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Affordable Dwelling Unit-Purchase Program

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1. Where are the ADU Purchase Program properties located?

ADU Purchase Program properties are located throughout Loudoun County, including communities such as South Riding, Stone Ridge, Brambleton, and Lansdowne.

2. Does Loudoun County own the properties offered in the ADU Purchase Program?

Loudoun County does not own the properties being offered to qualified persons through the ADU Purchase Program. The properties are initially owned by a developer/builder or are currently owned by persons who purchased a home through the program and now want to sell the property.

3. I just got approved to participate in the ADU Purchase Program. What happens next?

First, read the Letter of Eligibility/ADU Certificate. It indicates other requirements for the program and provides you with the information you need to access the ADU New Sale Website and the ADU Resale Website.

4. When I receive an offering from a builder and I do not want to purchase one of their homes, will my name be sent to the bottom of the priority list?

No. Your name will remain on the priority list within your priority category mentioned below.

5. I have a large family and/or I want to live in a specific location. Can my name be placed on a special list for communities that meet these criteria?

No. The only criteria for new construction waiting lists are based on where you live and work:
• Priority 1 - Live and Work in Loudoun County
• Priority 2 - Work in Loudoun County
• Priority 3 - Live in Loudoun County
• Priority 4 - Neither Live or Work in Loudoun County

6. I am on the third priority list (lives in Loudoun County/works outside Loudoun County), but if my new job is located in Loudoun County, will that change my priority?

Yes, if that job is your primary form of employment. Once the Program receives a “Change of Information” form and a new Verification of Employment form documenting that your primary job is now located in Loudoun County, your name will be moved from the previously determined Priority List and moved to the newly applicable Priority List.

7. The builder of the home I am purchasing is also offering options. Can I purchase options and how does it affect my sales price and financing?

Yes, you may finance up to a maximum of $10,000 in options. The $10,000 maximum can be added to the ADU base sales price and financed in the mortgage. Any amount over $10,000 may not be financed and must be paid in cash and reflected as such on the ALTA settlement statement.

8. Since I was approved for the ADU Purchase Program, I have moved and have a new address. What do I do?

You must complete a “Change of Information” form and provide evidence of the change (copy of lease, pre-printed bill with new address, or DMV Change). Once the Loudoun County Department of Family Services receives the form, your information will be updated in the system. In some instances, the change may also affect which Priority Group you are in. You will also be moved to the applicable group (again based on the change date, not the original approval date.)

9. How long do you have to live in an ADU?

There is no minimum or maximum amount of time that you have to live in an ADU, but there are restrictions on the sale of the unit. Please read the ADU Covenants for other restrictions.

10. What if the household income increases after an ADU property is purchased? Do I have to move out?

Program staff does not monitor your annual income once you purchase an ADU. If you have purchased an ADU and your income increases above the ADU Maximum Income Limits, you do not have to move out of the home.

11. Do I sell the home back to Loudoun County when I no longer want it?

You must offer the property for sale through the ADU Resale program to an ADU qualified household who has been approved to participate in the program for the first 90 days. The County may elect to purchase the property within the Ordinance required timeframe. Please read the ADU Covenants for further guidance.

12. If I pay off my mortgage before the end of the 15-year resale control period, will the property no longer be an ADU?

No. It will remain an ADU. The program covenants and restrictions run with the property, not the owner or financing. The property remains an ADU, even after the initial 15-year resale control period, for 50 years from the initial sale of the ADU from the builder/developer.

13. Can I use a Realtor to assist me with finding a property with the ADU program?

Yes, you may use a Realtor to assist you with finding a property with the ADU program. The ADU Program does not provide you with a Realtor. It is important that you find a Realtor who is experienced with working with Purchasers. We will need a copy of the Buyer-Realtor Agreement and the Realtor's contract information. With this, the County will authorize the builder or seller to add 1.5% to the ADU sales price to compensate your Realtor.

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Affordable Dwelling Unit-Rental Program

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1. What happens once I receive an Affordable Dwelling Unit Rental Program certificate?

Once you receive an ADU certificate, the next step is to contact the apartment complexes that accept the certificate for availability. If there are no ADU units available, ask if there is a waiting list to put your name on so when a vacant unit is available, the apartment complex can contact you. Some apartment complexes may not have a waiting list. In this situation, you will need to call the apartment complex on a regular basis regarding vacant ADU units.

2. Once I receive an ADU Rental Program certificate, am I automatically approved at the participating apartment complexes?

No. ADU certificate holders must be approved by the apartment complex to rent an ADU unit. The certificate holder must meet all the guidelines of the apartment complex and be approved by the apartment complex to be able to rent an ADU unit.

3. Are required fees at the participating apartment complexes waived for ADU Rental Program certificate holders?

No. ADU certificate holders are required to pay application fees if the certificate holder is interested in renting an ADU unit. If approved, some apartment complexes require applicants to pay a one-time, non-refundable amenities fee. The cost of the amenities fee varies based on the community. Security deposits and pet deposits/rent are other costs to be considered as a renter.

4. Can I take the ADU Rental Program certificate to any complex or are there specific apartment complexes that participate in the ADU Rental Program?

There are specific apartment complexes that participate in the ADU Program. The complexes listed on “Complexes that Accept the ADU Rental Program Certificate” are the only apartment complexes that participate in the ADU Program. The ADU rental fees are listed on this sheet.

5. What happens when a new community participates in the ADU Rental Program?

The new units must initially be offered through a lottery process. The lottery is available to people with an unexpired ADU Rental Program certificate who are on the ADU Rental Program Waiting List and who are not currently renting an ADU unit. Lottery packets are mailed to the waiting list. Certificate holders who are interested in renting at the new community can submit a lottery ticket. Tickets are drawn on the designated lottery date and are sent to the leasing office of the new community numbered in the order in which they were drawn. The leasing office contacts the lottery winners in this order to see if they are interested in renting an ADU unit. Once all lottery winners have been contacted, if there are still available ADU units, the units become first-come, first-serve to an ADU Rental Program certificate holder.

6. Are utilities included in the ADU rent?

Utilities are not included in the ADU rent unless specified by the apartment complex. You will need to contact the apartment complexes directly to find out if any utilities are included in the rent. The utilities are separate and must be paid to the utility companies.

7. Can ADU rental complexes increase the ADU rents?

Yes, but it must be approved by Family Services and meet the guidelines of the ADU Rental Program. If you are renting an ADU unit, it is recommended that you check with the leasing office on a regular basis to see if the ADU rent has increased. Typically the apartment complex will notify tenants of the rent increase at renewal.

8. Are there any other required fees besides application fees and amenities fees?

Some apartment complexes that participate in the ADU Rental Program have required cable fees and trash removal fees. You will need to contact the complex directly for specific information regarding the required fees. These required fees are in addition to the rent.

9. The ADU Rental Program has a maximum income requirement of 50% of the area median income indexed by family size. Are there any participating communities that have special income requirements?

There are two communities with a special income requirement. StoneRidge and Broadlands Apartments have ADU units for ADU certificate holders whose income does not exceed 40% of the area median income indexed by family size. The ADU Rental certificate must indicate that you are eligible to live at one of these two communities in order to apply and be approved for an ADU unit.

10. How long is the ADU Rental Certificate valid for?

ADU Rental certificates are valid for one year. Certificates can be renewed if the required paperwork is submitted and if paperwork meets the requirements of the program. The Dept. of Family Services will mail a reminder letter to ADU Rental Certificate holders approximately 120 days prior to certificate expiration. The renewal paperwork should be submitted no later than 90 prior to ADU Rental certificate expiration.

11. What happens if I submit ADU Rental Program renewal paperwork but I am no longer eligible for the ADU Rental Program once it is reviewed?

If you are living in an ADU unit and you submit renewal paperwork and you are no longer eligible for the ADU Rental Program, you can remain in the ADU unit paying the ADU rent until the lease expires. Once the lease expires, you may be required to move out of the apartment and you are no longer eligible to pay the ADU rent. Note: Remember to give the apartment complex the required notice to vacate per your lease agreement.

12. Once I receive an ADU Rental Certificate, does it matter who lives in the ADU unit with me?

Yes it matters. The people listed on the ADU Rental Program Application are the only people authorized to live in the ADU unit. If there are changes to your household size, you are required to report these changes to the Loudoun County Department of Family Services. If you meet the guidelines of the ADU Rental Program with the proposed changes, the ADU certificate will be amended to reflect the change in household size. Any proposed changes that do not meet the guidelines of the Department of Family Services cannot be approved and cannot happen. Any changes in household size that have not been reported and approved by the Department of Family Services will be reported to the Loudoun County Fraud Investigator.

13. What happens if I have a visitor when I live in an ADU Rental Unit?

Visitors are permitted. Please review your lease agreement regarding the visitor policy. Visitors who have the intention of visiting longer than what is allowed in the lease are required to obtain approval from the leasing office as well as the Loudoun County Department of Family Services. The Department of Family Services requires paperwork regarding the visitor.

14. What happens if an ADU Rental Certificate holder is evicted from an ADU unit?

If an ADU certificate holder is evicted from an ADU unit, their ADU certificate will be revoked. They will have to wait a year to re-apply to the ADU Rental Program, although they probably will not be able to rent at an ADU apartment complex due to the eviction.

15. What happens if I am living in an ADU Rental unit and I cannot pay my rent?

If you are in a situation where you are unable to pay your rent, you may qualify for rent assistance through the Loudoun County Department of Family Services. You would need to contact the department at 703-777-0353 and ask to speak with an Emergency Services Worker. Please be advised that you must meet the criteria of the programs offered and it is based on available funding. Please contact the ADU Rental Program Housing Specialist as well as the leasing office to avoid an eviction which can ruin your credit.

16. What happens if an ADU Rental certificate holder moves out of an ADU rental unit owing a balance?

If an ADU certificate holder moves out of an ADU unit owing a balance, the ADU certificate will be revoked. You will not be eligible to re-apply to the ADU Rental Program until the balance is paid in full and the complex provides proof of this.

17. What happens if an ADU Rental Program certificate holder is found guilty of fraud or failure to report information?

When an ADU certificate holder is found guilty of fraud/failure to report information, the certificate holder will permanently lose the ADU certificate and if residing in an ADU unit, will have to vacate the unit in 30 days. The ADU certificate holder will never be eligible to re-apply to the ADU Rental Program or apply to the ADU Purchase Program.

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Affordable Dwelling Unit-Screening

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1. What website is recommended to be used to obtain my credit report and score?

It is recommended to use the website myfico.com to order the credit report & FICO credit score (DFS does not accept a Score Watch credit score from this website). Using MyFICO is not mandatory but the score and report MUST be FICO-derived and the report must specifically state this. You can order your credit report and your FICO credit score from any of the three credit bureaus. Print both the credit report and the FICO credit score.

2. Why is it recommended that this website be used to get my credit score?

There are many types of credit scores and the scales vary widely. The FICO score uses a scale from 300 to 850. FICO scoring is commonly used by most lenders.

3. What is the minimum FICO score requirement for the ADU Rental Program?

The minimum FICO score is 550.

4. What is the minimum FICO score requirement for the ADU Purchase Program?

The minimum FICO score is 620.

5. Do I have to be pre-qualified or pre-approved for a mortgage loan for the ADU Purchase Program?

You must be pre-approved, for a mortgage loan, from a local bank or lender. A pre-approval would allow you to see what you qualify for in terms of a monthly payment and loan amount.
A copy of an unexpired pre-approval letter (on letterhead obtained within 30 days of on-line application) from a bank or mortgage company is required. Pre-approvals from internet lenders will not be accepted. Pre-qualifications will not be accepted unless the following, exact verbiage is included in the letter: "We are in receipt and have reviewed documentation pertaining to income, credit and assets and it appears to meet program guidelines." An optional list of mortgage lenders that provide financing on ADUs is located on the County's website at www.loudoun.gov/adu.

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Alert Loudoun

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1. How can I maximize the weather alerts in Alert Loudoun?

With the Alert Loudoun system, by providing a physical address with your account, you can customize and receive weather alerts targeted for that address. In addition, you may register for alerts affecting your home, workplace, children’s schools, and more.  For more information, visit our Alert Loudoun page.

2. Why is there a confirmation option with Alert Loudoun messages?

The confirmation option lets the system know that you have received the message. Once you confirm receipt of the message, the system stops trying to deliver the messages through the other methods or devices you have selected for your account. For example, the email alert asks you to acknowledge receipt through a link; a text alert to your cell phone asks you to reply "Yes and send;" while the mobile app gives you the option to press "Confirm." For more information, visit our Alert Loudoun page.

3. I signed up to receive alerts as text messages on my cell phone but am not receiving the texts. Any idea why I am not receiving text message alerts?

Your phone or service provider may be "blocking" these alerts. All Alert Loudoun SMS text messages come from the Everbridge SMS short code number 89361 or number 87844. What you'll need to do is call your cell phone carrier to confirm that they are not blocking the Everbridge SMS short code (number 89361 or number 87844) on your device. For most major carriers, dialing 611 from the device will get you to their service to ask about short code blocking. 

Other causes of this issue include:

• Not adding Everbridge to the list of 9999 unblock / block Sprint Commands (for Sprint customers only)
• Content downloads, such as paid game / ringtone downloads being blocked (they should be unblocked)

For more information, visit our Alert Loudoun page.

4. What is the best web browser to use with Alert Loudoun?

The best Internet browser to use with Alert Loudoun / Everbridge is Google Chrome. The Everbridge platform also supports Mozilla Firefox, Internet Explorer 11+ and Edge.

5. Is there an app for Alert Loudoun?

Yes. You can download the Everbridge app for your smartphone. Search for the Everbridge app on the Apple Store or Google Play store. (Everbridge is the company whose software is used to send our alerts.) For more information, visit our Alert Loudoun page.

6. I live in Loudoun, but work in Fairfax. How can I sign up for another jurisdiction’s alerts?

Go to the Capital Alert website for links to the alert systems for area jurisdictions.

7. Will my contact information be shared with others?

No. The information that you provide will be used only for notification purposes. We will not give or sell your contact or location information to any vendor or other organization.

8. Is there a charge for this service?

No, this is a free service provided by Loudoun County, however, standard messaging and data rates may apply. It is part of a regional effort to ensure effective communications throughout the National Capital Region (NCR) during emergencies and other events.

9. Who do I contact for more information?

If you have any questions, please send us an email.

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Animal Services

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1. Is Loudoun County Animal Services a "No-Kill" organization?

We are very fortunate to be in a current position where we do not have a limit on the amount of time that an animal can stay at Loudoun County Animal Services. For more than two years, over 92% of the animals that have come to Loudoun County Animal Services have left the shelter alive through adoption, transfer, or being reunited with their owners after being lost. Only animals who have been found to be suffering or dangerous have been euthanized. 

However, as an agency, we have made the decision not to use the divisive and misleading term, “no-kill.” There is no legal definition for the term, and euthanasia of animals in shelters is a community issue, not just a shelter issue. The people who work hard to save the lives of animals in shelters in neighboring communities are not killers, and we want to do our best to build each other up, rather than break one another down. 

As a part of our commitment to saving lives while improving animal welfare and public safety, we often partner with shelters in areas with less resources to help them train staff and transfer in pets in need, while sending their facilities our extra donations of food and bedding. Animal shelters and rescues must not only focus on positive outcomes for pets in their care, but also commit to providing comprehensive attention to the mental and physical needs of the animals who stay in their facilities, and Loudoun County Animal Services is proud to make mental enrichment a priority for our pets. 

The staff and volunteers at Loudoun County Animal Services uphold a strong commitment to professionalism and respect towards our colleagues, citizens and partners in other jurisdictions, and, will continue to focus on progressive and inclusive animal welfare initiatives and law enforcement, while avoiding the use of critical and undefined terms like “no kill.”

2. How do I purchase a dog license?

The Commonwealth of Virginia requires Loudoun County to require all dogs four months of age and older to be licensed. In Loudoun County, dog licenses are issued to run concurrently with the rabies vaccination effective period for each individual dog. The county will also issue permanent tags to remain with the dog for its lifetime (replacement tags are available if needed). All dogs must have a license tag securely attached to a collar and worn whenever the dog is off of the owner’s property. Citizens have the option to purchase dog licenses for one-, two-, or three-year periods provided that the rabies certificate is valid for the period of time being covered. The cost is $10 per dog per year, regardless of spay / neuter status. Dog licenses may be purchased at the Animal Shelter, the Treasurer’s offices in Leesburg and Sterling, or by mail through the use of this form (PDF). For more information on dog licensing, contact Animal Services at 703-777-0406 ext. 2873 or via email.

3. I or my pet had contact with a potentially rabid animal. What do I do?

All animal bites and any animals suspected of having rabies should be reported to the Loudoun County Health Department or the Department of Animal Services. The Health Department is responsible for confining domestic animals that bite people or expose them to rabies, and for testing animals that are potentially rabid and have exposed humans and/or their pets. Rabies vaccinations for humans who must be protected against rabies, such as veterinary staff, or who have been potentially exposed to rabies are available in Loudoun County and can be facilitated by the Health Department. The Department of Animal Services urges all cat and dog owners to have their pets properly vaccinated in accordance with state law. Call the Health Department at 703-777-0234 or the Department of Animal Services at 703-777-0406 to report animal bites, or to report contact between a human or pet with a potentially rabid animal.

4. What do I do if I am bitten/my dog bites someone?

Please call Loudoun County Animal Services at 703-777-0406 to file a report. The process is simple and our dispatches can assist your quickly. If the bite is severe, the dog is un-vaccinated, or you do not know if the dog is vaccinated, please seek medical treatment as soon as possible.

5. I found a stray pet in Loudoun County. What should I do?

Please contact Loudoun County Animal Services (LCAS) at 703-777-0406 to create a Stray Pet Report. You can also email a picture of the pet for inclusion on the found pet page. If you are unable to keep the pet while an owner is located, please bring it to the LCAS animal shelter during business hours.

6. I found a stray pet outside of Loudoun County. Can I bring it to LCAS?

If you are a Loudoun resident who has found a lost pet outside the boundaries of Loudoun County then it is best to take the pet to the nearest shelter, rescue, or local veterinary office to see if they can house the pet until an owner is located. Please only bring a stray pet found outside the boundaries of Loudoun County to the Animal Services shelter as a last resort.

Most strays have loving families who are searching for them. The further a pet is taken from where it is found, the less likely they are to be reunited with their family. Since one of every three pets will become lost in their lifetime, losing a pet can happen to even the most diligent pet parent. In the past, well-meaning citizens have brought pets from multiple states away to Loudoun County Animal Services. While we were able to find their owners, it required a lot of time and often great expense to get these pets home to their families.

7. When can I adopt a pet?

Adopters have two opportunities to meet available pets. The first is at the Loudoun County Animal Services animal shelter during adoption hours. Additionally, LCAS has an adoption bus that transports pets to convenient locations across the county. The adoption bus schedule is available online. 

8. Is there a leash law in Loudoun County?

All dogs are required to be leashed unless they are on the owner’s property, are in a designated space (fenced dog park) or while lawfully hunting, participating in a formal obedience training class or if the dog is a service animal who is otherwise under the handler’s control. For more information about Loudoun’s animal related laws, please refer to the Loudoun County Code of Ordinances, Chapter 612.13 under Running At Large. 

9. Can I make an anonymous report?

Yes. You can make an anonymous report online or by calling 703-777-0406.

If it is outside normal hours of operation, please call the Sheriff’s Office at 703-777-1021 and they will connect you with an on-call Animal Control Officer.

10. Does Loudoun County Animal Services respond to wildlife concerns?

Loudoun County Animal Services team of Animal Control Officers will respond to calls regarding injured or sick wildlife. Since wildlife are not legally allowed to reside at the LCAS animal shelter, the department works closely with Blue Ridge Wildlife Center when injured or sick wildlife are considered candidates for rehabilitation. Members of the LCAS Dispatch Team are also available to assist you in finding ways to prevent nuisance wildlife by phone, 703-777-0406, and email. 

Please visit the department’s Wildlife Services page for more information on our commitment to helping people and wildlife live together in Loudoun County.  Additionally, the Virginia Department of Game and Inland Fisheries is an excellent resource for wildlife concerns and information. 

11. Does Loudoun County Animal Services pick up dead animals?

If a dead animal is on or next to a public roadway, please submit a work request to the Virginia Department of Transportation. Homeowners are responsible for deceased animals located in their yard.

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Animal Services - Ongoing Volunteer Program

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1. How often do I have to come to the shelter to volunteer?

Becoming a trained volunteer with our ongoing volunteer program is a big time commitment for our volunteers and for our staff. The animal shelter is an exciting and ever-changing place! In order for our volunteers to keep their skills current and to stay updated on any changes, we need all volunteers to commit to a weekly 2 hour shift. We also ask our volunteers to stay with the program for at least 6 months.

2. What if my schedule varies and I can’t come in every week?

In order to interact directly with the animals at the shelter, volunteers must meet the 2 hour per week volunteer requirement for a period of 6 months. If this won’t work with your schedule, don’t worry! There are lots of other ways to help the animals and the shelter such as at home service projects, the foster program, or the Loudoun Pet Pantry. If none of these seem right for you, there are many other animal welfare organizations in the area. A great place to start finding other animal related volunteer opportunities is Metro Pets online.

3. What kinds of things will I do as a volunteer?

There is a lot to know about volunteering at the shelter and caring for shelter animals. All volunteers get trained on one area of interest and volunteer for at least 10 hours doing that volunteer role. After that, volunteers can be trained in as many areas of the shelter as they would like. Volunteer roles vary from direct animal handling, socialization, and care to helping with behind the scenes tasks and administrative work like writing animal profiles and taking photos for the website to filing and helping support the Loudoun Pet Pantry. What you do as a volunteer depends on your interests and available volunteer positions.

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B&D Bonds - Performance

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1. How do I get released from my performance bond?

You must request release by paying the release fee and sending a short letter requesting release addressed to:
Director, Loudoun County Building and Development
PO Box 7000
MSC 60
Leesburg, VA 20177-7000
Your release request must be accompanied by your release fee. A link to the fee schedule is provided below.
Fee Schedule

2. My performance agreement is almost over and I haven’t completed the work. What do I do?

County ordinances allow performance agreements to be extended. To do so you must pay the fee and provide the following:
-An executed (signed and notarized) Extension Agreement
-A Consent to Extension (required for corporate surety bonds and letters of credit)
-A Bond Rider (for corporate surety bonds) or a Letter of Credit Amendment
-Current Powers of Attorney for anyone who signs on behalf of the surety company.
-An Extension Request Form

Please consult the Building and Development Fee Schedule for associated fees.

