Developed by Health In Sight LLC for the Oregon Tobacco Prevention & Education Program
Find signs and letters to customize at smokefreehousinginfo.com
Smokefree Housing Enforcement Toolkit
It’s Easier Than You Think
This toolkit was developed with generous contributions from
Guardian Management LLC who led the way in adopting no-smoking policies.
Background: No-smoking policies are not targeting smokers. Their purpose is
to protect the property from damage and fire danger, as well as to help
protect all residents from secondhand smoke exposure. The overall goal is to
provide a safe, clean, socially responsible living environment for all residents.
Steps to Communicate and Enforce the No-smoking Policy:
1. Market the no-smoking rule to prospective residents as an amenity.
Make sure that “smokefree” or “no-smoking” is included in all
advertising. Remember 70% of Oregon renters want a smokefree unit.
2. Put the rule in writing – Incorporate the no-smoking policy into the
written lease through a No-Smoking Addendum or House Rules. Make
sure all new and current residents are aware:
• where smoking is allowed and where it is not
• that the no-smoking policy applies to their guests too
3. Post adequate signage identifying the property/buildings as smokefree:
• Obtain signage to print out yourself at smokefreehousinginfo.com
(see examples on page 3.)
4. Enforcement – Most smokefree policies are self-enforcing. Residents
can be your greatest allies. If a resident complains about being
bothered by smoke or knows of another resident who has violated the
policy, document the facts and resolve the matter. Treat violating the
no-smoking policy like any other lease violation.
Lack of enforcement with one resident may hamper enforcement with
future residents. Prompt, consistent action will send a clear message to
everyone in your property that smoking is not allowed.
Oregon Smokefree
Housing Project
Developed by Health In Sight LLC for the Oregon Tobacco Prevention & Education Program
Find signs and letters to customize at smokefreehousinginfo.com
Common steps landlords can take to enforce the policy:
a. Start with a verbal meeting with the resident who is violating the
policy. A resident complaint may prompt a “knock and talk”.
The resident does not have to answer the door, nor do they have
to let you in, but if the door opens, it is an opportunity to have a
friendly talk about the no-smoking policy. Document the visit
and whether or not you smelled smoke inside the unit.
b. Follow-up the visit with a letter acknowledging the conversation
and the outcome – see Sample Friendly Warning Letter.
c. If the problem repeats, send a First Written Violation letter to
the resident – see Sample Violation Warning Letter.
d. Depending on the circumstances, another repeat violation may
result in a final written violation letter.
e. If the violation persists, issue a 30/14 Termination Notice (in
Oregon).
f. If the situation is remedied by the resident to avoid eviction but
the smoking problem begins again within six months of the 30/14
termination process, an immediate termination can be issued.
Developed by Health In Sight LLC for the Oregon Tobacco Prevention & Education Program
Find signs and letters to customize at smokefreehousinginfo.com
Signage
Graphic files of these images to make your own signs are available at
https://www.smokefreehousinginfo.com/pages/Signssmokefree%20property.html
Sample Friendly Warning Letter
Apartment Name
Street Address
City, State, Zip
Pleasantville, OR 97008
Phone Fax
Date
Resident Name
Street and apartment #
City, State, Zip
Dear Resident,
On (give date) you submitted a maintenance request for
________________. When entering your unit, I noticed a very strong
odor of cigarettes. I asked if you had been smoking, you said that you
were trying to stop. I reminded you that you are not allowed to
smoke in your unit.
Per your lease/house rules #48, smoking is prohibited in any area of
the property. I have attached a copy of the house rules for you to
review.
Please refrain from smoking in your unit or on the property.
Failure to comply with your lease could result in eviction proceedings.
If you have questions or concerns, please contact me at 503–222-2222
or stop by the office.
Thank you for your cooperation in this matter.
Property Manager’s Name
Title
Property Name
Management Company
Sample Violation Warning Letter
Apartment Name
Street Address
City, State, Zip
Pleasantville, OR 97008
Phone Fax
Date
Resident Name
Street and apartment #
City, State, Zip
Dear Resident,
Pleased be advised that you are in violation of (Property Name’s) community
policies or local laws.
Per your lease/house rules #___, smoking is prohibited in any area of the
property. I have attached a copy of your lease with the applicable rules
highlighted. We are aware that you are continuing to smoke (describe
where).
You, your family members, roommates and/or visitors must refrain from
smoking in your unit or on the property. You are requested to correct this
situation by ____________________.
Your immediate attention to this matter is greatly appreciated. Please
contact the management office if you have questions. Failure to comply
with your lease could result in eviction proceedings.
If you have questions or concerns, please contact me at 503–222-2222 or stop
by the office.
Thank you for your cooperation in this matter.
Property Manager’s Name
Title
Property Name
Management Company
These sample letters may be found as customizable Word docs at https://www.smokefreehousinginfo.com/pages/Enforcement%20&%20Communication.html