The Application Checklist: Everything You Need to Apply for a HAPI Property

You found the perfect affordable apartment. The rent is $1,400. The location is perfect. You fill out the application, hit submit, and wait. Two weeks later, you get the letter: Denied. Reason: “Incomplete Application.”

It is the most common reason we have to reject potential tenants. In the world of government-regulated housing (LIHTC, HHFDC, Section 8), “close enough” does not count. If a single page of a bank statement is missing, our compliance team cannot approve you. It isn’t because we are mean; it’s because the IRS or HUD will flag the file.

At Hawaii Affordable Properties, Inc. (HAPI), we want you to get approved. We wrote this ultimate checklist to help you get it right the first time.

Key Takeaways

• The “All Pages” Rule: If a bank statement says “Page 1 of 6,” we need all 6 pages—even if the last page is blank.
• Consecutive Paystubs: Do not skip a paycheck. We need to see the exact sequence to calculate your annual income.
• The “Gap” Letter: If you were unemployed for any period, you must write a simple letter explaining it.
• Wet Ink vs. Digital: While you can email your initial application, the final Lease and TIC usually require a physical “wet ink” signature.

1. The “ID Pack” (Who You Are)

We need to prove everyone exists and is eligible.

Gather these for every single household member (including babies):

• Government Photo ID: Valid Hawaii Driver’s License, State ID, or Passport (for all adults 18+). Tip: If it’s expired, renew it first at the DMV. We cannot accept expired IDs.
•  Social Security Cards: The actual card.
  • Lost Card Strategy: If you lost it, order a replacement from the Social Security Administration now—it takes weeks. In the meantime, the receipt from the SSA office showing you ordered it is sometimes accepted as a placeholder.
•  Birth Certificates: Required for all minors (under 18).
•  Student Status Verification: If you have an adult child (18-23) who is a full-time student, we need a letter from the school registrar confirming their full-time status.

2. The “Income Pack” (What You Earn)

This is where most mistakes happen.

We calculate Gross Income (before taxes). We need to see the paper trail.

If you have a Job (W-2):

•  Paystubs: The last 4 to 6 consecutive paystubs.
  • The Trap: Do not send us Jan 1st and Feb 1st but skip Jan 15th. We need to see the sequence to check for overtime consistency.
•  Employment Verification: Be ready to provide your HR manager’s email. We will send them a form to sign.

If you are Self-Employed / Gig Worker (Uber, Turo, Side Hustle):

• Tax Returns: The last 2 years of Federal (1040) and State (N-11) tax returns, signed.
•  Schedule C: This must be included in the tax return to show your business profit/loss.
•  P&L Statement: A current “Profit and Loss” statement for the current year (we can provide a blank form if you don’t have one).

Fixed Income:

•  Social Security Award Letter: The current year’s letter showing your monthly benefit.
• Pension Statement: Showing your gross monthly payout.
•  Public Assistance: TANF or GA verification letters from the Department of Human Services.

3. The “Asset Pack” (What You Own)

The “Hidden Trap.”

Many applicants hide assets because they think “Low Income” means “No Savings.” Wrong. You are allowed to have savings! Hiding them is fraud; declaring them is fine.

•  Checking Account Statements: The last 6 consecutive months.
• Savings Account Statements: The current month’s statement.
•  The “All Pages” Rule: If your statement says “Page 1 of 4” and Page 4 is just legal disclaimer text—WE STILL NEED IT. The auditor checks page numbers to ensure you aren’t hiding a large deposit on a missing page.
•  401(k) / IRA: The most recent quarterly statement. (We generally don’t count the balance as income, but we must verify it exists).
• Pre-Paid Cards: Do you receive child support or benefits on a debit card (Direct Express/Aloha EBT)? We need the ATM balance inquiry slip (dated within 120 days).

4. The “Hawaii Life” Extras

Specifics for our islands.

• Divorce Decree: If you are divorced, we need the court decree to verify who pays/receives Alimony.
• Child Support: Even if you don’t receive it, we often need a printout from CSEA (Child Support Enforcement Agency) showing a $0.00 payment history to prove it.
•  Section 8 Packet: If you have a voucher, bring your “Request for Tenancy Approval” (RFTA) packet.
• Landlord Reference: Contact info for your current landlord. (Tip: Give them a heads-up that we will be calling).

The “Wet Ink” Rule vs. Digital Signatures

When “DocuSign” isn’t enough.

In 2026, you can do almost everything on your phone—except sign a LIHTC Lease.

• The Application: Can usually be submitted digitally (PDF scan).
• The Lease & TIC: HHFDC typically requires a “Wet Signature” (Blue Ink) for the final Tenant Income Certification (TIC) and Lease. This means you must physically come into the office for your final interview.
• The Fix: Do not plan to be off-island during the final approval week. You cannot just “Click to Sign” these federal documents.

How to Organize Your File (Pro Tip)

Don’t hand us a shoebox of receipts.

If you want your application processed fast, organize it like a pro:

1. Use a Binder or Folder: Do not staple documents (we have to scan them). Use paperclips.
2. Label the Sections: “Income,” “Assets,” “IDs.”
3. No White-Out: Never use white-out on a government form. It invalidates the document immediately. If you make a mistake, cross it out with a single line, write the correct info, and initial next to it.

Common Pitfalls: Why Applications Fail

Avoid these rookie mistakes.

1. The “Venmo” Mystery We see Venmo transfers on your bank statement.

• The Problem: Is that income? A loan? A gift?
• The Fix: If it’s just your friend paying you back for lunch, write a “Self-Affidavit” explaining it. If it’s undocumented income, declare it.

2. The “Gap” in Employment You worked at Zippy’s until March, then started at Foodland in June

• The Problem: What happened in April and May?
• The Fix: Write a simple “Zero Income Affidavit” for those months. “I was unemployed and lived off savings.” Sign and date it.