Performance Agreements can be extended for up to one year. Each year that the Performance Agreement is extended, the County will inspect the site to see if an increase in the bond is merited. If the bond was previously reduced and the condition of the improvements has degraded, the County may increase the amount of the bond to cover repairs.

Prior to the approval of the first Extension Agreement, you must provide a Preliminary Street Acceptance Package (PSAP). This consists of several of the items required at bond release.

If your performance agreement ends before it has been extended you will be in default of your agreement. If this happens, the County may hold all permits, inspections, and application approvals. The County may also choose to call the bond. See FSM §8.305(C) for the Effects of Bond Default.

Extension Agreement

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B&D Bonds-Erosion & Sediment Control (E&S)

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1. Why do I need a Letter of Permission (LOP) and where can I find one?

A Letter of Permission (LOP) is required if there is offsite grading, meaning your plans include clearing, grading, and other activities on someone else’s property. The LOP grants you permission to perform work on their property. This is not required if an easement was already created that grants the same permission or if the property is included in your grading permit application. The LOP can be found here:
LOP

2. Who is required to sign the grading permit application?

The property owner must sign with his or her title and date. If the property owner and bonded party differ, the bonded party must also sign the application.

3. What is the process for submitting a bond for an erosion and sediment (E&S) control permit?

After the County Field Engineer issues the “Notification of Grading Plan Approval” and the bond amount is set you can submit the bond. The Bonds Management Team will match up the plans with your bond and review. Even if you have previously been given a bond amount by the Field engineer, you must still wait until the Notification of Grading plan Approval is issued. Your collateral (bond) must meet the County’s criteria and the plans must contain all required information, such as the parcel identification numbers (PINs) of all included properties and the limits of clearing and grading. Your application must similarly identify all affected parcels and it must be signed by all property owners and the bonded party if different. Signatures of off-site property owners are not required if easements were previously granted or if Letters of Permission (LOPs) are provided. Once the bond, permit application, and plans are deemed to be acceptable, we prepare the placards and return them to the Field Engineer. After that you will get a call to set up your Pre-Construction Meeting.

4. What parcel identification numbers (PINs) are required to be on the Grading Plans and Erosion and Sediment Control Permit Application?

All parcels that are to be disturbed within the designated limits of clearing and grading must be included on the cover sheet of the plans and the application. This is critical information.

5. Must all property owners sign the grading permit application?

Most of the time, yes. All property owners must be listed on the application, but if easements were previously granted that allow the same work then their signature is not required. An example of this would be if the property contained a water or sewer line easement. This kind of easement typically grants permission to install the water or sewer line. Each easement is different and you should double-check the language of the easement before assuming that it allows grading and clearing.

6. Will an Erosion and Sediment Control Bond be released once the work is complete?

Yes, but first you must request release and pay the release fee. Send a short letter requesting release and addressed to:
Director, Loudoun County Building and Development
PO Box 7000
MSC 60
Leesburg, VA 20177-7000

Your release request must be accompanied by your release fee. The fee may be found in the fee schedule linked below:

Fee Schedule

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B&D Bonds-General

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1. What is a bond?

The term bond can mean several things. In this case, the County may accept collateral from a developer to ensure the construction of public improvements like roads or it may guarantee that a construction site can be stabilized to prevent erosion and environmental degradation. The developer could be someone building hundreds of houses, an office building, or it could be your neighbor build a garage in the backyard. If construction is still occurring in your neighborhood it is probable that the County still holds one or more bonds for the project.

2. What kinds of collateral (bonds) does Loudoun County accept?

Loudoun County accepts three types of collateral:
-Cash Escrow, in the form of a cashier’s check or certified check.
-Letter of Credit from a bank with offices in Virginia, Maryland, the District of Columbia, or nearby counties in West Virginia, and with a Highline rating of 35 or higher. See FSM §8.303(C) for specifics.
-Corporate Surety Bond from a provider with an A. M. Best rating of A or A+ and a size category of VIII or larger. If your chosen company meets the rating criteria, but not the size criteria, please call Bonds Management at 703-737-8942. See FSM §8.303(A) for specifics.

3. Are there any fees associated with posting a bond?

There are various fees associated with bonds. Please contact the Bonds Management team or Please consult the Building and Development Fee Schedule for associated fees.
Fee Schedule

4. What is a W-9 form and why do I need to submit it?

A Substitute W-9 form is required when cash escrow is submitted as collateral (a bond). It is an IRS form that provides taxpayer information to the county so that interest on the cash bond may be reported to the IRS. A Substitute W-9 form is only required if you are submitted a CASH bond and is not needed for corporate surety bonds or letters of credit. The Substitute W-9 form can be found here.

5. How long does it take to get my cash bond back after it has been released?

Once the County sends you a letter telling you that the bond has been released, it will take up to three weeks for the County Treasurer’s Office to process the release and cut the check.

6. I just purchased a project that already has a bond on it. How do I post my new bond?

For the Erosion and Sediment Control Bond simply obtain a new bond meeting the County’s requirements and submit it along with a new Grading Permit Application with the new owner’s information to Building and Development.

For a Performance Bond you must submit an executed Addendum to Performance Agreement – New Owner and the new collateral. For more information use the link to the Substitutions Page found below.

Substituted surety must be of equal or better preference. This means that if the original collateral was a corporate surety bond, the County will accept another corporate surety bond, a letter of credit, or cash escrow. If the original collateral was a letter of credit, another letter of credit or cash escrow may be substituted. Cash may only be substituted for cash. New letters of credit or corporate surety bonds must meet the County’s standards found in FSM §8.303(A) and (C).

Substitutions Page

7. My bank (or insurance company) doesn’t like some of the language in one of the County’s templates. Can we make changes and submit those for your review?

No, you may not make changes to the County templates. Any documents with changes will be returned to you.

8. The bank that issued my letter of credit no longer meets the County’s minimum standards. What can I do?

You can post a letter of credit from another bank or post cash. If the bank’s Highline rating is between 30 and 35 the bank can provide financial information and the Bond Committee can consider accepting letters of credit from that bank. New collateral must still meet the County’s standards found in FSM §8.303(C).

9. My project is now released. How do I get the original corporate surety bond or letter of credit back?

The standard procedure is to send the original instrument and the release letter via certified mail to the address we have on file. Please call (703) 737-8942 if you would like to verify that the address we have on file is correct.

10. Is there a way to ask you a question that isn’t in this list?

Sure. Call the Bonds Management Information Line at 703-737-8942 and leave us a message. You’ll get a call back within 24 hours (but it is usually much quicker). You can also send us an email at [email protected]

It helps us to answer your question more effectively if you tell us some information when you call or email:

-Name of the project.
-The address (if you are a homeowner)
-The bond number
-The County Application number
-Erosion and Sediment Control number
We want to make sure your question gets answered so please don’t forget to leave us your name and call back number or email address.

11. There is an erosion problem in my neighborhood. Who should I call?

If you have a concern or complaint about erosion and sediment control, please call Erosion and Sediment Control at 703-777-0116.

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B&D Building & Development

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1. How do I schedule an inspection?

Contractors performing the work may schedule inspections by using the Web Automated Inspection Request System (WAIRS). Homeowners that are performing their own work may schedule inspections by using WAIRS or by calling 703-777-0220. Information on these scheduling systems can be found on the Inspections webpage.

More information about Inspections

2. Where are all the documents and forms?

The documents and forms should all be linked to the various pages within the website.

Below is a link to all of the B&D documents currently located in the Documents Center.

B&D Documents

3. Who should apply for permits?

Who Should Apply for Permits

You may secure the building permit in your own name; however, if a contractor is to perform the work, Loudoun County suggests that the contractor be listed on the permit as the party responsible for the work. In this way, the county will be in a better position to assist you in gaining compliance with codes if the work is defective. A contractor must be properly licensed in order to obtain a permit.

Regardless of who applies for the permit, the property owner must sign the Building / Zoning Permit application.

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B&D Code Enforcement - Inspections

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1. How do I file a complaint with the Inspections Division?

The Code Enforcement Complaint Form and its instructions are located on the Inspection Page

2. How do I file an appeal with the Building Official?

Any person aggrieved by the Building Official's application of the USBC or the refusal by to grant a modification to the provisions of the USBC may appeal to the

Board of Building & Fire Code Appeals.

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Broadband Services

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1. What is broadband?

Broadband refers most commonly to a new generation of high-speed transmission services, which allow users to access the internet and internet-related services at significantly higher speeds than traditional modems. Broadband encompasses high-speed digital technologies that provide consumers integrated access to voice, high-speed data, video-on-demand, and interactive delivery services.

2. Can I get broadband in my new home in Loudoun County?

When it comes to the Internet, cable television and open video systems, not all areas of Loudoun County have access to all providers. Some areas, particularly in the rural parts of western Loudoun, must rely on wireless and/or satellite for their Internet and television services. And, depending upon the topography, even these may be spotty or completely unavailable. Find more information about broadband service.

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Building & Development - Dedication Plats

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1. What is a Dedication Plat?

A Dedication Plat is a plat submitted to dedicate land for public street purposes only. The plat does not create any additional lots of record. The plat may be submitted for public street purposes under the following circumstances: 1.) pursuant to adding additional right-of-way for an existing road in the state system, 2.) pursuant to adding additional right-of-way for a street identified in the County Transportation Plan, and 3.) pursuant to adding additional right-of-way for a street identified in approved proffers or an approved special exception plat or Concept Development Plan and having a minimum projected traffic volume of 4,000 vehicles per day or as otherwise approved by the Director of Building and Development. The dedication plat must meet all of the requirements of the Zoning Ordinance, §8.103 and §8.103.7 of the Facilities Standards Manual, and §1242.02 and §1243.11 of the Land Subdivision and Development Ordinance.

2. What is the difference between a (DEDI) dedication application and an SBRD (record plat) dedication plat that dedicates r-o-w?

A SBRD (record plat) that dedicates right-of-way is submitted when the public right-of-way being created does not meet one of the three criteria of §1243.11 of the Land Subdivision and Development Ordinance and is shown on an approved (SBPL) Preliminary plat. The fee for a SBRD (record plat) dedication plat is the base fee of a record plat plus one lot.

3. What is the difference between a (DEDI) dedication application and an ESMT (easement plat) that dedicates r-o-w?

An ESMT (easement) that dedicates right-of-way is submitted when the public right-of-way being created does not meet one of the three criteria of §1243.11 of the Land Subdivision and Development Ordinance and is not shown on an approved (SBPL) Preliminary plat. The fee for an ESMT (easement) dedication plat is the same fee for all ESMT (easement) applications.

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Building & Development - Other Subdivision Types

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1. What is a Family Subdivision?

A Family Subdivision is defined as the division of a lot into no more than 6 additional lots for the purpose of sale or as a gift to a member, or members, of the immediate family of the property owner. No person who has previously received a lot through the Family Subdivision process anywhere in Virginia is eligible to receive a lot through the Family Subdivision in Loudoun County. An immediate family member is defined as any person who is a natural or legally defined child, stepchild, grandchild, spouse, or parent of the property owner. The property owner is required to have owned the property for at least one year prior to filing the Family Subdivision. A lot created through the Family Subdivision process is not eligible for sale for at least one year. For more information about the Family Subdivision Process please reference §1243.03 of the Land Subdivision and Development Ordinance.

2. What do I need to submit for a Family Subdivision application?

• A completed Land Development Application form, which is available from the Department of Building and Development
• A plat prepared by a professional engineer or licensed surveyor which has been prepared according to the Loudoun County Zoning Ordinance and Facilities Standards Manual
• A filing fee based on the current Fee Schedule (PDF) and made out to Loudoun County
• A Deed of Gift/Conveyance from the Family Subdivision grantor to the grantee(s)
• A completed Affidavit which states that the Subdivision is intended to keep the family estate within the family and not for the purpose of short-term investment or circumvention of the County Code (a blank form is available)
• If applicable, a Deed of Private Access Easement and Maintenance Agreement
• A Deed of Dedication of Public Road / Right-of-Way for future road improvements if the total area of dedication is one-half acre or greater

(All documents can be found on our documents page)

3. How do I apply for a Family Subdivision application?

Although it is not required, property owners are encouraged to briefly discuss the feasibility of a Family Subdivision proposal with a staff member of the Department of Building and Development at a pre-application meeting. These initial discussions with staff can address possible lot line options, environmental and transportation issues. Regulations are continually re-evaluated and changed in response to many community factors over time, so applicants are strongly encouraged to contact staff in order to obtain the most recent information available.

If a pre-application meeting is not elected, please submit a completed Land Development Application, the required number of copies of the proposed plat, legal documents, and the fee check to the Department of Building and Development. Please note that a Land Development Application Form with original signatures from all property owner(s) and applicant(s) is required with the initial submission of every Land Development Application.

4. What is a Subdivision Waiver?

A subdivision waiver is when a single lot or parcel of land is to be subdivided into any 2 parcels. For more information about the Subdivision Waiver process please reference §1243.05.1 of the Land Subdivision and Development Ordinance.

5. What is a Division Plat?

A Division Plat is a subdivision option available in the AR-1 and AR-2 Zoning Districts under the Facilities Standards Manual, and §1241.06 of the Land Subdivision and Development Ordinance.

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Building & Development - Subdivision Help

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1. How long does the subdivision process take?

Section 1243 of the Land Subdivision and Development Ordinance provides the procedures for the submission, approval, and recordation of all plats.

2. Where can I get a plat?

Subdivision plats reviewed and approved by Loudoun County can be obtained at the 2nd Floor Land Development Counter in the Government Center in Leesburg and at the Clerk of the Courts once the plat has been recorded. Please be aware that subdivision plats are a "shot in time." They do not show all easements, encumbrances, or utilities. There are restrictions and other encumbrances that are recorded outside of Loudoun County's review. Loudoun County does not keep records of house location surveys.

3. How can I find out about what’s going on around me?

The Department of Planning webpage contains a link to the Loudoun Online Land Applications (LOLA) that provides information on new rezoning (ZMAP) applications and Subdivision Review Division's new preliminary (SBPL) applications. More specific information can be obtained by calling Loudoun County's hotline 703-777-0118. Please have an address, tax map number, or Parcel Identification Number (PIN) to help identify the area you want more information about. The local papers also list advertisements for legislative applications that are reviewed by the Department of Planning and preliminary subdivision applications reviewed by the Subdivision Review Division. Signs are posted on the properties subject to the application listed in the paper. The application number and the proposed action is also listed on the sign. Citizens can find out more information at Building and Developments Land Development Counter on the second floor of the Government Center in Leesburg with the information provided on the sign or from the LOLA webpage.

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Building & Development - Virginia Stormwater Management Progam

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1. Do I need VSMP / Construction General Permit coverage for my project?

In accordance with State Law, Loudoun County requires that VSMP / Construction General Permit (CGP) coverage be obtained for all land disturbing activities that disturb 1 acre or more, or for land disturbing activities within a Common Plan of Development or Sale regardless of disturbed area, if the Common Plan of Development disturbed more than 1 acre. However, note that certain activities such as agriculture or permitted mining are exempt from VSMP permitting requirements. A complete list of exempt activities can be found in Section 1096.01(d)(2)(B) of the Codified Ordinances.

2. What is the annual permit Maintenance Fee and why is it important?

Loudoun County must collect permit maintenance fees for each permit annually in accordance with Sections 9VAC25-870-750 and 9VAC25-870-830 of the Virginia Stormwater Management Regulations, in order for the permit to remain in good standing ("active"). The maintenance fee for a given project is based upon the permitted disturbed area, and is due by April 1 of each year. However, if the conditions for permit termination are satisfied by the April 1 due date, payment of the fee is not required. A 10% late fee is applied for payments that are 90 days past due.

Projects for which permit coverage is not maintained in active status shall not proceed with land disturbing activities. Moreover, if permit coverage is not continually maintained, projects that are subject to the Part IIC technical criteria because coverage was obtained prior to July 1, 2014, will become subject to the current Part IIB criteria, and shall be required to revise the associated stormwater management plan for compliance.

3. When do I need to obtain coverage from both the county and the state?

All VSMP permit applications for projects within Loudoun County must be submitted directly to the county. However, the application results in dual permit coverage from Loudoun County ("VSMP Permit") and the VA Department of Environmental Quality (DEQ) ("Construction General Permit," or CGP) as follows. Once the County reviews the permit documents and determines that the permit is approvable, and once all local VSMP fees have been paid, staff will transmit the permit information to DEQ electronically, at which point, the applicant will receive instructions regarding payment of the state fee. Following payment of the state fee, DEQ will issue coverage to the applicant. This process must be completed prior to issuance of the grading permit.

Construction of a single-family detached residence that will disturb less than 5 acres (i.e., either a separately-built lot disturbing 1 to 5 acres, or a lot disturbing up to 5 acres within a Common Plan of Development) is a special case, in which coverage is tacitly granted by DEQ, without submittal of a Registration Statement or payment of a State fee, upon approval of the application by the county. In these cases, it is the responsibility of the applicant to print a copy of the "Single-Family Detached Residential Structure Coverage Letter" from DEQ's CGP webpage to signify that CGP coverage has been obtained.

4. What is the construction activity operator?

In the context of stormwater associated with a large or small construction activity, "operator" means any person associated with a construction project that (i) has direct operational control over construction plans and specifications, including the ability to make modifications to those plans and specifications or (ii) has day-to-day operational control of those activities at a project that are necessary to ensure compliance with a stormwater pollution prevention plan for the site or other state permit or VSMP authority permit conditions (i.e., they are authorized to direct workers at a site to carry out activities required by the stormwater pollution prevention plan or comply with other permit conditions).

The entities that are considered operators will commonly consist of the owner or developer of a project or the general contractor.

5. Who can sign permit documents on behalf of the “operator?”

A properly authorized individual associated with the operator is responsible for certifying and signing permit documents, such as the Registration Statement and permit modification or transfer requests (Note: original ink-signature documents must be submitted). Authorized individuals are as follows:

• For a corporation: by a responsible corporate officer. For the purpose of this part, a responsible corporate officer means:
  • A president, secretary, treasurer, or vice-president of the corporation in charge of a principal business function, or any other person who performs similar policy-making or decision-making functions for the corporation
  • The manager of one or more manufacturing, production, or operating facilities, provided the manager is authorized to make management decisions that govern the operation of the regulated facility including having the explicit or implicit duty of making major capital investment recommendations, and initiating and directing other comprehensive measures to assure long-term compliance with environmental laws and regulations; the manager can ensure that the necessary systems are established or actions taken to gather complete and accurate information for permit application requirements; and where authority to sign documents has been assigned or delegated to the manager in accordance with corporate procedures
• For a partnership or sole proprietorship: by a general partner or the proprietor, respectively.
• For a municipality, state, federal, or other public agency: by either a principal executive officer or ranking elected official. For purposes of this part, a principal executive officer of a public agency includes:
  • The chief executive officer of the agency
  • A senior executive officer having responsibility for the overall operations of a principal geographic unit of the agency

6. How do I know if my project will be subject to the current or the “old” regulations?

Determination of which criteria apply to a given project is principally dependent upon the date a land development plan is approved and the date that the related VSMP Permit is obtained, as described in the following table. In addition, as per guidance issued by DEQ, a project that drains to an existing stormwater management facility that was designed and implemented in accordance with the Part IIC technical criteria for the subject project remain subject to the Part IIC technical criteria for 2 additional general permit cycles.

7. If my property drains to an existing SWM facility, is SWM addressed for my project?

Prior to July 1, 2014, County development standards considered projects that discharged to an existing SWM facility (or that were included in an approved overall SWM plan) to be grandfathered for SWM purposes, as long as the SWM design included a water quality component, and the project design was consistent with the assumed SWM design parameters.

However, under the current VA SWM Regulations, all regulated land disturbing activities must be conducted in compliance with the water quality and quantity technical criteria in either Part IIB or Part IIC, determined as noted above. (Note: While there are some differences, Part IIC is generally consistent with the 1999 VA SWM Handbook, which was adopted by Loudoun County in November 2002). As a result, a project cannot utilize an existing SWM facility to satisfy its stormwater requirements without verification that it complies with the applicable criteria for the project. Importantly, the County cannot issue a land disturbance permit without this verification, even if there is an approved site plan for the project, meaning that a plan revision may be necessary to bring the SWM plan into compliance.

In the case of older facilities that were designed using other technical criteria, it may be possible to demonstrate compliance by performing a comparative analysis of the approved design to the Part IIC (or IIB) technical criteria (e.g., design volumes, features, calculations, etc.). If such an analysis is unsuccessful, the project must be designed to comply with Part IIB, either by providing SWM measures on-site, or by retrofitting the existing facility.

8. What is a Common Plan of Development or Sale, and how does it affect me?

A Common Plan of Development or Sale (CPoD) is defined as "a contiguous area where separate and distinct construction activities may be taking place at different times on different schedules." These would most typically include residential, commercial or industrial subdivisions, or similar projects, with shared infrastructure. In most cases, a single stormwater management plan is implemented on a project-wide basis. (Note: the term Common Plan of Development did not appear in the VPDES Construction General Permit (CGP) regulations until the 2004 permit cycle, so projects in which the lots were recorded prior to July 1, 2004 are not considered part of a Common Plan of Development for the purposes of the SWM Regulations.)

Determining whether a project is located within a Common Plan of Development or Sale is important for two reasons. First, as noted above, projects located within a Common Plan of Development that disturbed a total of 1 acre or more are subject to VSMP permitting requirements regardless of disturbed area. Second, if the operator of the overall project is a different entity from the operator of a project within the common plan, permitting occurs in two layers: the operator of the overall project must obtain primary coverage for the overall site (e.g., for construction of site-wide infrastructure), while secondary coverage must be obtained by the operator of an individual site within the Common Plan. This two-tiered approach provides for separation of legal liability among operators within the Common Plan of Development.

9. When do I need to update my Stormwater Pollution Prevention Plan (SWPPP)?

The Construction General Permit requires the operator to update the site-specific SWPPP whenever there is a change in the design, construction, operation, or maintenance that has a significant effect on the discharge of pollutants to surface waters. Changes to the approved Stormwater Management (SWM) or Erosion and Sediment Control (E&S) plan must typically be addressed through review and approval of a revised land development application. However, minor changes to the temporary E&S controls can in some cases be addressed via "redlined" adjustments at the discretion of the Loudoun County Field Manager.

