity has never submitted one in the HUD-9832 format, a new profile must be filed. Common triggers include adding or losing a principal, changing the entity’s legal structure, opening or closing a branch office, or taking on a significantly different type of property, such as moving from market-rate apartments to subsidized elderly housing.

Penalties for False or Incomplete Information

False information on Form 9832 exposes principals to criminal liability under 18 U.S.C. 1001, which carries up to five years in prison for knowingly making false statements to a federal agency.⁵ Criminal prosecution sits at the extreme end. The more common enforcement tool is the Limited Denial of Participation, or LDP.

Under 2 CFR Part 2424, an authorized HUD official can issue an LDP for reasons that include irregularities in past performance, failure to honor contractual obligations, false certifications in connection with any HUD program, or failure to maintain the prerequisites of eligibility. An LDP can remain in effect for up to 12 months and excludes the person from participating in the specific HUD program or programs cited. It is narrower than full debarment but still shuts you out of the work.⁷ For more serious or repeated violations, HUD can pursue full suspension or debarment, which bars an entity from all federal programs.

1
U.S. Department of Housing and Urban Development. HUD Handbook 4381.5 REV-2 – Approval of Management Agents
2
U.S. Department of Housing and Urban Development. Management Entity Profile – HUD Form 9832
3
U.S. Department of Housing and Urban Development. HUD Forms
4
U.S. Department of Housing and Urban Development. Project Owner’s/Management Agent’s Certification for Multifamily Housing Projects
5
Office of the Law Revision Counsel. 18 USC 1001 – Statements or Entries Generally
6
U.S. Department of Housing and Urban Development. Multifamily Housing Regions and Satellite Offices
7
eCFR. Nonprocurement Debarment and Suspension