If you own or manage a rental in Cambridge, you are responsible for giving tenants a clear summary of their rights and local resources at key points in the tenancy. It is an easy step to miss during a busy lease signing or turnover. Skipping it can create risk and slow down an otherwise smooth move-in or move-out.
This guide walks you through what Cambridge expects, how to deliver the notice, what to include with your Massachusetts disclosures, and how to document it. You will leave with a simple checklist you can drop into your lease packet today. Let’s dive in.
What the City requires
Cambridge requires landlords to provide tenants with a City-issued or City-specified Tenant Rights or Tenant Resources notice. You should give this at lease start and, if required by the ordinance, again at termination. The City’s goal is to make sure tenants understand their rights, how to request inspections, and where to get help.
Because local rules can change, always verify the current ordinance language and the latest City handout on the official City of Cambridge website or in the Cambridge municipal code before you finalize your packet.
Why this notice matters
- It summarizes key tenant protections under local and state law.
- It points tenants to City contacts for inspections and health issues.
- It outlines complaint steps and timelines.
- It reduces confusion during repairs, disputes, or a potential eviction.
What to include in the notice
Use the official City form when available, or mirror its content exactly. If Cambridge publishes a new version, switch to it immediately. The Tenant Rights notice typically includes:
- A summary of tenant rights under local and state law
- How to file a housing complaint and what happens after
- Contact information for:
- Cambridge Inspectional Services for housing code issues
- Cambridge Public Health Department for lead hazards and health concerns
- City legal or tenant assistance referral resources
- Emergency housing and rental assistance programs
- Eviction prevention and local legal aid resources
- Language access and translation information
- Anti-discrimination rights and how to request reasonable accommodations
- A place for tenant acknowledgment or landlord notation with date and delivery method
Tip: Keep the City handout in your lease packet and get it signed or acknowledged in the lease itself.
Massachusetts notices to deliver too
Cambridge’s notice sits alongside Massachusetts and federal requirements. At lease start and at termination, pair the City notice with these items as applicable:
- Security deposit disclosure and handling (M.G.L. c. 186 §15B)
- Provide a written receipt, the bank name and account, and interest terms if applicable.
- Return the deposit or provide an itemized accounting within the statutory timeframe after termination. In Massachusetts this is commonly 30 days. Failing to comply can trigger statutory penalties, including potential treble damages and attorney’s fees.
- Lead paint disclosure for homes built before 1978
- Provide the required federal lead disclosure and EPA pamphlet. Massachusetts lead laws also apply and are overseen locally by the Cambridge Public Health Department.
- Smoke and carbon monoxide alarm compliance statement
- Confirm required detectors are present and note any tenant responsibilities.
- Owner or manager contact information
- Include name, mailing address, and an emergency contact for the authorized agent.
- Rental registration or occupancy documentation
- If Cambridge requires rental registration or periodic inspections, ensure compliance and include any City documentation you must share.
- Utilities and services
- Clarify who pays for heat, hot water, electricity, and trash, and any rules for shared services.
- Massachusetts Attorney General materials
- Direct tenants to the AG’s Landlord-Tenant resources for added clarity on state rules.
Timing and delivery
When to deliver
- Lease start or move-in: Provide the Cambridge Tenant Rights notice at or before lease signing and no later than move-in. If the City requires acknowledgment, get it signed before occupancy.
- Termination or move-out: If the ordinance requires re-delivery, provide the notice again at termination. Confirm whether “termination” means your notice to end the lease, the lease end date, or the date the tenant vacates.
- State timelines: Give lead disclosures before lease execution. For security deposit accounting, follow Massachusetts statutory deadlines, commonly 30 days after termination.
How to deliver
- Paper: Include the City handout in the lease packet. Ask tenants to sign a receipt or initial a clause acknowledging delivery.
- Electronic: If allowed, send by email with the PDF. Keep read receipts, timestamps, or e-sign logs. Confirm the City accepts electronic delivery and acknowledgment.
- If a tenant will not sign: Document your attempt. Note the date, method, and a brief description of the refusal, and keep a copy of the notice provided.
Recordkeeping essentials
- Keep a copy of every notice delivered and the signed receipt.
- Store security deposit records, lead certificates, and inspection correspondence at least as long as Massachusetts law requires and ideally for 3 to 7 years after move-out.
- Keep a log of any inspection requests, complaints, and resolutions.