Changes to the SWPPP also require a Registration Statement Modification if they affect the information reported on the Registration Statement (with the exception of the estimated project start and completion dates). For the purposes of the CGP, modifications most commonly include increases to the permitted disturbed area. Please see the Permit Modifications, Transfers and Terminations page for additional information.

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Business Tax - Administrative Appeals

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1. How can I correct an error in my business tax filing?

Local business taxes are self-reported and every effort should be made to file timely and correctly by the required deadlines. If an assessment has been erroneously levied on a business based upon incorrect information, please contact a representative in the business tax division who will determine whether the error can in some cases simply be corrected, as in the case of a typo; for example or whether an administrative appeal should be filed.

2. What is an administrative appeal?

Virginia Code  § 58.1-3703.1 A 5 b provides that any person assessed with a local license tax as a result of an appealable event may file an administrative appeal of the assessment within one year from the last day of the tax year for which such assessment is made or within one year from the date of the appealable event, whichever is later, with the Commissioner of the Revenue or other local assessing official. An appealable event is an increase in the assessment of a local license tax payable by a taxpayer, the denial of a refund, or the assessment of a local license tax where none previously was assessed. Business license, tangible personal property, machinery and tools, and transient occupancy taxes may also be appealed under Virginia Code § 58.1-3980 within three years from the last day of the tax year for which such assessment is made or within one year from the date of the assessment, whichever is later.

3. How do I file an appeal?

Virginia Code § 58.1-3983.1 Appeals and Rulings of Local Taxes, clarifies a taxpayer's appeal rights. A letter should be sent to the Commissioner of the Revenue's office stating your intention to appeal. Virginia Code § 58.1-3983.1 states that an appeal must be filed in good faith and sufficiently identify the tax periods covered by the challenged assessments, the amount in dispute, the remedy sought, each alleged error in the assessment, the legal grounds upon which the taxpayer relies and any other facts relevant to the taxpayer's position. Should the appeal be filed on behalf of another person or business, the appeal letter should also include evidence of the authority to file an appeal on behalf of the taxpayer.

4. How long will the appeal take?

You may review the appeal process on the Virginia Policy Library Rulings of the Tax Commissioner website http://www.tax.virginia.gov/laws-rules-decisions/rulings-tax-commissioner/04-28 - Document Number PD 04-28.

5. When will my taxes be due if I am appealing my assessment?

Taxes must be filed and paid on the due date regardless of whether or not an appeal is taking place. Taxes not paid by the due date will result in a late payment penalty plus a monthly interest charge. If you pay your taxes in full and there is an assessment change, overpayments will be refunded or underpayments assessed. Assessment appeals do not relieve businesses of paying taxes by the due date.

6. What can I do if I disagree with my local business license classification?

Taxpayers may appeal to the Virginia Tax Commissioner or request a written ruling from the Tax Commissioner with regard to the classification of the business for Business Professional Occupational License (BPOL) tax purposes, regardless of whether the locality has conducted an audit, issued an assessment, or taken any other action.

7. What if I disagree with the determination of the Commissioner of the Revenue?

Taxpayers who disagree with the Final Local Determination issued by the Commissioner of the Revenue may appeal the local determination to the Tax Commissioner of the Commonwealth of Virginia. The appeal to the State must be filed within 90 days of the final local determination and include the errors made by the local assessing officer and include a copy of the final local determination. A copy of your businesses appeal rights will be included when you are issued the final local determination.

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Business Tax - Business Professional and Occupational License (BPOL) Tax

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1. I am starting a small home-based business. Do I need a business license?

Most businesses located in Loudoun County, including those that are home-based, are subject to a gross receipts tax. An ordinance was adopted by the Loudoun County Board of Supervisors which eliminates the filing requirement for home-based businesses with gross receipts of four thousand dollars ($4,000.00) or less starting in 2015. Gross receipts are the income of a business before any deductions are made.

Business personal property tax filing requirements also changed in 2015 for home based businesses. Home based businesses are now exempt from the annual equipment filing requirement for personal effects such as cell phones, tablets, personal computers and peripherals such as printers. These items should not be included in the online filings or the supporting asset lists.

Those businesses required to register with the Commissioner of the Revenue should file within 30 days of commencing operations. Forms and step-by-step instructions are available on the Starting a Business in Loudoun County webpage.

2. Are there any exclusions or deductions from Business Professional Occupational License (BPOL) taxes?

Yes. See the pertinent section of the state code here.

3. What if I don't know what my gross receipts were by the March 1 business license filing and payment deadline?

Virginia Code § 58.1-3703.1 A 2 c authorizes the Commissioner of the Revenue to grant a business license filing extension prior to the due date for reasonable cause. Reasonable cause being a failure to file despite the exercise of ordinary business care and prudence. The reason for failing to file must be such that a prudent businessperson would have acted similarly under the circumstances. The extension may be granted upon payment of a reasonable estimate of the license tax due. Please contact the office by phone or e-mail should you require a BPOL filing extension.

4. Can I obtain a listing of Loudoun County businesses, including address and telephone number, from the Commissioner of the Revenue?

Information is maintained by the Commissioner of the Revenue for the purposes of tax administration and most of that information is protected from disclosure by law. The Code of Virginia, § 58.1-3 is very specific with regard to privacy of tax information and only allows local tax officials to disclose "whether a person, firm or corporation is licensed to do business in that locality."

Due to the volume of requests for information maintained by the Commissioner of the Revenue and the Commissioner's authority under Virginia Code, the Commissioner has available a list of persons, firms and corporations licensed to do business in Loudoun County. This list contains only the owner name of all currently licensed businesses. This list is available here.

A list of businesses whose owners have opted to have their information released is available upon request. If you would like a copy of the list, please contact the Business Tax Division in the Commissioner of the Revenue’s office by email at [email protected] or by phone at 703-777-0260.

You should be aware that the Commissioner of the Revenue's office licenses building trades contractors with projects in Loudoun County, regardless of where the business is physically located. In addition, the office only licenses businesses that are located in Loudoun County, but are outside the incorporated limits of Hamilton, Hillsboro, Lovettsville, Leesburg, Middleburg, Purcellville and Round Hill. You may wish to contact each of these incorporated towns to obtain information regarding businesses that are licensed and physically located within each town's respective corporate limits.

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Business Tax - Business Tax Compliance

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1. A Tax Compliance Officer, from the Office of the Commissioner of the Revenue, visited my business location. What should I do?

It is our job to work with all businesses in Loudoun County and educate and assist taxpayers. Field visits are one way that we reach out to businesses in the County and ensure that they are in compliance with all local taxation requirements. If you’ve been contacted or visited by a Business Tax Compliance Officer you should respond and provide the requested information. We are happy to assist with filing issues or concerns.

2. I received an audit letter in the mail. Do I have to answer or comply?

Businesses that receive audit notifications should follow all directions in the notification and contact the assigned auditor for further instruction. Failure to comply with an audit request could result in a summons to appear before the Commissioner of the Revenue. All communication with the Business Tax Compliance office will be kept confidential in accordance with Virginia Code § 58.1-3. Please provide contact information with all correspondence.

3. What is an asset list and what should it contain?

An asset list is a list of ALL items you have purchased or acquired for conducting your business.

✔ The list should include a brief description of each item, the original cost and the year in which the item was obtained or purchased.

✔ If you acquired the item but did not purchase it, you are still required to include it on the asset list and should assign a reasonable cost to the item.

✔ If you are starting a business or recently moved your business to Loudoun County and have assets that you use for conducting your business, you are required to claim all assets regardless of when they may have been acquired.

✔ Whether or not assets have been federally depreciated or expensed, an item of business personal property remains on the asset list and is taxable until it has been disposed of and is no longer available for use by the business.

✔ After disposal, the item should be marked as disposed on the asset in list in the year it was disposed and the original cost subtracted from the yearly total of items in the year in which in what purchased or acquired.

Examples of items that would be included are: specialized lighting fixtures, computers, copy machines, furniture, shelving, displays, equipment, vehicles that are not tagged and titled, tools, diagnostic equipment and point of sale equipment. Items typically excluded would be electrical upgrades, plumbing upgrades, structural building upgrades, software, tagged and titled vehicles and HVAC equipment.

If you are unsure whether an asset should be included or excluded, please contact our office and someone will assist you in determining whether it should be an included or excluded asset.

4. I receive a bill or pay my bill for my Business Personal Property Tax (BPPT) every year. Why do I have to file to be “in compliance”?

In order for a business to be “in compliance” with Loudoun County business tax requirements, all BPOL filings and payments and Business Personal Property Tax (BPPT) filings are due each year by March 1st. Business owners, including home based businesses making more than $4,000 in a calendar year, are also required to submit a current asset list of all property purchased or acquired by their business annually, along with the Business Personal Property Tax filings.

Failure to file BPPT (i.e. Computer Equipment and Furniture & Fixtures) will result in the business account being statutorily assessed for BPPT. A statutory assessment is calculated/applied by rolling forward the previous year’s adjusted assessed value, adding 20% to the assessed value to create the penalized taxable value and then assessing the tax upon the penalized taxable value.

(Prior Year’s Assessed Value x 1.20) ÷ 100 x $4.20 = BPPT Statutory Assessment

If you have not filed your BPPT and have received a bill presently or in the past, your business has been statutorily assessed. If you need assistance creating an asset list, filing your BPPT or have questions regarding prior year statutory assessments, please contact our office for assistance.

5. Where can I find information about starting a business?

Please review the information on the Starting a Business page for requirements and other relevant information.

6. How do I register my business with Loudoun County, renew my business license or file my business personal property?

Loudoun County requires businesses to register, renew their business license(s) and file their business personal property online. If you are unable to complete the registration or filings online, please contact the Business Tax Division at (703) 777-0260, opt. 2 for assistance.

7. I received a letter asking for a tenant list for the properties I rent. Do I have to answer or comply?

Property owners who have commercial property or 3 or more residential properties and rent those properties for income are required to register for a Rental By Owner (RBO) business license annually. Rental By Owners are required to submit, with their annual business license filing, a tenant list.

8. My business is located within the incorporated limits of Hamilton, Hillsboro, Leesburg, Lovettsville, Middleburg, Purcellville, or Round Hill. Who should I contact regarding my business license?

If you are concerned about the tax status of a business located in an incorporated town, you should contact the respective town. See the Loudoun County Towns web page for contact information. Although you’re required to register your business/obtain your business license from the respective town, you would still be required to file all Business Personal Property with Loudoun County online.

9. I have concerns regarding neighbors in home business/I have concerns regarding crowding. Who should I contact?

The Loudoun County Zoning Ordinance allows certain businesses and occupations to be conducted in a dwelling unit provided they comply with certain restrictions. If you would like to report an alleged zoning violation occurring outside the incorporated towns or have questions regarding the Zoning Ordinance, please visit the Department of Building and Development's website or contact the Zoning Administration Division at 703-777-0103. If you have a complaint about an overcrowding situation, please call the Overcrowding Hotline at 703-737-8190.

10. Who should I contact regarding the status of a vehicle with out of state plates regularly located within Loudoun County?

You may contact the Personal Property Compliance Division at 703-777-0260, opt. 1.

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Business Tax - Closing a Business Account

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1. If my business is closing a location in Loudoun County or one of the incorporated towns, how do I provide that information to Loudoun County?

You may notify the Commissioner of the Revenue of the closing online, by e-mail or mail. If the closing date is more than 60 days in the past, you must send the request by email to [email protected] or by mail to P.O. Box 8000, Leesburg, VA 20177-9804. Please include the account number, closing date, and forwarding address. Any unfiled tax reporting is the responsibility of the taxpayer.

If the business is located in one of the incorporated towns within Loudoun County, you may also need to contact the town with closing information.

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Business Tax - Filing Procedures

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1. How do I file my local business taxes?

The designated method of filing for both accuracy and convenience is online. Business Professional Occupational Licenses (BPOL) must be renewed by March 1. Business Tangible Personal Property Tax (BPPT) must be filed by March 1. You may contact staff in our Business Tax Division by email at [email protected] or by phone at 703-777-0260 with questions or for assistance filing.

2. How soon after the first of the year may I file?

The online filing should be available soon after the first of the year. Please be aware that although the license period is for the 12 months of the calendar year, the existing business license is valid until the March 1 renewal deadline of the next year.

3. Is there a late filing penalty for failure to file a return by the prescribed deadline?

Yes. Loudoun County Ordinance 860 directs the Commissioner of the Revenue to impose a penalty of 10% of the tax assessable for the non-filing or late filing of a tax return. This penalty becomes a part of the tax due.

4. How do I authorize someone else to file or act for my business?

If you have a business representative visiting our offices, calling on behalf of the business, or filing online; please make sure that individual is authorized to act for the company. If that person is not the owner, an officer, or member listed on paperwork previously filed with our office, he or she should not be able to file and will not be given information regarding that business other than what is public information. Written documentation signed by the owner/officer/member of the company authorizing such action may be required. Businesses may use their own format or request a form from the Business Tax Division.

5. I don't have a computer. How do I file?

You may file at either of the two offices of the Commissioner of the Revenue. Our main location is 1 Harrison Street on the first floor of the Loudoun County Government Center in Leesburg. We also have an office in Sterling at 21641 Ridgetop Circle, Suite 1. Loudoun County’s public libraries also have computers available for use by the public. The Business Tax Division is available to help and may be reached by email at [email protected] or by phone at 703-777-0260.

6. I would like to send my information overnight, but UPS, FedEx, etc. will not use a Post Office Box for the address. What address do I use?

Overnight packages for the Commissioner of the Revenue may be sent to:

Commissioner of the Revenue
Attn: Business Tax
1 Harrison St, S.E. , 1st Floor
Mailstop #32
Leesburg, VA 20175

7. In reviewing the information I supplied to your office, I realized that I filed incorrectly. How do I make necessary changes?

If you have submitted a filing and later realize it contained errors, you must correct the information in writing. The corrected version must include the original information, a statement as to what was incorrect, and the "new" corrected information. Please make sure to include a contact name and phone number in order for us to make contact if we need clarification or further documentation. This information can be either mailed, faxed to the office, or sent to [email protected]. Our mailing address is: Commissioner of the Revenue, P.O. Box 8000, Mailstop #32, Leesburg, VA 20177-9804 and the office fax number is 703-777-0263.

8. What do I need to do to get my name corrected on my business tax account?

If this is strictly a name change and your tax identification number has not changed, fax or email us the new name. If the name change involves a new Federal Employer Identification Number (FEIN), you will need to complete a new Business Tax Declaration as this is a new entity for tax purposes. Also, please do not forget to supply a written statement closing the original entity if it is appropriate. The office fax number is 703-777-0263 and the Business Tax Division e-mail is [email protected].

9. How do I change or correct my address on my accounts?

If you move before or after the renewal cycle, it is important to notify us of any address changes. Do so by fax, 703-777-0263, or e-mail [email protected]. Please be sure to include the account numbers. You must also indicate whether the change is for only the mailing address or also for the physical address.

10. What do I need to do to close my business?

In order to close your business and thus end your tax liability for a specific business account, you must notify the Office of the Commissioner of the Revenue in writing. Fax, mail, or email and supply the following information: Name of the Business Owner, Trade Name of the Business, Federal Employer Identification Number (FEIN) or Social Security Number (SSN) associated with the accounts, and the account numbers, along with the exact date the business closed. This statement must be signed by the owner or an officer listed with our office.

11. I am a manufacturer with idle equipment. How do I report idle machinery and tools (M&T)?

To report idle M&T, please complete an Idle Machinery and Tools Declaration. If a manufacturer has M&T that was idle before January 1 of the prior tax year, the manufacturer must notify the Commissioner of the Revenue's office in writing by April 1 of the current tax year so that it may be exempted from local property taxes. The M&T must have been idle on January 1 of the current tax year and there is no prospect that such M&T will be returned to use during the current tax year.

Manufacturers intending to withdraw M&T from service prior to January 1 of the next tax year must notify the Commissioner of the Revenue's office in writing by April 1 of the current tax year. The M&T may not be in use on January 1 of the next tax year and there is no prospect that such M&T will be returned to use during the next tax year.

For each piece of idle M&T, the manufacturer must provide the original purchase price, a brief description, the year of purchase, and the date the M&T became idle.

12. I operate a car wash. How do I report the equipment used in the cleaning of motor vehicles for business personal property tax (BPPT) purposes?

The Code of Virginia was amended in 2012 to limit the rate of tax for equipment used directly in cleaning motor vehicles to not exceed the general rate for machinery and tools (M & T). As a result, starting in 2013 car wash equipment located in Loudoun County on January first (including repair and replacement parts) should be reported separately when you file BPPT online. If you are in the business of washing vehicles, you should file three tangible property accounts; one for furniture and fixtures, one for computer equipment and the third for M & T.

13. I need guidance on how to create and maintain an asset list.

Please click here for instructions on how to set up and maintain an asset list. 

14. I am a Bed and Breakfast Business Owner. Do I need to file and pay on property that I use both personally and for my business?

Bed and Breakfasts in which the owner is renting their own personal home should list the items that are in the rooms that are advertised for rent. Kitchen appliances do not need to be included as they are exempt per Virginia Code § 58.1-3504. Bed and Breakfasts that offer lodging separate from the owner’s personal home should list furniture and fixtures in the entire building (not appliances)

15. I need more business tax information on running a Bed and Breakfast in Loudoun County.

Please click here for information specifically about lodging establishments. 

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Business Tax - Going Out of Business

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1. Are there any additional requirements if a business is advertising to go out of business, and selling remaining inventory?

Under the Code of Virginia Section §18.2-223, it is unlawful for a retail business to advertise a “going out of business” sale without first obtaining a permit from the city, county or town where the sale will be conducted. Section §18.2-224 of the Code describes specific requirements for compliance. Applications for a special license must be filed with the Commissioner of the Revenue's office fourteen (14) days prior to the date of such sale. The cost for the application is $65.00 and expires after sixty (60) days. The license can only be renewed once after the initial issue for an additional $65.00.

For a copy of the Loudoun County application, please click here.

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Business Tax - Payment Information

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1. How do I pay my business tax?

The Treasurer's office collects payment of all business taxes. Taxes may be paid online at www.loudoun.gov/taxes.

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Business Tax - Transient Occupancy Tax

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1. What is Transient Occupancy Tax (TOT) also known as Hotel/Motel or Lodging Tax?

Transient Occupancy Tax is a tax paid by transients and is collected by operators of hotels, motels, boarding houses, and other lodging places which can accommodate four or more persons at one time as well as travel campgrounds that offer guest rooms or other accommodations rented out for continuous occupancy for fewer than 30 consecutive days. Effective July 1, 2013, the tax is 7% of the total amount paid for room rental. If the room rental charge is not separately stated on the bill, the tax must be calculated on the room charge.

2. How do I register to file TOT with Loudoun County?

After obtaining your Loudoun County Business Professional and Occupational License (BPOL) our office will establish a TOT account and TOT forms will be mailed to you. Existing establishments will be issued quarterly forms automatically.

3. Where do transient occupancy tax dollars go?

Starting July 1, 2013, seven cents per dollar should be collected. Of that tax, two cents goes to the County's General Fund, three cents is to be spent promoting tourism, travel or business that generates tourism or travel and the additional two cents imposed will be used to fund transportation. For more information regarding the county’s budget, please visit the Loudoun County Budget Office.

4. If I collect TOT, do I have to have a business license as well?

Operators of hotels or motels renting eight or more guestrooms are subject to the Business Professional and Occupational License tax.

5. Should the transient occupancy tax be imposed on meeting rooms?

TOT does not apply to meeting rooms. It is to be imposed only for the occupancy of any room or space that is suitable or intended for occupancy by transients for dwelling, lodging, or sleeping purposes.

6. How do I calculate TOT if the hotel charges include fees in addition to that of room rental?

If the charge made by any hotel to a transient includes an additional charge, then the portion of the total charge representing only room rental should be distinctly set out and billed to such transient as a separate item. If the room rental charge is not separately stated on the bill, then the tax must be calculated on the entire charge.

7. Who is exempt from TOT?

Transients who stay 30 consecutive nights or more are exempt from Loudoun County TOT. Transients who stay 90 consecutive nights or more are exempt from Virginia retail sales and use tax on the room charge, as well. For further guidance on Virginia State retail sales and use tax regulations, please visit the Virginia Department of Taxation.

No TOT is due on room rental paid to any hospital, medical clinic, convalescent home or home for the aged.

Room charges paid directly by the federal government or a federal agency, whether direct-billed or paid with a qualified exempt government-issued credit card, are not subject to TOT. Most qualified exempt government-issued credit cards will have the statement "Exempt" printed on the card. If room charges are paid for by a government employee, TOT is applied to the room charge even if the employee is later reimbursed for such charges by the federal government or a federal agency.

8. If a company rents a room for 30 consecutive days or more and different employees occupy it during that period, is the company exempt from TOT?

Yes. It is not necessary that the same transient occupy the room for 30 consecutive days or more. A company may rent the room and have different employees occupy it during the 30 consecutive day period.

9. What are the due dates for the reporting and remittance of transient occupancy taxes collected?

The taxes collected from transients are held in trust by operators of lodging establishments until remitted to the county. On a quarterly basis, hotel operators report room charges and tax amount calculated and remit TOT collected to the Commissioner of the Revenue. TOT report and payment deadlines are as follows:

Report and
Payment       TOT Collection
Deadline       Period

January 31      October - December
April 30          January - March
July 31           April - June
October 31     July - September

10. What is the penalty for late filing or remittance of the TOT?

There is a 10% late filing penalty if the return and remittance are not postmarked by the deadlines above. Interest at the rate of 10% per year computed on a monthly basis beginning on the first day following the date upon which the tax was due will be added to the tax and penalty. An additional penalty of up to $1000 may be imposed for repeated delinquencies.

11. What do I do if TOT was collected from a transient in error?

If a tax was collected in error, it should be returned to the transient who was improperly charged. If the hotel, motel, boarding house, travel campground, or other facility cannot return the improperly collected tax to the rightful payer, the law requires that it must be remitted to the county with other TOT collections and not retained by the operators of lodging establishments as additional income.

