The following documentation can be used as Third Party Documentation that an individual or an adult head of household (or if there is no adult in the family, a minor head of household) is currently homeless, their length of homelessness and previous episodes of homelessness.
- An HMIS record
- A written observation by an outreach worker of the conditions where the individual was living
- A written referral from another housing or service provider
- A written statement from a community member
Documentation from a Housing or Service Provider or Community Member
The third-party can only provide documentation for those months when he/she personally encountered the applicant.
Single Encounters
Third-party documentation of a single encounter with a homeless service provider, community member or single HMIS record on a single day within 1 month is sufficient to consider an individual as homeless and living or residing in a place not meant for human habitation or an emergency shelter for the entire calendar month unless there is evidence that there has been a 7 night (or longer) break in homelessness during that calendar month.
Tips for Third Party Documentation
Third-party documentation can be a written statement from the third party OR an oral statement that is recorded by the intake worker. All third-party documentation must include:
- The date that the letter was written or that the oral statement was recorded
- The date(s) that the third-party personally encountered the applicant; if specific date (day, month and year) are unavailable, provide the month and year.
- If the third-party physically observed the applicant's living situation, a description of that living situation should be included.
- If the third-party did not physically observe the applicant's living situation, then a description of their conversation with the applicant for each encounter and why he/she believes in his/her professional judgement that the applicant was staying in shelter or place not meant for human habitation during that encounter.
- The printed name and signature of the third-party intake worker, along with the date they signed the document. If applicable, also include the title of the person signing the document.
- Letters from housing or service providers should be on agency letterhead.