What Landlords and Property Owners Should Do
Receiving a Chicago building violation is a stressful moment for any landlord or property owner. But a clear, organized response can help you address the problem and move forward on the right foot. Whether the notice involves a repair, a safety concern, or work completed without a permit, it’s essential for landlords and property owners to act promptly and keep good records.
Here’s what Chicago landlords and property owners should do after receiving a building code violation.
1. Read the Notice Carefully
A building violation notice identifies conditions the City believes do not meet applicable requirements. Review every item listed and make note of:
The property address and location of each alleged violation
The cited code sections and description of the conditions
Any deadlines or instructions for correcting the issues
Any scheduled hearing or court date
The department or contact listed for questions
Keep the notice in a central file and share it with your property manager, contractor, or attorney as appropriate. Don’t assume every violation follows the same process or timeline; the next steps depend on the notice and the circumstances.
If the description is unclear, contact the department or person listed on the notice. You can also call Chicago 311 or the Department of Buildings at (312) 743-7200.
2. Address Urgent Safety Concerns
Some violations require more immediate attention than others. Conditions involving electrical hazards, fire safety, structural damage, or essential building systems put residents and visitors at risk and need to be addressed right away.
Arrange for a qualified professional to assess urgent issues and begin appropriate repairs. If residents will be affected, communicate what you know, explain how access and repairs will be coordinated, and provide updates as the work progresses. Even when an issue appears minor, don’t let it sit. A small maintenance problem can easily snowball into a more expensive or disruptive issue.
PRG Management clients benefit from scheduled proactive maintenance and 24/7 emergency maintenance services that address issues long before they turn into Chicago building violations. Learn more about our investment and rental management services.
3. Make the Required Repairs
Once you understand the cited conditions, determine what work is needed, what vendor will perform it, and whether a permit or inspection is required for the work. Depending on the violation, you may need a licensed contractor or another qualified professional.
Ask the vendor for a written scope of work and an expected timeline. If the notice lists multiple violations, track each one as a separate project so nothing is overlooked. Schedule work promptly and coordinate access with residents when necessary.
If you believe a violation was issued in error or the required work cannot be completed by the stated deadline, follow the instructions on your notice. A proactive property management company, like PRG Management, can help you understand the violation and support you through the entire process of addressing and resolving the concerns.
4. Document Your Progress
As a landlord or property owner, you should be used to maintaining and organizing important documentation. Keep a record of the notice, conditions, and the steps taken to correct it. Useful documentation may include:
Dated photos from before, during, and after repairs
Contractor proposals, invoices, and receipts
Permit records and inspection results
Correspondence with contractors, residents, and the City
A timeline of completed work and any work still in progress
Organizing these materials as you go makes it easier to answer questions, demonstrate progress, and prepare for a hearing. If repairs are incomplete when you appear, bring records showing what has been done and what remains.
5. Attend the Hearing and Follow Through
A Chicago building violation may lead to an administrative hearing or a court proceeding, depending on the level of severity of the violation. If you receive a notice to appear, review the location, date, and instructions carefully. Attend unless you have confirmation that your appearance is no longer required.
Completing repairs does not automatically cancel a hearing. The City explains that the hearing is an opportunity to contest allegations and present proof that problems were corrected. Read more about this on the City of Chicago Buildings Division FAQs
Bring your documentation, be prepared to explain the status of each cited item, and follow any instructions or orders issued afterward. Arrange any required follow-up inspections and keep records of the final outcome.
How Can Landlords Prevent Future Building Violations?
Regular preventative maintenance and timely responses to resident concerns will help landlords and property owners identify issues and reduce the risk of future problems.
Create a schedule for inspecting common areas and building systems, keep maintenance records organized, and make sure residents know how to report concerns. Staying informed about changing Chicago regulations is also an important part of managing a rental property.
How PRG Management Can Help
PRG Management helps property owners manage the day-to-day responsibilities of an investment property and take a proactive approach to compliance. Our team stays on top of changing requirements, coordinates maintenance and repairs, and works with owners to address property concerns before they become larger problems.
Need help managing your Chicago rental property or have questions about a recent violation? Contact PRG Management to discuss your property and your management needs.