12. What records must I keep regarding TOT?

Businesses responsible for the collection and remittance of TOT should keep accurate records for the current and three prior calendar years. These records are subject to audit by the Office of the Commissioner of the Revenue.

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Business Tax – Consumer Utility Tax

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1. What are consumer utility taxes?

Electric and natural gas utility consumption taxes are paid by the consumer and are collected by the utility service provider. These taxes are based on the amount of electricity and natural gas consumed. The utility service provider is required by law to remit all consumer utility taxes collected to the taxing jurisdiction in which the services were delivered. For information regarding Loudoun County’s consumer utility tax rates, please visit Business Tax Rates.

2. How do the consumer utility taxes appear on my bill?

This tax appears as a line item on your utility bill and is identified as a "local utility tax" or "local consumption tax." Most utility providers, except Washington Gas indicate the taxing jurisdiction for which the tax is being collected. The taxing jurisdiction or "tax code" on your bill should indicate either Loudoun or Loudoun County or one of its incorporated towns, if your service is provided in town. The tax for service in Hillsboro is remitted to Loudoun County.

3. What happens to the taxes collected if an incorrect taxing jurisdiction is listed on my bill?

Your tax dollars will be remitted to the wrong locality which reduces the funds available to provide services to Loudoun residents.

4. The taxing jurisdiction or “tax code” on my utility bill is incorrect. How do I get it changed to the proper taxing jurisdiction?

You will need to contact your utility service provider since they are responsible for remitting these funds to the proper locality. After they receive the proper documentation (e.g., copy of real estate assessment or property tax bill), they should make the necessary corrections to your utility bill. To print a copy of your real estate assessment, please visit the Loudoun County Real Estate Tax, Assessment & Parcel Database webpage. Information for the utility companies providing services in Loudoun is listed below.

• Dominion Virginia Power: Mail a copy of your real estate assessment or tax bill along with a copy of your utility bill to Dominion Billing Department, PO Box 26666, Richmond, VA 23261, fax to 1-888-809-2815.
• Northern Virginia Electric Cooperative: Contact the NOVEC customer service center at 703-335-0500 or toll free at 1-888-335-0500 or email NOVEC.
• Washington Gas: Contact Washington Gas at 703-750-1400 or toll free at 1-800-752-7520 or email Washington Gas.

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Capital Construction

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1. How do I find information regarding county Capital Projects currently in development?

Information regarding county facilities currently in development, or currently under funding consideration, can be found in the county's Capital Improvements Program Budget document. More information here.

2. How do I find information regarding county capital facilities planned for development outside of the Six-Year Capital Improvements Program?

The county develops a Capital Needs Assessment every 2-3 years that provides an inventory of facilities contemplated for potential development for a 10-year period outside of the currently approved Capital Improvements Program budget. The FY 2017- FY 2026 Capital Needs Assessment is online: Capital Needs Assessment

3. Where can I find information regarding current design and construction bids for county government facilities?

Information regarding the current bid process for county contracts related to the design and construction for county governmental facilities is available from the Loudoun County Procurement Division. Division of Procurement

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Child Abuse and Neglect and Child Protective Services

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1. What happens when I call the Hotline?

You'll be connected to a Child Protective Services (CPS) Hotline social worker who will ask questions to determine if the situation you're reporting requires further attention. If so, a CPS social worker will respond to the situation.

2. Will the child be removed from the home?

A child is removed from the home only as a last resort. As defined in Virginia law, this would be when there is "imminent threat to the life or health of the child." In such cases, CPS social workers do not act alone. They must have court approval to remove a child from a parent's custody. Usually, approval occurs before the child is removed, however, in extreme emergencies, the court may approve after the removal.

3. What happens to a child when he or she is removed from the home?

Every attempt is made to place the child with family members or relatives. If that is not possible, the child is placed in a temporary foster home.

4. Does CPS become involved in child custody or visitation disputes?

Child Protective Services becomes involved only when there is a legitimate complaint that a child is a victim of abuse or neglect by the child's caretaker (parent, guardian, etc.).

5. At what age can a child be left alone — and for how long?

Child Protective Services has published Child Supervision Guidelines. The guidelines provide information on when a child may be left unsupervised.

6. What types of abuse does CPS investigate?

Child Protective Services investigates suspected incidents of physical abuse and neglect, mental or emotional abuse, medical neglect, and sexual abuse by a child's caretaker (parent, guardian, etc.)

7. How are you able to work with people who do not speak English?

Several of our social workers are bilingual. In addition, some of our written materials are printed in other languages.

8. How widespread is child sexual abuse?

It is estimated that one in four girls, one in seven boys, and 15 - 25% of all children may be sexually abused. Any child can be victimized, and molesters are of all ages, economic groups, and races. Most abusers are known to their victims.

9. What are the Child Supervision Guidelines?

Click here for the Child Supervision Guidelines.

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Circuit Court

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1. How do I obtain information about the status of a civil or criminal order, a divorce decree, or general case information in Loudoun County Circuit Court?

You may call the Loudoun County Circuit Court Clerk’s Office at 703-777-0270. Please listen to the menu for further instructions on how to direct your call.

2. How do I obtain information regarding marriage licenses, filing fees, probate, land records, notary information or a court hearing date?

You may call the Loudoun County Circuit Court Clerk’s Office at 703-777-0270. Please listen to the menu for further instructions on how to direct your call.

Clerk of the Circuit Court

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Clerk of the Circuit Court - Civil Cases

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1. What do I need to open a new case?

Cover sheet, the original initiating document (Petition/Complaint) in proper legal format (Rule 3:2 § 8.01) and the filing fee. If you would like service prepared, provide a cover letter requesting the type of service and the service fee. Get more information on services.

Unlike the two District Courts, the Circuit Court does not typically provide “forms” for use by litigants in filing civil suits. Attorneys or pro se parties are to prepare the legal documents needed to file a suit. When filing a civil case in the Circuit Court, the filing party is responsible for ensuring that all pleadings are prepared in accordance with the Code of Virginia and Rules of the Supreme Court of Virginia. Hence, it is strongly recommended that the services of an attorney be employed when filing a civil action at the Circuit Court level.

2. How do I reopen my existing case?

• The following documents are required to reinstate your case:
  • $31 filing fee
  • Motion to Reinstate
  • Order to Reinstate
• If your case was closed out based on the 2-year rule, you can reinstate your case within 1 year of it being closed. If it is after 1 year, you must open a new case. Virginia Code § 8.01-335

3. Where can I find a list of your local rules?

The Loudoun County Circuit Court does not have a list of local rules.

4. When is your Motions Day?

View information on Civil Motion’s Day.

5. How do I schedule a hearing?

View information on how to schedule a hearing.

6. Can I fax or email a pleading, motion, etc.?

At this time, we do not accept pleadings by email or fax. You must submit the original document in person or by mail.

7. Can I pay for a copy over the phone?

At this time, the Civil Division does not take any payments over the phone. Furthermore, we cannot send copies electronically. You must submit a copy request form (PDF) with the filing fee and a self-addressed stamped envelope.

8. How can I find the status of the case?

View information and instructions on how to look up the status of your case (PDF).

9. How do I notify the court of an address change?

Complete the Change of Address Notice (PDF) and submit in person or by mail. Put your case number on the document. If you do not know it, you can look up your case online.

10. How do I get a bond released?

An order signed by a judge must be entered before the bond can be released. The order should state the amount of the bond and name, address and telephone number to whom the bond should be released.

11. Which court processes child support, custody and visitation?

In civil cases of a domestic relations nature, the Circuit Court has exclusive jurisdiction in divorce and annulment matters including property settlement/equitable distribution of marital assets. Matters involving child support, custody and visitation that are not part of a divorce proceeding may or may not originate in the Circuit Court depending on various factors.

• If there is an open or active divorce case, these matters most likely will be heard in Circuit Court.
• If it is a closed case, the matters remain in Circuit Court unless an order remands it to the Juvenile and Domestic Relations Court.

12. Where do I file for Bankruptcy?

Bankruptcy, including the appointment of a receiver, would occur in the Federal Bankruptcy Court in Alexandria.

13. How long does it take for Circuit Court to transfer a case?

Typically the transfer of cases to a lower court or to another locality will occur within 21 days of the entry of the final order.

14. What if I need an interpreter?

View procedure for requesting a court appointed interpreter for a civil hearing.

15. What if I need a transcript of what happened in court?

Neither the Circuit Court nor the Clerk’s Office is able to provide a transcript of a hearing. If a transcript is needed, one or both of the parties would need to hire a court reporter. Get more information on how to get an audio recording of the hearing.

16. How do I appeal my case?

Get information on appealing your case.

17. How do I withdraw my appeal from GDC or JDR?

Reference Virginia Code § 16.1-106.1

18. How do I serve someone by publication?

• Information regarding service by publication
• The Affidavit and Order of Publication (PDF)

19. How do I file for divorce?

View information on filing for an uncontested divorce.

20. How do I petition the court for amendment of a death certificate?

The filing fee is $86. You will need to file a Petition and Order to Amend a Death Certificate (PDF). Please refer to Virginia Code § 32.1-269.1 (D).

21. How do I petition the court for a change of sex?

If the petitioner was born in Virginia, the request will be made to the State Registrar. If the birth certificate is from another state, you will need to petition in the jurisdiction where you or your child resides. A petition and order will need to be filed, along with the filing fee. See VA Code §32.1-261, §32.1-269 .

22. How do I request the Clerk to prepare a Subponea Deuces Tecum?

Submit an original Request for Subpoena Deuces Tecum (PDF) + 1 copy per party. The fees are below.

• Service via private process - $5 per party
• Service via Sheriff (Virginia address only) - $17 per party

23. How do I request the Clerk to prepare a Witness Subpoena?

Submit an original Request for Witness Subpoena (PDF). The fees are below.

• Service via private process – No fee
• Service via Sheriff (Virginia address only) - $12 per party

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Community Corrections

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1. What type of cases does the Department of Community Corrections handle?

Pretrial can supervise both misdemeanor and felony cases, as a condition of bond. Probation typically supervises Class 1 and 2 misdemeanors and also serves Class 5 and 6 felony offenses. Cases are referred from Loudoun County General District Court, Juvenile & Domestic Relations Court, and Circuit Court.

2. How do I enroll in the programs offered by the Department of Community Corrections?

Our programs are only offered to individuals who have been referred to us by one of Loudoun County Courts or the Magistrate (Pretrial) or are the subject of a cases transferred to this office from another jurisdiction within Virginia. If you have been referred to this office for Pretrial or Probation Supervision, please contact us at 703-777-0110 immediately to ensure you are in compliance with your reporting
requirements.

3. What happens if someone violates their probation or pretrial status?

If an individual violates conditions of his or her probation or pretrial status, a Pretrial or Probation Officer will notify the referring Court. The Judge of the respective Court will then make a ruling as to whether a violation occurred and can revoke bond, impose a jail sentence, fine, extend probation or a combination.

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Conservator / Guardian of Incapacitated Adults

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1. What is the definition of an Incapacitated Adult?

An adult who has been found by a Court to be incapable of receiving and evaluating information effectively or responding to people, events, or environments to such an extent that the individual lacks the capacity to (i) meet the essential requirements for his health, care, safety, or therapeutic needs without the assistance or protection of a guardian or (ii) manage property or financial affairs or to provide for his or her support or the support of legal dependents without the assistance of a conservator.

2. What is the definition of a Conservator?

A Conservator is an individual who has obtained legal authority to manage the estate and financial affairs of an Incapacitated Adult.

3. What is the definition of a Guardian?

A Guardian is an individual who is appointed by the Court to be responsible for the personal affairs of an Incapacitated Adult, including responsibility for making decisions regarding the person’s support, care, health, safety, habilitation, education, therapeutic treatment, and if not inconsistent with an order of commitment, regarding the person’s residence.

4. What is the difference between a Guardian and a Conservator?

There are several differences between a Guardian and a Conservator; however the primary difference is that a Conservator is responsible for the financial affairs of an Incapacitated Adult whereas the Guardian is only responsible for the personal affairs of an Incapacitated Adult. Additionally, both a Guardian and a Conservator is required to file certain annual reports, however to different entities.

5. Can I be appointed as a Conservator even if I have not been appointed as the Incapacitated Adult’s Guardian or vice versa?

Yes, oftentimes, a Judge will appoint one person as Conservator and another person as Guardian over the Incapacitated Adult. The Judge may also appoint an individual to act in both capacities.

6. How do I obtain the legal authority to act as a Conservator or Guardian of an Incapacitated Adult?

• Your Conservator and/or Guardian appointment must be made by a Judge of the Circuit Court in the appropriate jurisdiction (The county in which the Incapacitated Adult currently resides).
• After the Order of Appointment is signed by the Judge, you must then formally qualify before the Clerk of the Circuit Court. (Probate Department)
• After your Court ordered appointment, AND after you formally qualify before the Clerk, you can then legally assume your duties and responsibilities as Conservator and/or Guardian.

7. What is the process to become appointed by the Judge as a Conservator and/or Guardian for an Incapacitated Adult?

• You must fully comply with all the requirements of the Code of Virginia.
• You must prepare and file a petition requesting appointment of a Conservator/Guardian at the Clerk of the Circuit Court Civil Intake Department with the appropriate filing fees.
• Only a Judge can appoint an individual to be a Conservator and/or Guardian of an Incapacitated Adult, therefore, by following the local rules of the Court, you must schedule a Court hearing on the docket.
• If, at the Court hearing, the Judge grants your Appointment as Conservator and/or Guardian, you must then prepare a Court Order of Appointment for the Judge to sign.
• After the Court Order of Appointment has been signed by the Judge, you must then schedule an appointment with the Clerk (Probate Department) to formally qualify as the Conservator and/or Guardian. You have no legal authority to act as Conservator/Guardian until you have formally qualified before the Clerk. Your qualification should take place no later than thirty (30) days from the Court Ordered Date of Appointment.
• It is strongly recommended that you consult with a Virginia Attorney for advice in all Conservatorship and Guardianship matters.

8. Now that my Order of Appointment as Conservator and/or Guardian has been signed by the Judge, how do I formally qualify before the Clerk?

You must contact the Probate Department of the Clerk of the Circuit Court to schedule an appointment for your qualification. Appointments are required.

9. Is there a deadline to qualify before the Clerk?

You must qualify before the Clerk no later than 30 days from the date of the entry of the Court Order of Appointment.

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County Administrator

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1. How do I submit a request for service or report a concern to the county government?

Through Loudoun County's LEx online system -- Loudoun Express Request  -- you can submit service requests and report concerns to the county government for follow-up and resolution. This system routes requests or concern to the appropriate staff person. You can also track the status of the request.  

2. How do I file a Freedom of Information Act (FOIA) request with the county?

You may request records by U.S. Mail, fax, email, in person, or over the phone. FOIA does not require that your request be in writing, nor do you need to specifically state that you are requesting records under FOIA. More information is online.

3. How do I get in touch with a specific county department or office?

Addresses, phone numbers, and emails are available on each department and office page on this website. A directory of county departments and agencies is online here.

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Courts Complex Phase III Expansion

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1. What does the Phase III Expansion project entail?

The project involves the new construction of 85,000 square feet for additional Courts space on the existing Church Street Parking Lot, renovation of the existing Courts buildings (excluding the Historic Courthouse), and parking improvements, including a structured parking garage at the Pennington Lot. A complete description is available in the Fiscal Year 2014 Adopted Capital Improvement Plan here .

2. How long is the project going to take to design and construct?

The new building and parking will take approximately two years to design and at least two years to build. The renovation of the existing Courts buildings will continue beyond that timeline and that schedule will be determined when the extent of renovation is developed in the design phase.

3. Why is an additional Courts building needed?

For more than ten years, Loudoun County has engaged court planning experts to assess the need for additional space based on the continued growth in court caseload and general population in the county. These assessments have provided long-term planning outlooks. The Phase II Expansion of the Courts Complex was completed in 2005 with the completion of the Law Library. In 2008, the county opened two additional courtrooms that were “shelled” during Phase II as a new judgeship and increased caseload required additional space in the building.

The Phase III project has been planned based on projections from an updated Facility Plan and Assessment prepared by Wisnewski Blair & Associates (now HGA) in 2011 that focused on the anticipated growth in court activity in 2015, 2020 and 2025. The Phase III project is planned to achieve the space needs for the Courts for the 2015 projections. A future Phase IV project is planned for the projected 2025 space needs.

4. What is the project's specific location?

The Phase III Expansion of the Courts will be located on the existing Church Street Parking Lot at the corner of Church Street and Edwards Ferry Road. In 2012, the Loudoun County Board of Supervisors considered other sites for the future growth needs of the Courts; however, the Board confirmed the project’s original location in downtown Leesburg.

5. Is there a Phase IV Courts Expansion project? When will it occur?

Based on the 2011 Facility Assessment, a Phase IV project will be required to accommodate projected growth for 2025. This may change as a result of the programming and design phases of the Phase III project as new, more current, caseload information is reviewed. The Phase IV Expansion is planned to be new construction that will be built as an addition to the Phase III project site. During the design phase of the Phase III project, this future expansion will be considered and the site development planning will be incorporated to accommodate this expansion. The current estimate for Phase IV is an additional 35,000 square feet.

6. Will traffic or parking be impacted during construction?

Yes, there will be points during construction where traffic along adjacent streets and Courts parking will be impacted. When these impacts are known and scheduled, information will be posted at www.loudoun.gov/courts-expansion and made available to the community and staff in advance.

7. Will there be opportunities for public input during the design of the Phase III project?

The county will hold public presentations/input sessions during the early phases of design to garner feedback. Those presentations will be announced and posted on www.loudoun.gov/courts-expansion. Additionally, there will be public hearings associated with the land use applications required for this project by the Town of Leesburg.

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COVID-19 - Airports

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1. LAX has instituted a more frequent disinfection schedule of once an hour. What is Dulles International Airport doing? What is Leesburg Executive Airport doing?

(Posted 3/10/20): Leesburg Executive Airport is cleaned on a daily schedule. The airport offers plane-side service, where arriving and departing passengers can go from plan to car directly, without needing to visit the public terminal.  The airport has also just completed an upgrade to the terminal public restrooms to include completely touchless flush, faucets, and antibacterial soap dispensers.

Details about actions being taking at Dulles International Airport are on their website.

 

2. What is the procedure at Dulles for passengers arriving on international flights?

(Updated 3/24/20): Details about actions being taking at Dulles International Airport are on their website.

3. What happens if an international passenger is exhibiting COVID 19 systems in flight or shortly after landing?

(Updated 3/24/20): Details about actions being taking at Dulles International Airport are on their website.

4. Testing at Dulles Airport does not seem as robust as other international airports in other countries. Is there a reason for the lag and can Dulles be more pro-active?

(Posted 3/11/20): Public health measures at international airports outside of the U.S. vary widely and according to local conditions. It is important to note that CDC does not conduct testing at the airport; the CDC performs public health assessments. The Airports Authority does not screen or test passengers for public health purposes; however, the Airports Authority provides logistical support for the CDC’s mission to conduct passenger public health assessments at Dulles Airport. Although the Airports Authority defers to CDC to describe their health assessment program details, CDC and airports logistic operations activity at Washington Dulles is fully consistent with other U.S. airports in performing health assessments.

5. What if a Dulles Airport or airline employee has COVID-19 symptoms but doesn’t have enough sick leave to remain home?

(Posted 3/11/20): The Airports Authority provides all Airport Authority employees with leave to use if they are sick and cannot work. Airport Authority employees who do not have enough leave to cover their absence due to COVID-19 will be advanced leave to cover their period of quarantine. Employees are encouraged to stay home if they are sick and to notify their manager with any concerns they have. Airlines and non-Airports Authority businesses which have workers at Dulles International maintain their own human resources guidelines for taking sick leave.

CDC COVID-19 information is currently available online, including guidance from the CDC regarding preventing the spread of COVID-19 if you are sick.

6. Is there faster testing available for Dulles Airport or airline employees who work in International flights?

(Posted 3/11/20): It is important to note that CDC does not conduct testing at the airport; the CDC performs public health assessments. The Airports Authority provides logistical support for the CDC’s mission to conduct passenger public health assessments at Dulles Airport. While medical testing for COVID-19 is not determined by or conducted at the airport, a patient’s physician would take into account many factors into account to determine if COVID-19 testing were appropriate, including exposure opportunities.

CDC COVID-19 information is currently available online.

7. At this time, is Dulles Airport still accepting flights from China, India or other countries with a high number of identified COVID 19 cases?

(Updated 3/24/20): Per the CDC, “To slow the spread of coronavirus disease 2019 (COVID-19) into the United States, CDC is working with public health partners to implement travel procedures announced in several Presidential proclamations on novel coronavirus. American citizens, lawful permanent residents, and their families who have been in one of the countries listed below in the past 14 days will be allowed to enter the United States but will be redirected to one of 13 airports. If you are returning from one of these countries, you should stay home and monitor your health." More information is available on the Travelers Returning from International Travel webpage from the CDC (Link updated 4/20/20).

• China
• Iran
• European Schengen area (Austria, Belgium, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden, Switzerland, Monaco, San Marino, Vatican City)
• United Kingdom (England, Scotland, Wales, Northern Ireland)
• Republic of Ireland

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COVID-19 - Communication

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1. What is your public communication plan? How frequently do you plan to brief the public? Will you rely on the county’s public information office or will you be handling all press releases?

(Updated 3/24/20): The Public Affairs and Communications office is supporting the Health Department with incident communications, as well as County Administration with internal communications. Loudoun County’s communications will remain flexible to be responsive to the current situation. At the direction of Loudoun County leadership and the Health Director, specific messages for the public related to COVID-19 are being published. In addition, the Public Affairs and Communications office publishes routine reminder messages regarding preparedness and response on an ongoing basis.

Communications involving our regional partners are coordinated with the appropriate jurisdictions, which is our standard practice.

In March, the county expanded the COVID-19 webpage, which was originally established in January: loudoun.gov/coronavirus. This web page contains general information about COVID-19, actions being taken by Loudoun County, and well as links to the most up-to-date information and guidance from the Centers for Disease Control and Prevention. Additionally, the county established an email and text subscription service so that the public may choose to receive the county’s updates directly to their email or smart phone. These daily updates include Loudoun County Government-specific updates and not necessary include information about COVID-19 in other countries, for example, that is better provided by the CDC. Residents are encouraged to subscribe to these updates.

