How to give your landlord proper written notice

What the notice must include

The statute is specific about what a notice under HB 395 must communicate. Under § 55.1-1234.1 of the Code of Virginia, written notice to a landlord must give enough information for the landlord to evaluate the system, verify compliance, and inspect the installation if needed.

In practice, that means five core elements:

1. Manufacturer and model of the panel(s) and microinverter. Not just "a solar kit" — the specific brand, model name, and model number for each component. This is what allows the landlord or their attorney to verify the UL 3700 listing independently.

2. Confirmation of UL 3700 certification. Include the certification number if available, and attach a copy of the product's certification documentation or UL listing page. After July 1, 2026, HB 395-compliant products are required to carry a disclosure label with this number — it can typically be found on the box or in the product spec sheet.

3. The system's rated AC output. The inverter nameplate rating in watts AC, not the panel's DC rating. HB 395's 1,200 W cap is measured at the inverter output. Both numbers should be stated to avoid confusion.

4. Mounting method and location. Describe how the system will be secured — railing clamp, freestanding ballasted frame, patio stand, or similar — and where on the unit it will be placed. "On the south-facing balcony, using a railing-clamp bracket that requires no drilling" gives the landlord an accurate picture without creating ambiguity.

5. Proposed installation date. Specifically, a date at least 30 days after the landlord receives the notice, not 30 days after it's sent. Build in transit time when mailing.

The official SCC form — what we know so far

HB 395 directs the Virginia State Corporation Commission to publish a standard notification form that renters and property owners can use to satisfy the written-notice requirement. As of mid-2026, the SCC's stakeholder working group has released a draft — the SCC's HB 395 stakeholder docket shows versions circulated in May and June 2026 — but the final, official version won't be available until the January 1, 2027 consumer protection effective date.

The draft form, based on what's been shared in the docket, requires largely the same information as outlined above: equipment identification, certification number, AC output, mounting method, installation date, and the unit address. It also includes a checkbox for "voluntary utility notification," reflecting the SCC's expectation that renters proactively inform their utility as well.

Using the SCC's form is the clearest way to demonstrate compliance after it becomes available. Until then, the interim template below is designed to cover the same ground.

When to send it

HB 395 sets a 30-day minimum advance notice window, measured from the date the landlord receives the notice — not the date it was sent. That distinction matters for delivery method.

Sending notice earlier than 30 days is always better. A landlord who wants to impose conditions, request more documentation, or consult their attorney needs time to do so before the proposed installation date. Giving 45–60 days rather than the minimum 30 generally produces smoother outcomes and demonstrates the kind of good faith that matters if a dispute eventually ends up in front of a court or housing tribunal.

Timing also matters relative to lease renewals. If a lease is up for renewal within the next six months, sending notice now — before any renewal negotiation — is useful. It lets the tenant learn whether the landlord will impose conditions, and gives time to push back if those conditions seem unreasonable, before being in the weaker negotiating position of a lease renewal.

How to deliver it — and why delivery method matters

Delivery method determines what can be proved later. The notice needs to create a timestamped record of when it was sent and when it was received. These methods work, in order of preference:

1. Certified mail with return receipt. Addressed to the landlord or property manager at the address designated in the lease for legal notices. The green return receipt card provides documented proof of delivery date.

2. Email to the lease's designated legal-notice address, with a read receipt. Many leases specify an email address for official communications. If the lease does, that address should be used — a read receipt or delivery confirmation gives a comparable record.

3. Hand delivery to the property manager with a signed acknowledgment. Have the property manager sign and date a copy of the notice, and keep the signed copy.

Whichever method is used, keep a copy of the notice and proof of delivery together with the lease documents. If a dispute arises later, having both in hand is what turns a strong legal position into a provable one.

Copy-paste template

The template below is designed to satisfy HB 395's notice requirements for the period before the SCC's official form is available. Fill in the bracketed sections; the plain-language structure covers every required element.

"

Dear [Landlord / Property Manager Name],

I am writing to provide advance written notice under Virginia HB 395 (Code of Virginia § 55.1-1234.1) of my intent to install a plug-in solar system at my unit at [full unit address].

System details:
• Panel: [Manufacturer] [Model], [X] W DC rated
• Microinverter: [Manufacturer] [Model], [X] W AC rated (UL 3700 certified, certification number: [XXXXXXXX])
• Total AC output: [X] watts, within the 1,200 W HB 395 cap
• Mounting method: Railing-clamp bracket (no drilling, no permanent modification)
• Location: [South/east/west]-facing balcony at [unit description]

I have attached a copy of the UL 3700 certification documentation. The system will be connected only to the existing exterior outlet at [outlet location or description].

Proposed installation date: [Date at least 30 days from delivery of this notice].

Please let me know in writing within 30 days if there are any reasonable conditions — consistent with HB 395 — that you wish to impose. I will restore the mounting area to its original condition at lease end.

[Name] | [Unit number] | [Phone / email]

"

A few notes on the template: the UL certification number is important — it allows the landlord or their counsel to verify the listing independently on UL's public database. If it's not printed on the product box, it's usually in the spec sheet or on the manufacturer's website under "certifications." After July 1, 2026, the HB 395-mandated disclosure label on the product packaging must include it.