Move-in checklist
Use this step-by-step list to keep your Cambridge file complete at lease start:
- Provide the official Cambridge Tenant Rights or Tenant Resources notice. Get acknowledgment.
- Deliver security deposit receipt and bank/account details if collecting a deposit.
- Provide lead paint disclosure and EPA pamphlet for pre-1978 homes.
- Confirm smoke and carbon monoxide detector compliance and note tenant responsibilities.
- Share owner or agent name, mailing address, and emergency contact.
- Include any required Cambridge rental registration or occupancy documentation.
- Clarify utilities and services responsibilities in writing.
- Execute the lease, give tenants a full copy, and store all signed pages and notices.
Move-out checklist
Protect your timeline and reduce disputes with a clean process:
- If required, re-deliver the Cambridge Tenant Rights notice at termination.
- Confirm move-out date definitions in your notices and lease.
- Conduct a move-out inspection and document condition with photos.
- Return the security deposit or provide a detailed accounting within the statutory timeframe.
- Keep copies of all communications, notices, and delivery receipts.
Enforcement and penalties
City departments, including Inspectional Services and the Public Health Department, enforce local housing requirements. They conduct inspections, issue orders, and can assess administrative penalties for noncompliance. Massachusetts agencies and courts enforce state landlord-tenant statutes.
Common risks include fines for missing City notices, penalties for late or improper security deposit handling, enforcement actions for lead law violations, orders related to habitability issues, and claims tied to retaliation after tenants exercise their rights. In particular, mistakes with security deposits can be costly, with the statute allowing for significant damages in some cases.
Common pitfalls to avoid
- Using an outdated City handout instead of the newest version
- Delivering the City notice late or only verbally
- Skipping acknowledgment and lacking proof of delivery
- Mixing pre-1978 and post-1978 processes on lead disclosures
- Missing the security deposit accounting deadline
- Failing to clarify utilities, trash, or shared services in writing
Where to verify forms
Before each new lease or turnover, confirm the latest rules and documents from:
- The City of Cambridge website and municipal code for the Tenant Rights notice and any rental registration requirements
- Cambridge Inspectional Services and the Cambridge Public Health Department for complaint procedures and lead compliance
- Massachusetts General Laws, especially M.G.L. c. 186 §15B on security deposits
- Massachusetts Attorney General tenant-landlord resources for summaries and best practices
- U.S. EPA and the Massachusetts Department of Public Health for lead paint disclosures and pamphlets
- Local legal aid organizations for up-to-date eviction prevention and referral information
The bottom line
If you manage rentals in Cambridge, build the City’s Tenant Rights notice into your standard move-in and move-out workflows. Pair it with Massachusetts disclosures, get signed acknowledgment, and keep records. This keeps your tenancy on track, lowers risk, and gives tenants clear guidance on how to work with you.
If you want a clean, ready-to-use move-in packet and a timeline that fits your property, our team supports investor clients with straightforward turnover checklists and neighborhood insight. Have questions about Cambridge rental compliance or preparing a unit for market? Reach out to Unknown Company for a quick consult.
FAQs
What is the Cambridge Tenant Rights notice?
- It is a City-issued or City-specified document that summarizes tenant rights, complaint steps, and local resources, which landlords must provide at defined points in a tenancy.
When do Cambridge landlords deliver the City notice?
- Provide it at lease start or move-in and, if the ordinance requires, again at termination. Always confirm the current timing on the City’s site or in the municipal code.
Can I email the Cambridge Tenant Rights notice?
- Yes, if local rules permit electronic delivery and acknowledgment. Keep proof such as timestamps, read receipts, or e-sign logs, and confirm the City accepts e-delivery.
What if my tenant will not sign the acknowledgment?
- Document your attempt to deliver, note the date and method, keep a copy of the notice, and retain an email or witnessed statement describing the refusal.
What Massachusetts disclosures go with the City notice?
- Common items include security deposit disclosures, lead paint disclosures for pre-1978 homes, smoke and CO compliance statements, owner or agent contacts, utilities responsibility, and any required rental registration documentation.
What are the penalties for missing notices in Cambridge?
- The City can assess administrative penalties for local violations, and state law imposes civil remedies for issues like security deposit mishandling, including potential treble damages and attorney’s fees.
Where do tenants file housing complaints in Cambridge?
- Tenants typically contact Cambridge Inspectional Services for housing code issues and the Public Health Department for health concerns; the City guides them through inspections and follow-up steps.