Loudoun County is actively working with the local Health Department and others in providing public information and outreach efforts using credible sources of information to stakeholders (residents and businesses) and targeted populations who may be most impacted by COVID-19.  This may include written information, online information, e.g., social media, and face-to-face discussions/presentations. Members of the public who are interested in COVID-19 information should proactively seek out information online from credible sources.

2. Can you provide daily updates?

(Updated 3/24/20): Loudoun County is providing daily updates regarding the county’s ongoing response to COVID-19 . To subscribe to these updates, please visit loudoun.gov/coronavirus. The Virginia Department of Health provides regular updates on COVID-19 cases in Virginia. Daily updates on the outbreak are available from Centers for Disease Control and Prevention (CDC) at cdc.gov/coronavirus.

In addition, concerned residents are encouraged to contact the Health Department at any time by email with any questions or concerns or call the Health Department’s information line, 703-737-8300. 

3. What will be the primary method of communication to Loudoun County residents leading up to and in the event of an urgent Coronavirus situation? Who can we expect this communication from?

(Updated 3/24/20): Loudoun County residents should expect to receive information from Loudoun County Government through the same channels that the county routinely uses, which includes our website; email and text subscription services, e.g., Alert Loudoun; social media; and Board of Supervisors e-newsletters.

The county’s messages will be driven by the current situation and the direction of the county leadership and Health Director. The county will publish information within its purview. Information about COVID-19 in other jurisdictions will be published by the appropriate jurisdiction.

The latest information is online at loudoun.gov/coronavirus.

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COVID-19 - General

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1. What precautions should I take with my pets or other animals?

(Posted 4/24/20) While there is no evidence that pets or livestock can transmit the virus to people, researchers are investigating whether animals can contract the virus from humans. Basic hygiene and distancing measures are recommended to keep everyone safe: 

• Wash your hands before and after handling pets, even your own. 
• Avoid sneezing or coughing on your pet. 
• Keep your distance from other people’s pets and animals. Don’t allow people outside of your household to pet your animals. Don’t touch animals that are not your own. 
• Always avoid interacting with or feeding wild animals.

If you become ill, follow the CDC’s guidance. Consider having a friend, neighbor or family member provide care to your pets while you recover. If you do not have someone to help with care, practice good hand-washing and avoid sneezing or coughing on your pet. 

If you have been diagnosed with COVID-19 and cannot leave your home to get pet food, contact the Department of Animal Services for assistance. The department can facilitate the delivery of up to two weeks of pet food to your home. Anyone who has questions about COVID-19 and animals or needs assistance may call the Department of Animal Services at 703-777-0406 or send an email. 

2. What should someone do if they are ill?

(Updated 4/24/20) If you think you have been exposed to COVID-19 and develop a fever and symptoms, such as cough or difficulty breathing, call your doctor. Learn more about what to do if you are ill and how to monitor yourself for symptoms.

3. Why won’t the county tell us where the people who have tested positive have been in our community? Shouldn’t we know so we can protect ourselves?

(Posted 3/17/20) Loudoun County is focused on the safety of everyone in Loudoun County.  If any person or area within Loudoun County was believed to be at increased risk of infection, the Health Department would provide that information.

4. What is social distancing?

(Posted 3/17/20) Social distancing is a mitigation measure(s) intended to stop or slow down the spread of disease. These measures may include maintaining safe distances (at least six feet) between individuals; reducing or canceling in-person meetings, gatherings, or events; and closing buildings.

5. What should someone do if their provider will not see them?

(Posted 3/17/20) We refer all ill people back to their provider, if they have one.  While people are most concerned about coronavirus, the flu and other infections that have similar symptoms and can be treated are still around.  If your provider will not see you and you need medical care, consider an urgent care center.

6. Would you recommend advising the public against attending any public events, such as sporting events or high school graduations or political rallies or even public hearings before the Board?

(Updated 4/24/20): On March 23, 2020, Virginia Governor Ralph Northam issued Executive Order 53, effective through April 23, 2020, which banned all gatherings of more than 10 people and closed all public and private K-12 schools in Virginia for the remainder of the academic year. On March 30, 2020, Governor Northam issued Executive Order 55, which puts a statewide stay-at-home order in effect through June 10, 2020. 

The Loudoun County Board of Supervisors continues to meet. The Board is conducting "electronic meetings" under the Emergency Ordinance adopted by the Board March 25, 2020. The Board encourages residents to participate in the meetings remotely and to view the meetings through the Loudoun County webcast system or on television on Comcast Government Channel 23, Open Band Channel 40 or Verizon FiOS Channel 40. 

7. Would you implement a quarantine for individuals with confirmed cases of the virus?

(Posted 3/10/20):  Quarantine of well persons and isolation of ill persons is a critical component of disease containment strategies. For over a month, the CDC has been identifying travelers at risk for COVID-19 and has been providing that information to public health departments for voluntary monitoring, quarantine and isolation. Under these conditions, there have been specific mechanisms put in place to ensure that those under monitoring are able to receive needed goods and services safely. While the recommendation to stay home when sick will remain critical guidance, whether similar formal isolation and quarantine agreements would be recommended in the event of a confirmed case not associated with travel would depend on whether these actions would continue to help protect the public or whether by that time the disease was already widespread.

8. Do you anticipate that we may already have unidentified mild cases of corona virus in Loudoun County?

(Posted 3/10/20): The Health Department tracks respiratory diseases, such as the flu or COVID-19, in our community through two main approaches: 1) test results of individuals and; 2) surveillance for increases in disease in our community, such as in the emergency departments, school absenteeism or use of over the counter cold medications. As many COVID-19 cases did not meet the initial testing criteria of requiring hospitalization, it is likely that there could have been mild cases in our community without our knowing.  

9. What is your advice on the effectiveness of different kinds of face masks for these two purposes - avoiding catching the virus and avoiding transmitting the virus?

(Updated 4/24/20): The guidance concerning face coverings has changed from the beginning days of the COVID-19 pandemic. Health officials now recommend that people who are not sick should wear cloth face coverings in public settings where other physical distancing measures are difficult to maintain (e.g., grocery stores and pharmacies).  If you are sick, you should wear a face covering when you are around other people (e.g., sharing a room or vehicle) and before you enter a health care provider’s office. If you are not able to wear a face mask (for example, because it causes trouble breathing), then you should do your best to cover your coughs and sneezes, and people who are caring for you should wear a face mask if they enter your room.  Details on prevention and treatment are also provided by the CDC.

10. The Chinese CDC has published a report on the different mortality rates facing those who contract the virus, based on their age group and gender. Is the Chinese study credible, in your opinion?

(Posted 3/10/20): There is credible information provided by the CDC and other official sources that COVID-19 tends to strike those with underlying medical concerns and elderly more severely than younger and healthier individuals. This is similar to the seasonal influenza, where our seniors and medically fragile are more likely to be severely impacted, but that there are occasional deaths in children and otherwise healthy individuals.

11. What about the CDC suggestion that seniors refill their prescriptions as a precaution? I followed that advice and the prescriptions were denied by my insurance.

(Posted 3/10/20): Per CDC recommendations, if you are unable to obtain extra necessary medications, consider mail-order for those medications.

12. Some companies have implemented travel restrictions for their employees. Have you reached out to the Loudoun Chamber of Commerce to suggest their member businesses limit employee travel?

(Updated 4/24/20): On March 23, 2020, Governor Northam issued Executive Order 53, effective through April 23, 2020, which urges all Virginians to avoid non-essential travel outside the home. Additionally, the order calls for the closure of certain non-essential businesses. On March 30, 2020, Governor Northam issued Executive Order 55, which puts a statewide stay-at-home order in effect through June 10, 2020. 

Professional businesses that continue service during this time must utilize telework as much as possible and follow guidance from state and federal authorities, such CDC’s detailed guidance for businesses and employers, including travel. Loudoun County has specific guidance for businesses that has been shared through the Loudoun County Chamber of Commerce to all their members. Additionally, the Chamber established a COVID-19 Resources page for its members.

13. What procedures are already being taken in schools, hospitals, libraries and other public buildings to ensure cleanliness and disinfecting to lower the spread?

(Updated 3/24/20): For any county facilities that remain open, Loudoun County is following CDC’s cleaning and disinfection recommendations.

14. How long can COVID-19 lay dormant in one’s body?

(Posted 3/11/20): It is believed that the virus may take up to 14 days after exposure to cause illness. The CDC states that the following symptoms may appear 2-14 days after exposure: fever, cough, and shortness of breath.

15. Have you reached out to Loudoun Water and the towns’ utility departments and to the trash collection companies to see what their preparedness levels are?

(Posted 3/10/20): The Loudoun County Office of Emergency Management has been in touch with Loudoun Water and confirmed that the utility does have continuity of operations plans in place, including plans for a reduction in workforce if necessary. Utilities and other service provides should review their continuity of operations plans accordingly.

16. Is it legal for retailers to “mark-up” urgently needed supplies like soap? What should one do if they observe this happening?

(Posted 3/11/20): According to the Virginia Office of the Attorney General, “The Virginia Post-Disaster Anti-Price Gouging Act is activated when the governor or the president declares a state of emergency covering parts of Virginia. The act prohibits a ‘supplier’ from charging unconscionable prices for ’necessary goods and services’ within the affected area during thirty (30) day period following the declared state of emergency.”  

If you believe that a retailer is raising prices for necessary goods and services, you should file a complaint with Virginia’s Office of the Attorney General. Instructions for filing a price gouging complaint are posted on the OAG website.

It is important to note that as of March 11, 2020, no state of emergency has been declared for Virginia.

17. Is a person who is known to have been exposed to COVID-19 legally required to self-quarantine?

(Updated 4/24/20): In general, no, a person who is known to have been exposed to COVID-19 is not legally required to self-quarantine. In Virginia, enforced quarantine and isolation can only occur through an order by Virginia’s Health Commissioner.  Since the outbreak began, the Health Department has been successfully monitoring Loudoun County residents on voluntary quarantine or isolation as a result of travel to high-risk countries.

18. What are the effects on pregnant women? Should they do more to avoid social settings, is there greater risk to an unborn child?

(Updated 3/24/20): In general, it is prudent for women to take steps to stay protected from any infection during their pregnancy. According to the American College of Obstetricians and Gynecologists (ACOG), “Currently available data on COVID-19 does not indicate that pregnant women are at increased risk. However, pregnant women are known to be at greater risk of severe morbidity and mortality from other respiratory infections such as influenza and SARS-CoV. As such, pregnant women should be considered an at-risk population for COVID-19. Adverse infant outcomes (eg, preterm birth) have been reported among infants born to mothers positive for COVID-19 during pregnancy. However, this information is based on limited data and it is not clear that these outcomes were related to maternal infection. Currently it is unclear if COVID-19 can cross through the transplacental route to the fetus. In limited recent case series of infants born to mothers infected with COVID-19 published in the peer-reviewed literature, none of the infants have tested positive for COVID-19.” More information about pregnant women and infants and COVID-19 is posted on the CDC’s website.

19. When a person is identified as having COVID-19 in Loudoun, how are the interactions of the infected individual traced? Who does the tracking in Loudoun County?

(Posted 3/11/20): Currently, when a person is identified as a COVID-19 case, the Health Department approaches the situation the same way it does individuals with tuberculosis.  The Health Department interviews the individual, identified contacts who merit follow-up, and works with the case to self-isolate until the person no longer poses a risk to others.

20. Can you only spread this when you have symptoms?

(Posted 3/16/2020): According to the CDC, “Some spread might be possible before people show symptoms; there have been reports of this occurring with this new coronavirus, but this is not thought to be the main way the virus spreads.”

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COVID-19 - Government

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1. Should county employees be required to wear protective gloves?

(Posted 3/17/20) In general, gloves are not recommended to be worn by employees other than when they are actively seeing patients, disinfecting or coming in contact with dangerous materials. The practice of wearing gloves all day is not beneficial and can be counterproductive if it reduces the frequency of hand washing and use of hand sanitizer.

2. Based on what we’re seeing around the world and in the impacted states in this country, do you recommend the county declare a state of emergency? At what point?

(Updated 3/24/20): Loudoun County has declared a local emergency in response to the continued spread of coronavirus disease 2019 (COVID-19). Loudoun County Administrator Tim Hemstreet issued a declaration of local emergency Monday, March 16, 2020, with the concurrence of Board of Supervisors Chair Phyllis Randall. The Board of Supervisors confirmed the declaration at its business meeting March 17, 2020.

3. Do you anticipate the need for emergency legislation from Richmond to loosen the existing restrictions on elected officials participating remotely in meetings?

(Posted 3/10/20): The Board of Supervisors’ Adopted Rules of Order (Section XIX) provides for remote participation in Board meetings as permitted by the Code of Virginia § 2.2-3708.2. Any individual member may participate from a remote location only if a quorum (5 members) of the Board is physically assembled at the primary or central meeting location, and the Board has made arrangements for the voice of the remote participant to be heard by all persons at the primary or central meeting location. The Rules of Order and law provide other stipulations regarding remote participation, including notice requirements, minute recordation, and limitations on frequency.

Further, the Code of Virginia §2.2-3708.2(A)(3) authorizes a public body to meet by electronic communication without a quorum being physically assembled when the Governor has declared a state of emergency (in accordance with § 44-146.17) provided that the declared emergency makes it impracticable or unsafe to assemble a quorum in a single location and the purpose of the meeting is to address the emergency.

4. What disinfection schedule are you recommending for county and town facilities? Given the experience of some stores on the west coast, are we apt to face shortages of disinfectant?

(Posted 3/10/20): The CDC states that based on what is currently known about the virus, spread from person-to-person happens most frequently among close contacts (within about 6 feet). This type of transmission occurs via respiratory droplets. According to the CDC, “It may be possible that a person can get COVID-19 by touching a surface or object that has the virus on it and then touching their own mouth, nose, or possibly their eyes, but this is not thought to be the main way the virus spreads.” Transmission of coronavirus in general occurs much more commonly through respiratory droplets than through fomites (objects or materials that are likely to carry infection, such as clothes, utensils, and furniture.) Cleaning of visibly dirty surfaces and frequently touched surfaces followed by disinfection is a best practice measure for prevention of COVID-19 and other viral respiratory illnesses in community settings. The CDC further states, “No additional disinfection beyond routine cleaning is recommended at this time.” Loudoun County’s Department of General Services (DGS) provides standard housekeeping services for departments, which includes keeping soap and hand sanitizer available at designated stations in county facilities. The county continues to maintain its routine cleaning practices.

In addition, the county recommends that all employees and visitors to county facilities practice good personal hygiene, including:

• Wash hands often with soap and water for at least 20 seconds. Use an alcohol-based hand sanitizer that contains at least 60% alcohol if soap and water are not available. Avoid touching eyes, nose, and mouth with unwashed hands.
• Avoid close contact with people who are sick (i.e. social distancing).
• Stay home when sick.
• Cover cough or sneeze with a tissue then discard tissue in the trash.
• Clean and disinfect frequently touched objects and surfaces.

5. Have you estimated how much the county should be prepared to spend to accomplish this, if necessary?

(Posted 3/10/20): Loudoun County is operating under the Pandemic Response Plan, which is an adjunct to the county’s Emergency Operations Plan. The Pandemic Response Plan, specifically provides the local health department, county government departments, the school system, the airport, our hospitals and healthcare providers, and other entities either direct or implied roles to best identify and prevent the spread of disease in our community.  Loudoun County’s Emergency Operations Plan then provides the paradigm for any county government approach, response and recovery for all-hazards including  health emergencies such as COVID-19. These plans work collaboratively together and many of the resources that are deployed are derived from the county’s general fund and those of other separate entities involved (e.g., LCPS, local hospitals, airports, utilities and municipalities).

6. Do you recommend the county set aside millions of dollars for emergency preparedness during this budget cycle?

(Posted 3/10/20): No, not at this time. It is the County Administrator, who also serves as Loudoun County’s Emergency Management Director, who would have to make this recommendation to the Board of Supervisors, if ever warranted.

7. What steps are we taking to ensure our first responders, especially our ambulance crews, do not contract the virus from patients they’re transporting?

(Posted 3/10/20): Loudoun County first responders are following the CDC guidance for first responders, including emergency medical services and public safety personnel.

8. What if a county employee has COVID 19 symptoms but does not have enough sick leave to remain home?

(Posted 3/11/20): If an employee has COVID-19 or COVID-19 symptoms, the employee should follow normal sick leave procedures. They would use accrued sick leave. If they have no sick leave or run out of sick leave mid-illness, we would apply their other accrued leave such as annual, personal, floating holiday, etc.

If there is reason to believe that the employee’s illness arose out of his/her employment and/or was contracted in the course of performing his/her duties, injury leave would be triggered. In such a case, the employee would file a workers compensation claim and injury leave would initially apply while the county’s third party vendor makes a determination as to whether the claim was compensable. If the claim is found to be non-compensable, we would go back and change the injury leave applied to the employee’s accrued leave.

If an employee becomes seriously ill and is out of all leave accruals, short-term disability and donated leave would be explored, subject to the normal requirements and restrictions.

As long as the employee has met the eligibility requirements for Family Medical Leave Act (FMLA), his or her job will protected for up to 12 weeks, even if the employee is out of accrued leave.

9. What can we expect from the Loudoun courts schedule regarding coronavirus?

(Updated 3/24/20): The Loudoun County courts and the Clerk of the Circuit Court have made changes to their operations, including - in the case of the Clerk of the Circuit Court - expanding access to remote services. Several county departments have made changes to their normal operating procedures. 

• View the latest information on temporary closures and changes in the county’s operating status. 

10. What local agencies service our at-risk populations who may not be provided with meals should there be a school closure? What are their needs to be able to continue providing services?

(Updated 3/24/20): With the closure of Loudoun County Public Schools, LCPS is providing meals at many schools and also providing a meal pick-up service. Find the latest information on the LCPS website. The Loudoun County Government  continues to work with various community partners to coordinate a plan for supporting our high-risk population.

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COVID-19 - Hospitals

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1. Have you reached out to Inova Loudoun and Stone Springs hospitals to ascertain whether they could accommodate ancillary treatment facilities such as tents or trailers?

(Posted 3/10/20): Loudoun County Health Department is working closely with StoneSprings and Inova Loudoun Hospital on preparations for addressing surges in demand for emergency department services, including sufficient supplies. This builds on work done with Inova Loudoun Hospital around the H1N1 pandemic. The county is fortunate that both hospitals are part of systems in Northern Virginia that have active teams working on how best to keep their hospitals safe and effective in addressing their communities’ needs.

Additional guidance for healthcare facilities is provided by the CDC.

2. If things get much worse, are hospitals safe to women to deliver, for people who have suppressed immune systems, etc.?

(Posted 3/11/20): Our hospitals have systems in place to keep their patients safe. It is recommended that people who need emergency or inpatient care continue to go to the hospital, while those without this need continue to see their primary care provider for routine medical care.

3. How have local hospitals and clinics prepared for a major COVID-19 outbreak?

(Posted 3/11/20): Loudoun County Health Department is working closely with StoneSprings and Inova Loudoun Hospital on preparations for addressing surges in demand for emergency department services, including sufficient supplies and the potential need for medical tents or trailers. This builds on work done with Inova Loudoun Hospital around the H1N1 pandemic. The county is fortunate that both hospitals are part of systems in Northern Virginia that have active teams working on how best to keep their hospitals safe and effective in addressing their communities’ needs.

4. Are hospitals capable of handling large numbers of COVID 19 symptomatic patients showing up in the emergency rooms unannounced?

(Posted 3/11/20): During an outbreak, our healthcare system relies on sick people being evaluated in the most appropriate setting.  Fortunately, it appears that the large percentage of people who may become infected with COVID-19 do not need emergency care.  To best address the increased demand for medical evaluation, this includes private providers conducting phone triage of their “worried well” patients who may not need evaluation, private providers seeing those are stable who do need evaluation, and emergency departments for those who have more serious symptoms.  Additionally, our hospitals are actively planning on how best to address a surge in patients presenting to emergency departments.

5. What are the maximum number of COVID-19 patients that our hospitals can handle?

(Posted 3/11/20): Hospitals have limitations on such resources on emergency department, negative pressure rooms, inpatient and intensive care unit beds.  Each of these can be impacted by COVID-19.  Our hospitals do have some ability to surge capacity within their facilities and a more robust ability to surge within their hospital systems.  Additionally our hospitals are actively working through other means of further surging capacity.

6. Do local hospitals have contingencies to augment staff, particularly if other local hospitals have a simultaneous need for augmented staff?

(Posted 3/11/20): Our hospitals do have contingency plans to augment staff.  Depending on how other hospitals and communities are impacted, this could include shifting staff from other staff within their hospital system, using contract staff, and increasing the hours of existing staff.  Additionally, Medical Reserve Corps (MRC) volunteers can assist if needed in specific areas that could free up hospital staff to address higher level functions.

7. Should people with symptoms call hospital emergency rooms before they go to the emergency room?

(Posted 3/11/20): If it is not an emergency, people with symptoms should call their primary care provider.  If they do need to go to the emergency room, they should call ahead if possible.  Similarly, if they need an ambulance, it is important they notify the dispatcher that they suspect they may have COVID-19.

8. Do we have negative pressure rooms in Loudoun Hospital?

(Posted 3/16/20): Yes, INOVA Loudoun does have negative pressure rooms.

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COVID-19 - Seniors

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1. What is the current level of preparation in the county’s retirement communities, nursing homes and senior centers?

(Updated 3/24/20): On March 15, 2020, Loudoun County announced the closure of senior centers and adult day centers. The Department of Parks, Recreation and Community Services, which operates the centers, will continue to provide home delivery meals services to those who are signed up as well as emergency meals delivery services to the congregate meals members.

Many infections, including the seasonal flu, disproportionately impact Loudoun’s senior citizens if they spread widely in our community. As a result, the local Health Department works closely with our residential facilities each year on ways they can best keep their residents safe. The local Health Department believes that COVID-19 will similarly disproportionately impact our seniors and Loudoun County is prioritizing outreach to nonresidential locations, such as retirement communities and senior centers.

Only licensed facilities (assisted living, nursing, etc.) are required to have emergency plans.  Retirement communities are not required to have an emergency plan.  Instead, departments provide outreach and education information to residents upon request.

2. Does the county have a plan for closing its senior centers? If we close the senior centers, do we need to provide in-home meals to any seniors who relied on the centers for their lunches?