The phrase "reasonable conditions — consistent with HB 395" in the closing paragraph is intentional. It signals awareness of what the law permits and invites the landlord to respond within that framework, rather than with a blanket objection.

If the landlord responds with conditions

A landlord subject to HB 395 is entitled to impose reasonable installation conditions. When those conditions come back, the question is whether each one actually protects the building's structure or common areas — or whether it effectively prevents installation.

Conditions that typically fall within what HB 395 permits: no-drill mounting requirements, a commitment to remove the system at lease end, proof of a specific railing weight rating, or advance notice of the actual installation day. These are protective rather than prohibitive.

Conditions that typically fall outside the statute's boundaries: mandatory use of a specific contractor, large pre-installation damage deposits with no structural basis, or aesthetic restrictions (like "invisible from the street") that are impossible to meet given the building's orientation. See the landlord restrictions article for a fuller breakdown of the line between reasonable and unreasonable.

Whatever conditions the landlord proposes, respond to them in writing — either agreeing, raising an objection, or asking for clarification. Never let the record be ambiguous about what was agreed.

If the landlord refuses

A landlord subject to HB 395 — that is, one who owns four or more rental units in Virginia — cannot flatly refuse a compliant system. A refusal that doesn't cite any specific HB 395 exception is legally vulnerable.

If the response is a blanket "no," or an explanation that relies on a general "no modifications" lease clause, the first step is to respond in writing: acknowledge the response, note that HB 395 limits landlord authority for compliant systems in buildings above the four-unit threshold, and ask them to identify which specific exception they believe applies.

If that doesn't produce a substantive response, consult Virginia Legal Aid or a landlord-tenant attorney before installing over the objection. Installing without resolving a documented objection — even if the landlord is wrong — creates litigation risk that's worth avoiding if there's a legal pathway available. Many disputes at this stage resolve without court involvement once the landlord receives a letter from a legal-aid attorney or an attorney on the tenant's behalf.

Notifying the utility — a separate process

HB 395 notification to the landlord and utility notification are two separate processes. Notifying the landlord doesn't satisfy any utility requirement, and notifying the utility isn't required for the landlord notice.

Virginia utilities — Dominion Energy and Appalachian Power among them — don't require interconnection agreements for HB 395 plug-in systems. But both have requested that customers voluntarily notify them before installing. Dominion's process is a brief online form; APCo's draft guidance asks for similar information.

Practically speaking, the utility notification is low-stakes. It doesn't affect HB 395 compliance, doesn't require the landlord's involvement, and doesn't trigger any utility review or approval process. Its purpose is to let the utility track behind-the-meter generation on its grid. Sending it is good practice — and the SCC's draft official form includes a checkbox for it — but it's not a legal prerequisite to installation.

See the Utility Rules pillar for detail on each utility's specific expectations, including the distinction between Dominion, APCo, and smaller electric cooperatives.

Common questions

Can I send the notice before I've bought the equipment?

Technically yes, but a notice that specifies the equipment — model, certification number, wattage — is stronger than a vague advance notice. If the goal is to check landlord receptiveness before purchasing, a preliminary inquiry letter is reasonable. The formal HB 395 notice should follow once the equipment is identified.

What if the landlord doesn't respond within 30 days?

HB 395 gives landlords 30 days to respond with conditions or objections. Non-response isn't explicitly addressed in the statute as automatic approval, but silence after the full 30-day window — with no stated conditions — strengthens a tenant's position. Document the non-response in writing before proceeding.

Does notice need to go to the building's property manager, or directly to the owner?

Notice should be sent to whoever the lease designates for legal communications — typically the property management company if one is involved. If the lease designates a specific address or email for legal notices, use that. Sending to both the property manager and the owner of record doesn't hurt.

Can the landlord require the notice to include more information than HB 395 specifies?

A landlord may request additional information as part of a reasonable condition — such as a copy of the product's installation manual or a photo of the proposed mounting location. Requiring additional information as a condition of approval is distinct from requiring it as part of the notice itself. The latter can't override the statutory notice standard.

What if the lease is up for renewal before the 30-day notice window expires?

The HB 395 notice timeline runs independently of lease renewal. A notice sent before renewal — and received by the landlord with at least 30 days remaining before the proposed install date — is valid regardless of whether the lease renews during that window. Send the notice as early as possible to avoid this situation.

Does a renter in a condo building notify the unit owner, the HOA, or both?

In a condo rental, the landlord is the unit owner — that's who receives the HB 395 notice. HOA notification is a separate question governed by the HOA's own rules and HB 395's provisions on association authority. See the HOA & Condo pillar for the full breakdown.

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Sources: Virginia HB 395 (2025 Session), Code of Virginia § 55.1-1234.1; SCC HB 395 Stakeholder Docket (PUR-2025-00147); Dominion Energy Plug-In Solar FAQ (June 2026 draft); Appalachian Power draft HB 395 guidance (May 2026).

This article is for general information and does not constitute legal advice. For guidance on a specific situation, consult a Virginia-licensed attorney or your local legal aid office.

Last updated: July 31, 2026

Related Reading

• Check the regulatory status of standardized forms on our official SCC notification form tracker.
• Review tenant legal protections under HB 395 in landlord refusal restrictions.
• For utility company notice requirements, consult our guide to utility notification procedures.