Apartments primarily verify Emotional Support Animal (ESA) letters by confirming the legitimacy of the document and the credentials of the licensed mental health professional (LMHP) who issued it. Landlords are entitled to verify an ESA letter to ensure it meets the necessary legal and professional standards.
Key Aspects Apartments Examine for Verification
When an apartment management receives an ESA letter, they typically look for specific details and may take steps to confirm their validity.
1. Checking Letter Authenticity
A legitimate ESA letter should always come from a qualified LMHP and contain specific identifying information. Landlords will look for the following:
- Professional Letterhead: The letter must be printed on the official letterhead of the mental health professional.
- LMHP Contact Information: Clear and current contact details, including their phone number and email address, should be present.
- Therapist's License Number: The letter must include the LMHP's professional license number. This is crucial for verifying their ability to practice.
- Date of Issuance: The letter should be dated to show its recency.
- Statement of Disability-Related Need: The letter should clearly state that the individual has a disability (without disclosing specific diagnoses) and that the animal is necessary to provide emotional support to mitigate symptoms associated with that disability.
2. Verifying the Professional's Credentials
The presence of the above details allows landlords to proceed with verification steps. This often involves:
- Contacting the LMHP: Landlords are welcome to contact the mental health professional directly using the provided contact information (phone number, email address) to confirm they indeed issued the letter. They may ask to verify:
- If the letter was issued to the tenant.
- If the professional is currently licensed and actively practicing.
- If the professional has an established therapeutic relationship with the tenant.
- Checking License Boards: With the therapist's license number, landlords can independently verify the LMHP's license status through state professional licensing boards. These online databases confirm if the professional is licensed, in good standing, and authorized to practice in that jurisdiction.
What Landlords Cannot Ask:
It's crucial to note that while landlords can verify the letter's authenticity, they cannot legally inquire about the specific details of a tenant's disability, medical history, or ask for medical records. Their inquiry is limited to confirming the legitimacy of the ESA letter and the professional's credentials.
Steps for Landlords to Verify an ESA Letter
Here's a simplified process landlords might follow:
- Receive the ESA Letter: Obtain the original or a clear copy of the letter from the tenant.
- Review Letter Details: Check for all required information, including letterhead, LMHP contact information, and license number.
- Verify LMHP License: Look up the therapist's license number on the relevant state's professional licensing board website (e.g., Board of Psychology, Board of Behavioral Sciences).
- Contact the LMHP (Optional but Recommended): Reach out to the professional to confirm the letter's issuance and their ongoing therapeutic relationship with the tenant.
- Document Verification: Keep records of all verification attempts and outcomes.
Common Red Flags
Landlords are often wary of fraudulent ESA letters, which have unfortunately become more common due to online "ESA registration" sites. Red flags might include:
- Letters from websites that promise instant ESA certification without a genuine consultation.
- Letters lacking professional letterhead or complete contact information.
- Professionals who are not licensed in the state where the tenant resides or where the letter was issued.
- Professionals who refuse to speak with the landlord for verification (beyond the scope of permissible questions).
By following these verification steps, apartments can distinguish legitimate ESA requests from fraudulent ones, ensuring compliance with fair housing laws while protecting their property rights.