(Updated 3/24/20): On March 15, 2020, Loudoun County announced the closure of senior centers and adult day centers. The Department of Parks, Recreation and Community Services, which operates the centers, continues to provide home delivery meals services to those who are signed up as well as emergency meals delivery services to the congregate meals members.

3. Is the county establishing standardized response procedures at the various county living facilities (Lansdowne Woods, Ashby Ponds, etc.) since these are high risk, concentrated population centers?

(Updated 3/24/20): Many infections, including the seasonal flu, disproportionately impact Loudoun’s senior citizens if they spread widely in our community. As a result, the local Health Department works closely with our residential facilities each year on ways they can best keep their residents safe. The local Health Department believes that COVID-19 will similarly disproportionately impact our seniors and Loudoun County is prioritizing outreach to nonresidential locations, such as retirement communities and senior centers.

Only licensed facilities (assisted living, nursing, etc.) are required to have emergency plans.  Retirement communities are not required to have an emergency plan.  Instead, the county provides outreach and education information to residents upon request.

4. Has the county considered establishing remote, on-site testing stations at senior living facilities?

(Posted 3/11/20): Loudoun County wants to minimize barriers for ill residents, particularly those at increased risk of serious complications from infection, from being evaluated for COVID-19.  For the majority of residents, the best answer to this is for them to be evaluated and screened by their primary care provider because they may be ill from something other than COVID-19 that can be treated, such as influenza.  For those who can’t access a private healthcare provider, there may be a role for the Loudoun County government to obtain specimens for testing, particularly if there was concern over spread within the facility.

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COVID-19 - Testing

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1. I want to be tested for COVID-19. Why can’t I have a test if I request one?

(Updated 4/24/20) Well individuals do not require testing. If you think you have been exposed to COVID-19 and develop a fever and symptoms, such as cough or difficulty breathing, call your doctor. Additionally, there is currently a limited supply of specimen collection kits.  As a result, these tests are being reserved for sick people who are most severely impacted by coronavirus.  As test availability improves, the goal is for anyone who is sick to be able to be tested. View the latest information on COVID-19 testing and data.

2. Where can I get tested for COVID-19?

(Updated 4/24/20) Contact your doctor if you believe that you may be infected with COVID-19 and would like to get tested. Unless you are having a medical emergency, residents are discouraged from going to the emergency department for evaluation or testing.  Currently, testing capacity is limited so testing is limited to doctors’ offices and emergency departments.  As availability of specimen collection kits improve, information on additional testing location will be provided. View the latest information on COVID-19 testing and data.

3. What are the signs and symptoms of the coronavirus and at what point should I be tested?

(Updated 4/24/20) According to the CDC, reported illnesses have ranged from mild symptoms to severe illness and death for confirmed COVID-19 cases. The following symptoms may appear 2-14 days after exposure.

• Fever
• Cough
• Shortness of breath

If you think you have been exposed to COVID-19 and develop a fever and symptoms, call your doctor.

Please note: The Loudoun County Health Department does not provide testing or evaluate ill individuals. 

View the latest information on COVID-19 testing and data.

4. Does the Loudoun County Health Department provide testing for COVID-19?

(Updated 4/24/20) No, the Loudoun County Health Department does not provide the testing or evaluate ill individuals. If you think you have been exposed to COVID-19 and develop a fever and symptoms, such as cough or difficulty breathing, call your doctor. View the latest information on COVID-19 testing and data.

5. How should testing be done if a person believes that they have been exposed or are experiencing symptoms? Should they go to their doctor or hospital, or can they call the health department?

(Updated 4/24/20): Any individual should contact their health care provider immediately if he/she develops symptoms of the coronavirus (COVID-19), has been in close contact with a person known to have COVID-19, or has recently traveled from an area with widespread or ongoing community spread of COVID-19.  Now that private laboratories are providing this testing, their health care provider can obtain and submit samples for COVID-19 testing directly, without needing approval by the Health Department. If the individual does not have access to a health care provider, call an urgent care center. View the latest information on COVID-19 testing and data.

6. Are there enough testing kits in the area for the current anticipated need?

(Updated 4/24/2020): Currently there are not sufficient specimen collection kits or testing capability for the need in Loudoun County. There is an expectation by our local providers that the availability of these kits will improve significantly in the coming weeks. View the latest information on COVID-19 testing and data. 

7. In Loudoun, do we have private companies capable of doing COVID 19 testing?

(Posted 4/24/20): As of March 11, 2020, both Quest and LabCorp can test for COVID-19. Neither lab obtains the specimen from individuals, this needs to be performed by a health care provider. View the latest information on COVID-19 testing and data.

8. Are Loudoun hospitals, clinics, nursing homes and other healthcare providers getting the tests and other medical supplies they need? Can the county government facilitate & expedite the delivery?

(Updated 4/24/20): The Loudoun County Health Department is working closely with local health care providers on preparations for addressing surges in demand. Regarding testing, COVID-19 testing is currently being done by the Commonwealth of Virginia and by the private laboratories LabCorp and Quest. Doctors and health care providers do not conduct the testing themselves. Doctors and health care providers take swabs and submit swabs to labs for testing.  While there is expected to be a short learning curve for our private health care providers to learn how to effectively utilize the private laboratory resource, there is currently no backlog noted in their ability to do so.  View the latest information on COVID-19 testing and data.

9. Is there more than one strain of COVID 19? If so, how will that influence testing?

(Updated 4/24/20): According to the Centers for Disease Control and Prevention (CDC), the coronavirus is able to change and adapt, similar to influenza. This allows coronavirus to affect different animal species and to cause such diverse illnesses in humans as COVID-19, SARS, MERS and the common cold.  It is expected that COVID-19 will similarly continue to evolve. It is unclear, though, whether this further evolution will have any impact on the ability to develop effective vaccinations or antiviral medications. 

• Read more about the types of coronavirus. 
• View the latest information on COVID-19 testing and data.

10. Can testing be made faster for adults who are immune-compromised?

(Posted 3/11/20): As of March 11, 2020, there is no backlog in testing capacity. The limiting factor is the time it takes to get the test to the lab. It is expected the total turnaround time would be around 2-3 days.

11. Are we only testing people who are clearly symptomatic? What if a person has mild symptoms, can a person still be tested?

(Posted 3/11/20): Testing by the state laboratory must meet criteria set out by the CDC. Testing through private laboratories does not have this requirement.

12. Can you provide info on how individuals with no active symptoms might get tested?

(Updated 4/24/20): COVID-19 testing is performed by a health care provider taking swabs and submitting them to a laboratory for testing.  Until recently, only the government could perform this testing.  Beginning March 6, 2020, a private laboratory, LabCorp, began conducting this testing, which significantly expanded the testing capacity.  At the same time, the requirement that an individual be hospitalized or in contact with a known case in order to receive testing went away.  Currently, if a patient is sick, they should contact their primary care provider, who can obtain the specimen from them if they have a contract with LabCorp.  If they don’t have a LabCorp contract, the doctor can still call the health department for possible testing through the state.  It is not recommended at this time, though, that individuals be tested if they have no active symptoms and no contact with a known case.  View the latest information on COVID-19 testing and data.

13. What is the current criteria for evaluating and testing?

(Updated 3/24/2020): Current criteria are available online, which state: “Clinicians should use their judgment to determine if a patient has signs and symptoms compatible with COVID-19 and whether the patient should be tested.”

14. Has the county tried to bypass CDC and obtain test kits directly from WHO or private companies?

(Posted 3/16/2020): Specimens can be obtained locally and submitted for testing, where the actual testing kits are. With the start of private testing for COVID-19, there currently should be no difficulty for a doctor who has a contract with LabCorp to submit a patient’s specimen for testing. The capacity of the state lab for testing continues to be limited, but it is available for their doctors who do not have a LabCorp contract whose patients meet testing criteria.

15. What level of testing is currently being performed? Is it only people who are symptomatic, or has testing in our area been expanded to anyone who has come into contact?

(Posted 3/16/2020): Testing is currently being performed by the state lab, DCLS, and by the private labs LabCorp and Quest. Priority for testing through the state lab is set by the Virginia Department of Health and follows CDC guidance, which currently involves having symptoms and having high risk travel or being a contact of a known case. Private labs do not require doctors to follow these guidelines, but they are typically doing so due to the small number of specimen collection kits made available to them currently.

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Decedent's Estate

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1. What is the definition of Probate?

Probate is the procedure where a Will is admitted to record in the Probate Division of the Clerk’s Office of the Circuit Court and/or Probate is the process of appointing and qualifying a person as Executor or Administrator of an estate. Probate can also be defined as the entire process of administering an estate. There are two types of Probate, probate with qualification and probate without qualification.

2. What are the two types of Probate for a decedent's estate?

Probate with Qualification

The procedure when an individual is formally qualified as an Executor or an Administrator in order to have the legal authority to administer a decedent’s estate.

Probate Without Qualification

When a Will (if testate estate) or a list of heirs (if intestate estate) is admitted to record, with NO formal qualification of an Executor or Administrator.

3. How do I determine which Clerk's Office to contact for Probate?

Primarily, probate should be held in the jurisdiction in which the decedent last resided. However, Probate may be done where the decedent owned real estate, or where he/she died, or where he/she owned any estate. You may contact the Probate Clerk to help you determine what jurisdiction Probate needs to be conducted in.

4. Why do I have to probate a decedent's estate?

To obtain the legal authority to administer the estate if the decedent had either (or both) of the following:

• Solely-held personal assets
• Any interest in real estate

Also, probate may be necessary in order to file a wrongful death suit or to continue a pending suit.

5. What if the decedent's only asset was a motor vehicle?

Probate may not be necessary in this case. Please contact the Department of Motor Vehicles (DMV) at 804-497-7100 or your local DMV for further instructions.

6. Does the Clerk’s Office hold wills for safekeeping?

No. The Clerk's Office does not hold wills for safekeeping. If the will was filed in the Loudoun County Courthouse prior to October 1997, and it has not been removed, then it is still being held for safekeeping in the Probate Office.

7. How do I obtain my will that has been held for safekeeping?

• If you are the owner of a will that was secured in the Loudoun County Courthouse, you may retrieve your will provided that you have proper identification. You must contact a probate clerk to be sure they are available to retrieve your will.
• If you are not the owner of a will that was secured in the Loudoun County Courthouse, (i.e. if you are retrieving the will for a parent / sibling / spouse who is unable to appear in person), you must bring your identification, as well as a notarized statement requesting that you, specifically, have their permission to retrieve their will, along with a copy of their ID. You must contact a probate clerk to be sure they are available to retrieve the will.

8. How do I obtain a will that has been secured in Loudoun County Courthouse for someone who is now deceased?

You must provide the Probate Clerk with a death certificate. You must also provide proper identification. The Probate Clerk will review the secured will to determine who the nominated Executor is. If your identification matches the nominated Executor named in the will, the secured will may be released into your possession. You must contact a probate clerk to be sure they are available to retrieve the will.

Please note: Once a will is removed from safekeeping by a Probate Clerk, it will not be accepted again for safekeeping.

9. Does Virginia have a procedure for probate for a small estate?

If an estate consists of personal assets not totaling more than $25,000, and 60 days have passed since the date of death and no Personal Representative has qualified in any jurisdiction, a small estate affidavit may be issued to the heirs at law when there is no will, or to the beneficiaries of a will once the will and/or the list of heirs at law have been recorded. An appointment with the probate department is necessary for this procedure. A certified copy of the death certificate is also required.

10. Where may a copy of a death certificate be obtained in Virginia?

View more information on obtaining a copy of a death certificate (PDF) in Virginia.

11. Whom do I contact about estate taxes?

Contact the Virginia Department of Taxation at 804-367-8031. For federal estate tax questions contact the Internal Revenue Service at 800-829-3676

12. How can I obtain a Tax ID Number?

When you apply to open an account for an estate or a trust at any financial institute, you will be asked for the taxpayer identification number. The IRS issues taxpayer identification numbers. You must complete an SS-4 form. To obtain a taxpayer identification number, the preferred method of the IRS is as follows: 

• Go to the Tax Information for Businesses website
• Click on the link titled ‘Employer Identification Number’ 
• Click on “Apply for an EIN Online’ 
• Scroll down to click on line titled ‘Apply Online Now’ 
• Click on ‘Begin Application’ 
• Choose Estate or Trust (whichever applies to your administration) 
• Click ‘Continue’ - follow all instructions and complete all requested information. The IRS will provide an EIN number and confirmation page to print for your records. 

13. How do I file a claim against an estate?

Claims can be filed at the Commissioner of Accounts Office. Be sure to include the appropriate fee when filing your claim.

Mail the completed Claim Form to the:

Commissioner of Accounts Office
4 Cornwall Street, NE
Leesburg, VA 20176

Phone: 703-777-5300

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Decedent's Real Estate

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1. The decedent (solely) owns real estate in Loudoun County, Virginia. What will happen to the interest the decedent has in this real estate?

If the decedent dies Testate (with a Will), then by operation of Virginia Law, the real estate passes automatically to the beneficiaries named in a Will. The Will must be probated for this title transfer to occur, and probate fees and taxes will apply.

If the decedent dies Intestate (without a Will), then by operation of Virginia Law, the real estate passes to the heirs at law of the decedent. A Real Estate Affidavit (PDF) must be recorded in the Probate Division for this title transfer to occur, and probate fees will apply.

2. The decedent owns real estate (jointly, with right of survivorship) in Loudoun County, Virginia. What will happen to the decedent’s interest?

To remove the decedent’s name from the title to the real estate, you would need to make an appointment with the Probate Division to do the following: 

• Testate Estate: the Will must be admitted to Probate before the Clerk. Once the Will has been admitted to Probate, the real estate will pass directly and automatically to the joint owner.
• Intestate Estate: A Real Estate Affidavit must be recorded in the Probate Division. The fee to record a Real Estate Affidavit (PDF) is $67, payable to Clerk of Circuit Court. 

3. What should I do if the decedent did not reside in Loudoun County, and probate has been opened in another jurisdiction, but the decedent owned an interest in real estate in Loudoun County?

Testate Estate

An exemplified (or triple sealed) copy of the Will and other related Probate documents from the jurisdiction in which Probate was opened, must be obtained and recorded in Loudoun County. Recording fees and probate tax will apply. 

Intestate Estate

A Real Estate Affidavit must be recorded in Loudoun County. The fee to record a Real Estate Affidavit (PDF) is $67, payable to Clerk of Circuit Court.

4. Does an Executor have the authority under Virginia law to sell the decedent's real estate?

Unless the will specifically directs the executor to sell the real estate, the qualified executor has no legal authority as part of his/her administration of the estate to sell the decedent's real estate.

5. Does an administrator have the authority under Virginia law to sell the decedent's real estate?

A qualified administrator has no authority to sell the decedent's real estate. If the administrator wishes or needs to sell the real estate in order to pay the decedent’s debts or otherwise, the administrator must petition the court (a Judge) requesting the court to grant power to sell.

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Department of Mental Health, Substance Abuse & Developmental Services-Fees

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1. Will there be a fee for the services I receive?

Yes. While the Loudoun Community Services Board (LCSB) is an agency of local government, we are required by the Code of Virginia to charge fees. We make every effort to keep our fees affordable. Under no circumstances will we deny emergency services because of an individual's inability to pay.

2. Will my insurance cover the services I receive?

Maybe. Questions about coverage should be directed to your insurance carrier. Most plans have limitations and pre-authorization requirements for mental health and substance abuse services. LCSB will gladly help you access your available benefits.

3. What can be done if I have insurance but cannot afford to pay the co-payments and/or deductible each visit?

LCSB cannot waive billing of co-payments, deductibles, or patient payments to you as mandated by your insurance plan, Medicare, or Medicaid. However, you may be eligible for a reduced fee, based on your gross income and family size.

4. What if I don't have insurance?

Prior to, or at the time of your first appointment, you will have a financial interview. During this interview, you and a member of LCSB's staff will work together to establish a payment plan within your ability to pay.

5. When is my payment due?

Payment is due at time of service. If you have health insurance, we will bill your insurance carrier at the full rate of service. It will be your responsibility to pay any deductible as well as any co-payment. After we receive payment from your insurance carrier, we will bill you for the balance.

6. The court ordered me to receive services. Will the court pay for my care?

Under most circumstances, you are required to pay for services ordered by the court. Counseling services are eligible for financial assistance. Court-ordered forensic evaluations are not.

7. What if I disagree with my bill or my financial situation changes and I can no longer afford to pay what I have agreed to?

Contact our Reimbursement Office, 703-737-8677, immediately with any questions or concerns about your billing. We are here to work with you to assure you can afford our services. We understand situations change and can reevaluate your financial agreement. Individuals may appeal their assessed fee if they believe that they are unable to pay the charges determined, but we do expect individuals to let us know of any difficulties and not simply to ignore the bill.

8. If I have a crisis situation and have a walk-in appointment, will I be charged?

Yes. If you have not had a financial interview and cannot afford the cost of this service, simply contact LCSB. A staff person will obtain your insurance information, determine the extent to which you qualify for financial assistance, and arrange a suitable payment plan. If you are currently using LCSB services and have already completed a financial interview, the existing terms of your financial contract will apply.

9. Will I be charged if I miss an appointment?

If you cancel your appointment at least 24 hours in advance you will not be billed. If you do not give 24 hours notice of cancellation you will be billed a standard $10 fee.

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Domestic Relations

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1. Is there a fee for filing a Family Abuse Protective Order?

There is no fee for filing a Family Abuse Protective Order.

2. What should I bring with me when I come to file?

You must have:

• A full description of the event that led you to seek a protective order - If you used the I-CAN! system, bring the affidavit with you. You will need this same information for the full hearing (where both parties are before the judge) that will be scheduled if a preliminary order is issued. You will be asked to testify at the full hearing (where both parties are before the judge) about the event that made you want to seek protection.
• The name and full address of the person from whom you are seeking protection - A full and complete address of the person is required, including an apartment number or unit number, not a P.O. Box.
• Any prior or existing protective orders you have in your possession, even if from another state or Virginia jurisdiction.

Other important information you should bring with you include:

• Any photographs, medical records related to the event that led to the petition for a Family Abuse Protective Order, or anything else you think will help prove your case
• The names and full addresses of anyone who witnessed the event
• As much identifying and contact information as possible about the person from whom you are seeking protection - This information is essential because the sheriff must be able to find this person for the protective order to take effect. Please provide:
  • Name, nicknames, aliases
  • Date of birth
  • Home, work, cell phone, and pager numbers
  • Addresses for home, work, friends, relatives, and places frequented
  • Physical Appearance
    • Age
    • Distinguishing marks
    • Eye color
    • Hair color
    • Height
    • Weight
  • Social Security number
  • Tendencies towards violence
  • Information on ownership or possession of weapons, especially firearms
  • A recent photograph of that person
  • A copy of an Emergency Protective Order, if one was issued
  • If possible, birth certificates and Social Security numbers for children for whom you may be seeking protection

3. When can I file for a Family Abuse Protective Order?

The court is open from 8:30 a.m. to 4:30 p.m., Monday through Friday except for holidays. In the case of bad weather, call 703-777-0303. You must arrive by 11 a.m. to file the petition and have it reviewed by a judge the same day. (A petition is a formal written request asking the court to take a certain action on a matter.)

4. What should I do if I feel I am in immediate danger?

If you feel you are in immediate danger, call 911 for law enforcement assistance.

You can also call the 24-hour hotline for Victims of Domestic Violence or Sexual Assault at 703-777-6552 for information about safety planning and local resources.

5. What should I do if an Emergency Protective Order that was issued expires before I am able to have a petition for the Family Abuse Protective Order reviewed?

Emergency Protective Orders are most often issued by magistrates and may last only 72 hours.

The Magistrate's Office issues warrants and Emergency Protective Orders relating to family abuse, stalking offenses, and domestic assault offenses. If an Emergency Protective Order has expired before you are able to get to court and have your petition heard, you may ask the magistrate to issue another protective order.

6. Do I need a lawyer to file for a Family Abuse Protective Order?

You do not need a lawyer to file for a preliminary protective order. The Juvenile Services Intake Unit will provide assistance to help you complete the necessary paperwork and will provide basic information about preparing for your court hearing. The unit, however, cannot give you legal advice. You may want to hire a lawyer to represent you at your full hearing (where both parties are before a judge), especially if the person from whom you want protection will have a lawyer.

The Loudoun Abused Women's Shelter (LAWS) has a part-time staff attorney who may be able to assist with permanent protective order hearings. Call 703-444-6652 (V/TTY) or 703-771-3397 (LAWS Legal Services). For Virginia Lawyer Referral Service, call 800-552-7977.

7. What should I do if I am the person named as “respondent” in a Family Abuse Protective Order?

A "respondent" is the person against whom the order is issued. You will receive a copy of the order from the sheriff. Read the order carefully. Strict compliance with the order will avoid additional problems that can result in criminal penalties. You may ask the court to dismiss or change the terms of the order. Only a judge may dismiss or change the terms. The order will have a date and time for a hearing, arrive at the courthouse at least 30 minutes ahead to allow time for parking. You or your lawyer may tell your side of the case at the hearing. For more information, contact Community Corrections at 703-777-0207.

8. How will I know when the Protective Order is served on the person from whom I want protection?

Contact the Sheriff's Office at 703-771-0602, Monday through Friday (except on county holidays), from 9 a.m. to 5 p.m. Contact the Sheriff's Office non-emergency dispatch center at 703-777-1021, when the Sheriff's Office is closed.

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Douglass Community Center Trip Camps

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1. When will the required camp forms be available and when do they need to be completed?

You will receive an email with a link to the forms when you register. If you do not receive this email, the forms can be completed by visiting PRCS Licensed Programs Registration.

2. When will the daily camp itinerary be available?

The itinerary for the summer is usually released in early May. The current or most recent itinerary can be found online. Please check the dates on the itinerary. If the current one is not posted, we leave the previous summer's itinerary posted as a sample of the destinations that we typically go to.

3. Can I use the paperwork from other PRCS camps for the Trip Camp?

Yes. You can use the forms and documentation that you have submitted to any other PRCS camp or program that is licensed by the Commonwealth of Virginia as a child day center. This includes the ID Verification and the School Health Entrance Form. The Registration Form must be completed once each calendar year. Please call our staff at 703-771-5913 for details and to let us know to request your paperwork from the other camp.

4. The camp operates from 7 a.m. to 6 p.m. Does that mean that my child has to be in camp from 7 a.m. to 6 p.m.?

No. This means that if you need care, you can drop your child off as early as 7 a.m. and pick them up as late as 6 p.m. The trips usually leave around 9:30 a.m. and return around 4:30 p.m. The exact departure and return times will be available in the daily itinerary.

5. What happens if a trip is returning late to the center?

If a trip is returning more than a few minutes late for any reason such as traffic, weather, etc., we will send an email to the email address that is in your RecTrac / WebTrac account. If we find out about the late arrival close to the scheduled arrival time, we will also come out to the parking lot and look for any parents that may be waiting for the bus. We make every effort to bring all trips back on time, however sometimes unanticipated traffic conditions do cause delays. You can also call our office at 703-771-5913 to get an update at any time.

6. If my child forgets to bring lunch, sunscreen, camp shirt, swim suit, etc., what do we do in those circumstances?

If your child does not have an item needed for the camp, we will make an attempt to contact you for instructions to see if you are in a position to bring that item to the center or to the destination. If time and staff resources permit, in some cases, we may be able to obtain that item for you and give you a receipt for reimbursement when you pick your child up. In the event that none of these options are possible and the item is critical to the safety of your child, we may need to keep your child at the center to be picked up or attempt to accommodate them in the Video Gaming camp if space permits.

7. If my child arrives at the center after the trip has already left, what happens?

Our trips usually leave exactly on schedule, so it is important that you arrive a few minutes before the advertised departure time. In the event that you do not make it to the center on time, please come into the office or call us at 703-771-5913. We can discuss possible options such as you meeting the bus at their destination. We cannot hold the bus at the center and cause a late departure. In the event that you do not make it to the center in time and are not able to transport your child to the destination to join the group, it is possible that we can accommodate your child at the center in our Video Gaming Camp to be able to provide you care for the day. This will depend on available space and staff ratios. In the event that we are not able to accommodate your child in the Video Gaming Camp, we will not be able to have your child in camp for that day.

8. Can I pick my child up from the destination if they have a doctor’s appointment, sports event, etc.?

Yes, this is possible, however it does require arrangements ahead of time. Please contact the office staff at 703-771-5913. We need to coordinate the pick-up and exchange numbers, etc., as we sometimes need to change destinations due to weather or other conditions and we will sometimes go to a playground on the way home, so we need to make sure that we coordinate an exact time and location.

9. Is my elementary child allowed to go with their older sister / brother? I want them to be together.

This is possible, however it would be done on an exception basis if space is available only after considering the age of the campers and making sure that it is a good fit and would be conditional on a successful integration into the camp. Contact the office staff at 703-771-5913.

10. What is the camper to staff ratio?

The camp ratio exceeds the state licensing ratio in all cases. When at the center, direct supervision never exceeds 18 to 1 and there are always additional staff in the office or on the property that are able to assist as needed. On trips, we maintain a minimum ratio of:

• 6 to 1 for My 1st Trip Camp
• 11 to 1 for Elementary Trip Camp
• 15 to 1 for Middle School Trip Camp

When on certain trips that we feel require a higher level of supervision due to crowds or other factors, we will add additional staff above and beyond the stated ratios.

11. Can my child wear flip flops on pool days?

Your child can bring flip flops to change into when at the pool. To comply with licensing and to insure the safety of your child, we require closed toe shoes to be worn except for at the pool. This is to prevent injuries during sports games, while at playgrounds, etc.

12. What is your policy on food containing nuts?

While we are not a "nut free" center, we strongly discourage the bringing of food containing nuts for the safety of known and unknown nut allergies in other children in the camp. If your child has a nut or other allergy, please make staff aware of this.

13. Do you provide camp shirts?

You will receive a minimum of two shirts and one shirt per week up to a maximum of five as follows:

• 1 week: 2 shirts
• 2 weeks: 2 shirts
• 3 weeks: 3 shirts
• 4 weeks: 4 shirts
• 5 weeks: 5 shirts
• 6 or more weeks: 5 shirts

It is important that our campers wear these shirts every day so that they can be easily identified as part of our group when we are at destinations. When at swimming pool destinations, we will also put a wrist band on your child to further help us identify them when in the water. If you wish to purchase additional shirts, these can be purchased in the office for a fee of $6.

14. What happens in the event of inclement weather?

In the event of inclement weather that causes an outdoor trip to be changed, we will locate an alternate activity. If it is a swimming day, we will make every effort to find an indoor pool for that day that is able to accommodate us. In any event, we will go on some type of activity such as a movie or bowling. If the inclement weather can be predicted with a fair level of confidence such as an extreme heat day or a definite rain event that we know about a few days ahead of time, we may shift the itinerary for that week to fit the weather, such as changing a bowling trip to a day that will be rainy and moving the swim day to the bowling day, etc. You will receive communication about any changes that are made in advance.

15. Where do I pick up and drop off my child each day?

The Douglass Community Center is a large property with several entrances and rooms where a particular camp could be located while on the property. The possible locations of the camp while on the property include the playground / field, gym or one of the three outside buildings. The best idea is to drive down the left/east side of the building by the hockey rink and then park behind the gym by the playground. That way, you will see immediately if they are in the playground and then you will walk by the gym and the three outside buildings. If you are not able to immediately locate them just stop in the office or call us at 703-771-5913.

16. Should I send my child with extra spending money?

This is at the discretion of the parent. Some parents will choose to send a modest amount for arcade games or gift shops depending on the destination. If you choose to send money, please keep the following in mind:

1. Staff cannot hold or manage money for your child.
2. Staff cannot be responsible for money that may be stolen, lost by your child or spent on or by other campers.
3. There is no guarantee that they will get to spend the money. There will be cases that we may not allow gift shop or arcade visits, etc. based on trip circumstances such as overall group behavior, time constraints, etc.

17. What is the camp policy on personal electronics?

While at this time, we do not ban the use of personal electronics such as gaming devices, iPods, etc., it is advised that you only send these items if you are confident that your child can manage them properly. In no case, can the staff be responsible for lost, damaged or stolen games, etc. We will also not allow them to be used without restrictions. An example would be we may allow a DS to be used to pass time on the bus, however we would not want your child to play their DS and not participate in a game in the gym. Staff also reserves the right to restrict use of devices for the group based on any possible overall group behavior issues and to change the overall camp policy regarding bringing them to camp. See the electronics policy in the parent handbook.

18. May I go on the trip with my child?

Yes, this is possible depending on bus seating and destination space availability and any admission fees would need to be paid. Contact the office staff at 703-771-5913 if you would like to attend a trip.

19. Why does my child have to take a swim test when they already know how to swim and I completed the swim ability form?

The various pools we go to require children to participate in a swim test. We also want to be 100% confident in your child's ability for safety reasons.

20. My child has medications that need to be taken during camp. How should I handle this?

This is not a problem. We have multiple staff that have medication administration training. Please contact the office staff for details and forms at 703-771-5913.

21. Why does my child have to stay on the bus when they arrive back at the center while I wait outside for them to be released one by one?

When we arrive back to the center, we release the children one by one as the parent signs them out. For the safety of your child, we need to know who we are releasing them to. If we simply let everybody off the bus, there is too much activity all at once for us to safely release the children and have them signed out. Your understanding with this process is greatly appreciated and we make every effort to expedite the process.

22. When is my camp tuition due?

There is a $25 deposit due at the time of registration. The balance is due two weeks before the start of the camp week. If you register less than two weeks before the camp, then the entire fee is due at the time of registrations.

23. Should I send a reusable water bottle to camp with my child?

You can send a water bottle of your choice if you wish. If not, we will have water and cups available.

24. What happens if I have a question that is not addressed here?

If you have a question that is not addressed in the above FAQs, please do not hesitate to email the Douglass Community Center or call our office at 703-771-5913. We will be happy to answer any questions or concerns you may have about our camp.

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Emergency Communications Center

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1. How does an emergency call work?

At the Public Safety Answering Point (PSAP), the operator verifies the caller's location, determines the nature of the emergency, and decides which emergency response teams should be notified. The emergency dispatcher uses location information provided by the caller's telephone through enhanced 9-1-1 landlines and cellular telephone to the proper public safety agency to alert responder personnel.

The primary PSAP for Loudoun County is the Department of Fire and Rescue, and answers for the entire county. If the call is for a law enforcement-related emergency, the caller is transferred to a secondary PSAP such as the Loudoun County Sheriff's Office, Leesburg Police Department, or Virginia State Police for help.

Although the Department of Fire and Rescue operates the PSAP, they also function as the Emergency Communications Center (ECC) for the fire and rescue system. Once the call is determined to be fire and rescue-related, personnel in Fire and Rescue ECC alert the appropriate emergency response team. During emergencies, radio systems frequently are used by emergency units at the scene to coordinate activities among all emergency fire and rescue personnel and with dispatchers in the ECC.

2. When should you call 911?

911 is for emergencies, potential emergencies, or when an emergency is imminent. Ask yourself:

• Is there a danger to life or property?
• Is there a serious medical emergency, (chest pains, seizures, bleeding, etc.)?
• Is there any type of fire (building, vehicle, brush, etc.)?
• Is there any crime in-progress (robbery, burglary, prowler, fights, etc.)?
• Is there any other life threatening situations (traffic accident with injuries, stuck in high water, etc.)?
• Is the caller or someone else the victim of a crime?

You should call 911 anytime you believe there is an actual emergency. If you are unsure, call 911 and the dispatcher can assist you.

Please do not call 9-1-1 to report that electricity or other utilities are off; to notify authorities of traffic jams; to inquire about government services or to learn general information.

3. How can callers help the 911 dispatchers?

When reporting an emergency:

• Remain calm
• Speak clearly
• Listen to instructions
• Answer all questions

The person answering 911 calls is a trained dispatcher. They have been trained as to what questions to ask. Be prepared to follow the dispatcher’s line of questioning. (For example: What is happening, where the situation is occurring, when did the incident occur, who is involved, what injuries have been sustained, etc.).

4. What number do I call for non-emergency assistance?

The Emergency Communications Center has several non-emergency telephone lines that are accessible to the public. For all non-emergency situations, please call 703-777-0637. Examples of non–emergency calls would be:

• Testing of a fire alarm
• Reporting school fire drills
• Reporting a controlled burning

5. Why do dispatchers ask so many questions?

Dispatchers ask for pertinent information first – address, type of call, name of caller or those involved. Once the initial information is obtained, additional questions may be asked depending on the type of call. The questioning will not slow down the dispatching of the appropriate assistance. In emergency cases, this information is relayed immediately to field units so they may begin responding to the incident, while the dispatcher remains on the phone to obtain further details that are also relayed to the responding units as it is gathered, in real time. The dispatcher will further assist callers requesting medical assistance by giving emergency medical instructions to them on how to administer life saving techniques such as CPR, delivering a baby, or other medical emergencies.

6. What should I do if I call 911 by mistake?

If you call 911 by mistake, do not hang up. Stay on the line and tell the dispatcher that everything is all right. If a caller to 911 hangs up without stating the problem, the caller must be contacted in order to ensure that no actual emergency exits. This may involve the dispatching of a law enforcement agency to your home or place of business in order to ensure that a problem does not exist. One common misconception that people have about dialing 911 by mistake is they will somehow get into trouble, this is not true.

7. Who does the center dispatch?

The Emergency Communications Center dispatches for the Department of Fire, Rescue and Emergency Management system that is made up of 17 volunteer agencies operating out of 20 stations. These departments serve a population of about 270,000 over a 517 square-mile area.

8. Can the center communicate with the speech-impaired and hearing-impaired?

Yes. The Emergency Communications Center is equipped with a Telecommunication Device for the Deaf (TDD) that enables typed communications with the caller.

9. Can I call 911 from a pay phone?

Yes. Telephone companies provide free-of-charge access within a 911 service area from all coin phones.

10. Can I call 911 from a cellular phone?

Yes. When 911 is dialed on a cellular phone, the call is routed to an Emergency Communications Center based on cellular tower site location. Depending on the type of call, geographical area and other factors, your call may need to be transferred to another jurisdiction. Cellular 911 calls from Loudoun County are often routed to towers in other jurisdictions, and vice-versa. If the call is determined to be in another area, your call will be transferred immediately to the proper jurisdiction.
Based on the level of information given through the cellular carrier, the dispatcher will have the ability to see the caller's approximate location. This information is displayed for the dispatcher on a map of Loudoun County so that additional information can be given to responding units. This is especially critical in cases where the caller loses communication or is lost or unfamiliar with the location.

11. I speak a foreign language. Can the 911 center communicate with me during an emergency?

The Emergency Communications Center uses a services from Language Line Incorporation that provides over-the-phone interpretation of more than 150 languages, 24 hours a day, seven days a week.

12. Can I send a text to 911?

Beginning Tuesday, March 1, 2016, the Loudoun County Emergency Communications Center will have the capability to receive text messages to 911. Public safety officials encourage anyone who has an emergency to place a voice call to 911 whenever possible. Call if you can, text if you can't.

During a fire, medical or police emergency, you should send a text to 911:
1) If you are deaf, hard of hearing or have a speech disability;
2) If you cannot speak due to an injury or medical condition;
3) If you are in a threatening situation and a voice call could increase the threat; or
4) If you cannot make a call because your mobile phone reception is poor.

More information about text to 911 is online at www.loudoun.gov/text911.

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EMS Transport Reimbursement Program

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1. When will the billing for the EMS Transport Reimbursement Program begin?

The billing is not expected to begin until early 2015.

2. Why does Loudoun County seek reimbursement for EMS services?

Seeking reimbursement for EMS transport and medical services associated with emergency care makes financial sense for the combined career and volunteer EMS system. The majority of Loudoun County citizens and visitors have already paid for these benefits through their health insurance premiums or federal taxes.

For those who have private medical insurance, this benefit is a part of their health insurance premium through their employer or workers’ association. For those who are Medicare eligible, they have paid for this benefit through payroll deduction into the Medicare fund.

By seeking reimbursement for EMS transport services, the county’s EMS service providers will be able to recover existing funds for EMS operations, thereby infusing additional revenue into the operational needs of the fire and rescue system, without raising taxes.

3. Will those who can least afford an ambulance bill bear the brunt of an EMS Reimbursement Program?

No. Many retirees have existing healthcare plans or Medicare that pay for ambulance transport. Those citizens who are unemployed, uninsured, or poor are eligible for Medicaid, which provides reimbursement for ambulance transport.

4. Will health care premiums be increased to cover ambulances fee?

No. insurance carriers and Medicare have already built ambulance fees into their premiums. They have already factored the ambulance reimbursement cost into their actuary tables for their plan enrollees.

The cost for ambulance reimbursement transport for many insurance companies is an extremely small percentage of their overall expenditures. The vast majority of expenditures that an insurance company experiences each year are for hospitalization and hospital procedures and operations.

Loudoun residents are paying insurance rates that assume there is a charge for EMS service, but the county is not actually receiving any funds.

5. Will citizens be reluctant to call for an ambulance if they know they will receive a bill?

EMS services are traditionally used by individuals who are having an acute or emergency situation and there is no evidence that an entity's seeking reimbursement for EMS services plays a role in a person's decision to call 911. No one who calls 911 will ever be denied treatment or transport to a hospital because they lack healthcare insurance.

6. What is the revenue sharing model for the new EMS reimbursement program?

• EMS Stations Ownership: 20 percent


• EMS Equipment Ownership: 20 percent


• EMS Staffing: 25 percent


• County-Provided Infrastructure (Dispatch) and Training: 25 percent


• Engine and/or Fire Truck First Responder: 10 percent

7. Do other jurisdictions in Virginia participate in EMS transport reimbursement?

Yes, according to the Virginia Office of Emergency Medical Services, of the 544 Emergency Medical Services (EMS) agencies in Virginia, 341, or 63 percent, participate in EMS transport reimbursement.

8. If 9-1-1 is called by me or on my behalf, and I refuse ambulance transport, will I be subject to reimbursement requirements?

No, the proposed program is only for ambulance transportation. Persons are encouraged to contact 9-1-1 at the earliest thought that they or another person may be in need of emergency medical services. However, certain situations result in treatment only, or the person may simply not desire to be transported by ambulance. In those non-transport cases, there would be no responsibility for reimbursement.

9. What will Loudoun County do with the revenue from the EMS transport reimbursement program?

The intent of the Board of Supervisors is that the program revenue will be used to enhance and support the EMS delivery system in Loudoun County. Funding would be earmarked for the purchase of ambulances and equipment for volunteer and career staffed stations, for purchasing EMS training materials and delivering EMS training classes and for supporting communications technologies needed for effective EMS service delivery.

10. As a supervisor of a facility or of a group of people, am I or my organization responsible for any reimbursement if I call 9-1-1 for someone in my charge?

No. Only the person for whom 9-1-1 is called would have this responsibility. 9-1-1 should be contacted at the earliest point when someone may need emergency medical services. Teachers, coaches, facility managers and the like should not hesitate to call 9-1-1 when they think emergency medical services are needed.

11. How did Loudoun County establish the fees for EMS transport reimbursement? Are the fees similar to surrounding jurisdictions?

The Board of Supervisors authorized the hiring of a consultant firm to conduct research on developing and implementing the EMS Transport Reimbursement program for Loudoun County. The consultants used their experience on this subject from market research in other localities throughout the United States, to include the Washington, DC metropolitan area, and based their recommendations accordingly. The Board of Supervisors evaluated the recommendations and settled on fees which are generally consistent with surrounding jurisdictions.

12. Why is there an ordinance for the EMS transport reimbursement program?

The formal authorization to implement this program and to collect and distribute revenue comes from the Board of Supervisors. Loudoun County regulates many programs through its Codified Ordinances to ensure public awareness and consistent application of these regulations.

13. I called 9-1-1 and was transported by ambulance to the hospital. I was then transported to another hospital by a private ambulance service. Will I be charged twice?

You may be. However, private ambulance services are different from EMS. Loudoun County would only request reimbursement for the EMS ambulance transport. The private ambulance or other service may charge a separate fee for the transport from one hospital to another. Regulation of private ambulance services and fees are outside of the regulatory control of the Board of Supervisors.

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Federal & State Tax Forms

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1. Where do I get federal income tax forms?

Unfortunately, the Internal Revenue Service (IRS) has not provided local government offices with federal tax forms since January 1, 2006. However, you may obtain federal tax forms and information in the following ways:

Online at www.irs.gov or by calling the IRS at 1-800-TAX-FORM.

Federal tax forms can be printed for free at our office's public PCs located in both our Leesburg and Sterling offices. However, due to the size of most federal income tax publications, you will not be able to print such documents in our office.

Forms are available by visiting the IRS local office at:

Internal Revenue Service

5205 Leesburg Pike

Bailey Crossroads, VA 22041

Monday - Friday: 8:30 am - 4:30 pm

Ph: 703-756-6663

Federal forms 1099 and W-2 can be purchased at most office supply stores.

Loudoun's public libraries carry some federal tax forms. You may wish to contact your branch directly before visiting to ensure that your required forms are available. Contact information for the branches is online here.

2. Where do I get Virginia State Tax Forms?

The Commissioner of the Revenue's office receives a limited supply of the most commonly used Virginia State Tax forms from the Virginia Department of Taxation. You may request or download Virginia State Income Tax forms online from the Virginia Department of Taxation or by calling 804-440-2541.

Virginia State Income Tax Returns may be mailed to one of the following addresses:

Refunds:

Virginia Department of Taxation

P.O. Box 1498

Richmond, VA 23218-1498

Tax Due:

Virginia Department of Taxation

P.O. Box 760

Richmond, VA 23218-0760

Note: Checks should be made payable to the Virginia Department of Taxation.

3. Where can I get Virginia State Income Tax Assistance?

If you have questions regarding the filing of Virginia State Individual Income Tax returns, please contact our office at 703-777-0260 or the Virginia Department of Taxation at 1-804-367-8031.

Additionally, the Loudoun County Area Agency on Aging assists elderly, low income, disabled, or non-English speaking taxpayers through its free Volunteer Income Tax Assistance (VITA) Program with preparing Federal and state income tax forms during the months of February, March, and early April. You may contact the Area Agency on Aging directly at 703-777-0257 or online here.

4. How can I file an extension for Virginia State Income tax?

Citizens may download an extension form.

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Fire & Rescue

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1. I am interested in becoming a career or volunteer member of the Loudoun County Fire-Rescue family. What opportunities are available?

For career opportunities, the Loudoun County Government strongly encourages qualified women, minorities, and people of diverse backgrounds interested in employment with the county to apply. The Loudoun County government has an automated online job application system.

If you are interested in volunteer opportunities, Loudoun County has 22 volunteer Fire and Rescue companies that run out of 19 stations. As a combination system, we have approximately 1,600 volunteers and approximately 450 career staff who work together to protect the life and property of Loudoun County and surrounding jurisdictions residents. Our operational members are professionally trained and achieve certifications in Emergency Medical Services, Firefighting, Hazardous Material Response Team, and Emergency Vehicle Operations. Volunteer training routinely occurs in the evenings and weekends to accommodate our volunteers. Trainings are conducted at the stations and at the county's training facility in Leesburg. Some of the training is physically demanding and requires dedication and a significant time commitment to complete the necessary training. In addition to typical fire and rescue positions, we also need volunteers behind the scenes for administrative tasks and duties such as public relations, web design, event planning, and more. For more information about being a volunteer with the Loudoun County Fire and Rescue system, please visit the Answer the Call website for more information.

2. Why should I install smoke alarms in my home?

In the United States, 80% of all civilian fire deaths result from home structure fires. In most cases, a working smoke alarm could have saved these lives. Smoke alarms are one of the best and easiest safety features you can use to protect yourself, your family and your home. So go ahead, "Put A Finger On I!" and follow these safety tips. If you need a smoke alarm, they are available for free by calling 703-737-8093.

3. Can I register a cell phone for the Community Emergency Voice Notification system?

Yes. Loudoun County includes wireless device numbers in our Community Emergency Voice Notifications database. If you are interested in voluntarily registering your wireless device with us, please sign up through Alert Loudoun.

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Fire & Rescue - Fire Marshal

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1. May I burn my leaves and brush pile?

If you live in the towns of Leesburg, Lovettsville, Middleburg, Purcellville, or Round Hill, the answer is no. These towns have a "no burning" provision in their municipal codes. If you live in any other town or in an unincorporated part of Loudoun County, you may burn leaves and brush, subject to certain criteria. You may not burn where trash pickup is available for these materials. In "built up" areas, such as Sterling Park, Ashburn, and Cascades, this trash service is provided, thus burning of these materials is prohibited. From February 15 through April 30, the State Forestry Department allows burning only between the hours of 4:00 pm and midnight. Between May 1 and September 30, the county imposes a total ban on open burning for air quality reasons. Due to the many regulations on this subject, the Fire Marshal's Office requires that any request for open burning be approved. The number to call is 703-777-0637.

2. I am hosting an event and am planning to put up a tent. Are there requirements I must follow?

If the tent is greater than 900 square feet, you must contact the Fire Marshal's Office for a use permit. The number to call is 703-737-8600. You can also visit the fire marshal page and download the application which will also provide important information. Tent applications should be submitted no less than 10 business days prior to the event.

Note: Your tent may also require a construction permit. Contact the Department of Building and Development at 703-777-0220 to see if one is required. If you are cooking or serving food, you must also contact the Health Department. The number to call is 703-777-0234. Cooking tents are to be used exclusively for cooking with no seating or serving and must be separated by at least 20 feet from all other tents. More information about planning for special events in Loudoun County is available at Special Events.

3. I want to display fireworks in my back yard. Are certain fireworks illegal to possess?

Yes. Any firework that explodes, rises into the air, moves across the ground or shoots projectiles into the air, is illegal to possess in Virginia. These devices include firecrackers, roman candles, pop bottle rockets, as well as shell devices used at public displays. The Fire Marshal's Office recommends that only fireworks sold at retail stands in Loudoun County be used. They may not be used on public property, including streets and roads. You can also find a list of permissible fireworks, approved vendors, and public displays on our Fire Marshal page.

Note: Although it is fairly easy to obtain these items by going across state lines, possession and use of these devices is a Class 1 Misdemeanor in Virginia, punishable by up to 1 year in jail and/or a $2500 fine. Depending on the classification of the device, federal explosives charges could also be imposed for interstate transport.

4. I live in an apartment and I was told I cannot grill on my balcony. Is there a regulation prohibiting this?

Yes, the use of open flame grills is prohibited if within 15 feet of an apartment building. This includes propane grills as well as charcoal grills. Small electric grills that do not produce an open flame are allowed under the fire code, however, they may be prohibited by the building management company.

5. I use my propane grill outside and away from the apartment building. Can I store my propane in my apartment or on the deck during the winter?

No. The Statewide Fire Prevention Code prohibits the storage of propane tanks within 10 feet of an apartment building.

6. Where can I find a permit application?

Application permits can be found by visiting the Loudoun County Fire Marshal Code Enforcement page.

7. When are you allowed to do open burning?

October 1, 2013 – February 14, 2014. For more information about Open Burn Regulations visit our Open Burning page.

8. How do I request a fire safety talk or request a fire engine to attend my event?

You can contact the Public Education Manager at 703-737-8093 or via email.

9. I am interested in learning more about the smoke alarm and other safety programs, who do I need to contact?

Contact the Public Education Manager at 703-737-8093 or via email.

10. I have old ammunition, where can I safely dispose of it?

Please call the Loudoun County Fire Marshal's Office at 703-737-8600 for detailed information on proper disposal of ammunition, fireworks, or any explosive materials.

11. What do I need to know to start my own food truck in Loudoun County?

The Initial Start-Up brochure for Food Trucks within Loudoun County (PDF) provides regulations based on the Statewide Virginia Fire Code. Contact the Fire Marshal’s Office if there are additional questions. In addition other departments in the county such as the Health Department and Sheriff’s Office also have procedures for food trucks.

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Fire & Rescue - Human Resources

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1. What schedule do firefighters and paramedics work?

Field personnel with the Loudoun County Department of Fire and Rescue - Operations Division have a 42 - hour work week and operate on one of three schedules:

The 5-12 shift is a 12-hour day, from 6:00 am to 6:00 pm, and is based on a Monday through Friday schedule with every weekend off. In addition to each weekend off, you will also be off at least one weekday each week. This is a 10-week rotation of days off where the tenth week you only work Tuesday and Wednesday.

The 7-12 shift is a 12-hour day, from 6:00 am to 6:00 pm, and is based upon a seven-day-a-week schedule. The first week you work Monday, Tuesday, Friday, Saturday, and Sunday; and the second week only Wednesday and Thursday. It is a constant two-week rotation.

The 24-72 shift is a fixed schedule where you work 24 hours, 6:00 am to 6:00 am, and then are off for 72 hours. In other words, if you work Monday, you will work again on Friday. This translates to 7-8, 24-hour shifts per month.

2. Are there additional pay incentives for specialized training / positions?

Yes. Loudoun County offers pay incentives for the following specialties:

• Advanced Life Support (ALS) Preceptee (A trainee, who works in the field with a senior medic.)
• ALS Preceptor (A paramedic who oversees the student while in the field.)
• ALS Provider: Emergency Medical Technician (EMT)-Intermediate and EMT-Paramedic
• Bomb Technician
• Canine Handler
• Hazardous Materials Technician and Specialist
• Peer Fitness Trainer
• Self-Contained Breathing Apparatus (SCBA) Technician

3. What benefits do you enjoy as a Loudoun County employee?

• Deferred compensation retirement plan
• Disability benefits (short-and long-term)
• Flexible Savings Account
• Health benefits that include medical, dental, vision, and prescription medication
• Health Savings Account
• Holidays (12 and a half days per year)
• Virginia Retirement System

4. How long is firefighter / EMT recruit school?

Recruit training is a 26 to 27 week process, depending on holidays. This includes several weeks of time spent with an ambulance or medical unit.

5. What steps must I complete to be hired by the Department of Fire and Rescue?

• Complete the written exam with a 70% score or higher
• Complete a nine-station physical ability test course in less than 10 minutes
• Pass a polygraph test and background examination
• Successfully complete a pre-employment physical including drug screening
• Complete a panel interview

If you successfully complete all of the above steps, you will be placed on an eligibility list of firefighter vacancies.

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Fire & Rescue - Insurance Services Office Inc. Ratings

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1. What is the Insurance Services Office (ISO) and what do they do?

The Insurance Services Office Incorporation (ISO) is a private firm that specializes in providing data, underwriting and risk management services to property insurance companies. ISO collects information on municipal fire protection efforts throughout the United States and provides the data to insurance companies to assist them in the voluntary establishment of property insurance rates.

By classifying communities’ abilities to suppress fires, ISO is able to also help communities evaluate their public fire protection services through its Public Property Classification (PPC) program. The program provides an objective standard that helps localities in planning and budgeting for facilities, equipment, and training. And by securing lower fire insurance premiums for communities with better public protection, the PPC program provides incentives and rewards for communities that choose to improve their firefighting services.

2. How does the Public Property Classification (PPC) rating work?

The PPC is derived from the field analysis and other information supplied in relation to a community’s fire suppression delivery system. The ISO analysis concentrates on three primary areas:  the fire department (equipment, staffing, training), emergency communications, and water supply.  ISO analyzes relevant data using their Fire Suppression Rating Schedule (FSRS). Based upon the data, ISO assigns a Public Protection Classification from 1 to 10 (Class 1 generally represents superior property fire protection, and Class 10 indicates that the area's fire-suppression program doesn't meet ISO’s minimum criteria).

3. What has recently changed with respect to ISO classifications within Loudoun County?

Learn about these changes on the Public Protection Class (PPC) Ratings Changes page.

4. Do the new ratings mean that I will see a reduction in my property insurance premium?

The use of Insurance Services Office Inc. (ISO) ratings is voluntary on the part of insurance carriers. The establishment of premium rates by insurance carriers is dependent upon many other factors in addition to the PPC ratings. The public is encouraged to contact their insurance carrier to discuss how the new PPC ratings will impact their insurance premium rates.

5. How do I determine the Public Protection Classification for my property?

If you have a question about your Public Protection Classification, please contact your insurance company or your agent directly, rather than Insurance Services Office Inc. (ISO). ISO does not supply Public Protection Classifications to policyholders or the general public. ISO will supply Public Protection Classifications to insurance companies and agents. Also, participating insurance companies and agents can access the classifications through ISOnet. Insurance companies and agents who would like sign up for the service may call the ISO Customer Service Center at 1-800-888-4476.

6. How does ISO plan to keep up with future improvements to the county’s fire suppression infrastructure?

Insurance Services Office Inc. (ISO) normally visits a community once every 10 years.  However, the recent study has led ISO to understand that new community development, to include improved water supplies, new fire stations and upgraded equipment, produces a need for a more regular review to ensure that the data they provide to the insurance industry is as accurate as possible.  The Department of Fire, Rescue and Emergency Management will be working with ISO to request a more frequent schedule of review based upon changes in these areas.  

7. I see signs for “Dry Hydrants” in rural areas of Loudoun County. What are dry hydrants and does their use improve the Public Property Classification (PPC) ratings?

A dry hydrant is a non-pressurized pipe with a fire department connection installed at a pond, stream or underground water storage tank. Dry hydrants provide firefighters quick access to water in rural areas because the piping and connection are already in place, saving precious time during a fire when the need to replenish firefighting water supplies is critical.

Dry hydrants are required to be installed as a condition of certain development in Loudoun County. They may also be installed by a homeowner. In some instances, partial grants are available to help offset the cost of materials.

Insurance Services Office Inc. recognizes the use of dry hydrants in Loudoun County and includes those sites with tank capacities of 30,000 gallons or more in the overall PPC rating.

8. How can I learn more about installing a dry hydrant and the grant program?

The Loudoun County Department of Fire, Rescue and Emergency Management can provide general information about the benefits and review procedures for installing dry hydrants. The Virginia Department of Forestry is one popular source for potential grant funding.  

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Guardian for Minors

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1. What is the definition of a minor?

A minor is a person who is under the age of 18.

2. What is the definition of a Guardian of a Minor?

A Guardian of a Minor is a person who has obtained legal authority to be responsible for managing financial and/or personal affairs of a Minor. There are three types of Guardianships of Minors.

• Guardian of the Person (Appointed by the Court (a Judge)
• Guardian of the Estate (Appointed by the Court or Clerk)
• Testamentary Guardian (Named in a Will for both personal and/or estate)

3. What is the definition of a guardian of the person?

A guardian of the person is an individual who is appointed by the court to be legally responsible for the personal affairs of a minor.

4. What is the definition of a guardian of the estate?

A guardian of the estate is an individual who is appointed by the court or the clerk to be legally responsible for the care and maintenance of a minor’s financial matters, until the minor reaches the age of 18.

5. What is the definition of a testamentary guardian?

Defined by Virginia Code Section 64.2-1701; Every parent may, by his last will and testament, appoint (i) a guardian of the person of his minor child and (ii) a guardian for the estate bequeathed by the parent to his minor child for such time during the child’s infancy as the parent shall direct.

6. What is the difference between guardian of the estate and guardian of the person?

There are several differences between a guardian of the estate and guardian of the person. However, the primary difference is that the guardian of the estate is responsible for managing the financial affairs of a minor, whereas the guardian of the person is responsible for the health and well-being of the minor. The guardian of the person has also assumed parental rights for the minor child. This means that the minor child’s biological parents have released their parental rights to the court appointed guardian.

7. Does the clerk provide forms for the filing of any legal court documents regarding becoming a guardian of a minor?

The clerk does not have any forms for the filing of any legal court documents (I.e. – petitions, orders, decrees, etc.). The only forms the clerk does have available are: post-qualification forms which are used after the appointment process (by the judge) and the formal qualification process (by the clerk) have occurred.

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Guardian for Minors - Formal Qualification Process

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1. What should I bring to my formal qualification appointment?

Please bring the following to your formal qualification appointment:

• A check or cash to pay fees calculated during the qualification appointment; fees are based upon the value of the estate.
• The dollar value of the personal assets in the estate of the minor
• The fair market value of real estate of the minor
• The original last will and testament, if qualifying as testamentary guardian
• The signed Order of Appointment, if appointed by the judge

You may bring the completed information form for a guardian. The form is online here.

If bond with surety is required by the court order, the surety bond company must attend your scheduled appointment to sign the surety bond.

2. What does the bond with surety mean?

A surety bond is a guarantee by a third party (usually an insurance or bonding company) that a guardian will properly account for all money and property owned by the minor and that the guardian will discharge his / her guardian duties as required by law.

3. Whom can I call to obtain bond with surety?

The Probate Department cannot recommend any bonding company, A link to a list of local bond companies that write surety bonds can be found on our forms page.

4. Why do I need a bond?

A bond is a guarantee that you will perform your guardianship duties as required by law. The court order of appointment or the clerk will set the amount of the bond and govern whether the bond is with or without surety.

5. What steps are involved in the qualification process with the clerk?

Read about the formal qualification process.

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Guardian for Minors - Guardian for the Estate of a Minor

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1. How do I obtain the legal authority to act as a testamentary guardian?

First, the last will and testament must be probated before the clerk of the circuit court. Second, the person who was nominated in the will as guardian must then formally qualify before the clerk of the circuit court.

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Guardian for Minors - Guardian for the Person of a Minor

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1. How do I obtain the legal authority to act as a guardian of the person of a minor?

• Due to the serious and sensitive nature of guardianship appointment, the guardian appointment must be made by a judge of the Circuit Court in the appropriate jurisdiction, which is the county in which the minor currently resides.
• After the Order of Appointment is signed by the judge, you must then formally qualify before the clerk of the Circuit Court (Probate Department).
• After your court-ordered appointment, and after you formally qualify before the clerk, you can then legally assume your duties and responsibilities as guardian.

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Health & Human Services - Family Services - DPCC Homebuyers After Settlement

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1. What if I want to refinance in the future to get a lower rate?

Refinances will be considered if there is no cash out in the transaction. The county will not approve subordinations for Home Equity loans or a Home Equity Line of Credit (HELOC). In these cases (or in the case of default), the remaining DPCC balance must be paid in full.

2. What happens next? When do I have to start making loan payments?

You will receive a letter at settlement which will give you the details of your loan. It will give you all the information you need to start your payments, as well as contact info for the Account Specialists in Family Services who will service your loan.

Payments will generally begin 30 to 45 days after closing. You will receive payment coupons in the mail and a quarterly statement to help you keep track of your loan balance.

3. I may be able to pay off my loan early. Is there a pre-payment penalty?

No - you may make extra payments or pay the entire loan balance off at any time with no penalty.

4. What if I want to refinance my first trust in the future? Will the county subordinate the DPCC loan?

Subordinations for refinance will be considered if you will not be receiving any cash out in the transaction. All subordinations are subject to Loan Committee approval. The county will not approve subordinations for Home Equity Loans or HELOCs. In these cases (or in the case of default), the remaining DPCC balance must be paid in full.

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Health & Human Services - Family Services - DPCC Homebuyers Application Process

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1. I’ve submitted my complete application and all supporting documents. How long will it be before I know if I’m approved?

You will typically hear from the county within 3 to 5 business days after you have submitted the full application. The entire application process from start to finish will typically take at least 45 to 60 days. Processing could take longer if documentation is missing from your application packet. You will be notified about any outstanding items. If you are able to provide all required documentation with your initial application submission, this will help minimize delays.

2. What do you need from me to keep the application process moving as quickly as possible?

First you will need to submit your application online along with all the required supporting documents. You can use the checklist in the application packet to help you gather the documents you will need. Depending on your own unique situation, we may ask you to submit other documentation which may not be specifically listed on the checklist. Your prompt response will help us to process your application as quickly as possible. There are some additional documents which will require your signature if your application is approved. Once we reach that point of the process, you should watch your email and/or check voicemail daily so you are quickly notified when we attempt to reach you.

3. Are there any other conditions for my acceptance of the loan?

Yes. You must present a Certificate of Completion of the Virginia Housing Development Authority (VHDA) Homebuyer Education class prior to settlement. The class is offered statewide, but you may also take it online at no cost to you. Find out more or register.

You will also need to attend the county’s HomeCents post-settlement seminar within 6 months of closing and submit your certificate to the Housing Finance Specialist. This seminar provides valuable information that will help you transition into homeownership. You will receive a large packet at no cost to you with lots of great resources to assist you along the way. You may also take this prior to settlement if you wish. Find out more and register.

Buyers must pay a $200 service fee at closing. This fee cannot be financed. Non-payment of this fee will cause your settlement to be delayed. You may pay with a check, money order, or cashier’s check made payable to County of Loudoun. You may leave the $200 payment with the title company and they will send it to us with your closing package.

4. My DPCC loan was approved! What happens now?

We will be working with your lender and the title company to prepare for your settlement. We will also be contacting you to obtain signatures on a few more important forms so that we can request the check for settlement. Check your email and voicemail regularly during this time in case we need your assistance.

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Health & Human Services - Family Services - DPCC Homebuyers Eligibility

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1. Who is qualified to apply for the program?

You are eligible to apply for the Down Payment/Closing Cost (DPCC) Assistance Program if you meet all of the following qualifiers:

• You are a first-time homebuyer (or you have not had ownership interest in any residential property within the last 3 years within or outside the United States. This includes undeveloped land and inherited real estate, whether or not you actually occupied the property as your primary residence).
• You have a Gross Annual Household Income between $37,800 and $88,200
• You have a middle credit score of at least 620
• You have demonstrated a need for funding. (In other words, you don’t have quite enough savings and liquid assets to cover the down payment and closing costs without financial assistance)
• You have lived or worked in Loudoun County for at least the last 6 months (exceptions for military returning from active duty assignments)
• You are able to contribute at least $1,000 of your own money towards down payment/closing costs
• You have a contract to purchase a home within 45 to 60 days

2. I’m qualified to apply! What are the loan terms?

The loan is secured by a 2nd lien on your home for a 30-year term at 5.00%. The maximum loan amount is $25,000 (or 10% of the purchase price – whichever is less). You will make monthly payments beginning about 30-45 days after your settlement. There is no prepayment penalty if you decide to pay your loan off early.

3. I am also participating in the Affordable Dwelling Unit (ADU) Purchase program. Can I use the DPCC program in conjunction with my home purchase?

Yes - many ADU buyers take advantage of one of the county’s housing finance programs.

4. I need more the maximum loan amount to cover all of my closing costs and down payment. I qualify for the PEG grant as well. Can I use both programs?

No - even if borrowers are eligible for both programs, only one may be used.

5. I don’t need as much DPCC as I was approved for, can I use the rest for other things?

No, you cannot. DPCC funds can only be used towards down payment and / or closing costs. Borrowers are not permitted to receive cash back at settlement. In this case, the DPCC loan amount would be reduced and the County of Loudoun would be reimbursed by the title company post settlement.

6. The checklist says that everyone over the age of 18 must submit proof of income. My spouse/child is not currently employed. What documentation will you need from them?

Occupants over 18 who do not receive income must submit a notarized statement certifying that they do not receive income from employment or any other source. You may request a Zero Income Certification form from the county if you prefer.

Full-time students may submit proof of enrollment such as a class schedule to fulfill this requirement.

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Health & Human Services - Family Services - DPCC Homebuyers Settlement

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1. I read in the guidelines that there is a service fee of $200 required for the program. How do I get payment to the county?

You may pay with a check, money order, or cashier’s check made payable to County of Loudoun. You may leave your $200 payment with the title company and they will be sure to send it to us with your closing package. Please note that this fee cannot be financed. Non-payment of this fee will cause your settlement to be delayed.

2. How soon can we go to settlement after approval?

If all required documentation has been received from the applicant, lender and the title company, settlement can occur within about 15 business days. (A minimum of 10 business days is required in order to receive a check in time for settlement). This process may be delayed if we are waiting for documents or information from your lender or the title company. Be sure to let us know if your settlement date changes so that we can be prepared in time.

3. My lender said that I could possibly get my earnest money deposit back at closing. Is this allowed?

No - buyers may not receive any cash out at closing. The approved loan amount will be reduced in order to avoid cash out.

4. I am purchasing a condo with mandatory country club membership and fees. May I use DPCC funds to finance these expenses?

No. Costs related to country club memberships are not a permitted use of county funds and must be paid by the borrower with other funds. Details of limits to common closing costs are in the Program Information document in the application packet. All fees are subject to Loan Committee final approval.

5. I was declined for the program. Is there an appeal process?

There is no appeal process and all loan decisions are final. You may apply again after one year to be reconsidered for approval.

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Health & Human Services - Family Services - DPCC Lenders Application Process

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1. How long does the application process take?

Applicants will typically hear from the county within 3 to 5 business days after submission of the full application. The entire application process from start to finish will typically take at least 30 to 45 days. Processing could take longer if documentation is missing from the application packet. Applicants will be notified about any outstanding items. Encouraging the buyer to provide all required documentation with their application submission could help minimize delays.

2. What do you need from lenders to keep the application process moving?

The first items we will need your assistance with include providing a copy of the 1003 and Loan Estimate or Initial Fee sheet. After pre-approval, we will request a “Request for Reservation of Funds” form which must be completed by the lender. You can also assist clients by sending documentation on their behalf should they request your help.

3. Are there any other conditions the buyer must meet to qualify?

Yes - the buyer must present a Certificate of Completion of the VHDA Homebuyer education class prior to settlement. Recipients must also attend the county’s HomeCents post-settlement seminar within 6 months of closing. There is also a required $200 servicing fee which borrowers will be required to pay at settlement. The fee may not be financed.

4. My client was denied. Is there an appeal process?

There is no appeal process for the program and loan decisions are final. However, buyers may apply again after one year to be reconsidered for approval.

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Health & Human Services - Family Services - DPCC Lenders Eligibility

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1. Who is qualified to apply for the program?

• Buyers who are able to contribute at least $1,000 of their own funds towards down payment / closing costs
• Buyers who demonstrate a need for funding (i.e., limited liquid assets / savings)
• Buyers who have lived or worked in Loudoun County for at least the last 6 months (exceptions for military returning from active duty assignments)
• Debt-To-Income Ratio of 32 / 42 (Buyers with ratios up to a max of 33 / 44 will be considered as long as there are three compensating factors)...ratios greater than 33 / 44 are ineligible for financing).
• First-time homebuyers, or buyers who have had no ownership interest in any residential property within the last 3 years in or outside the United States (This includes undeveloped land and inherited real estate, whether or not they actually occupied the property as their primary residence)
• Gross Annual Household Income between $37,800 - $88,200
• Middle credit score of at least 620

2. What are the terms of the loan?

The loan is secured by a second lien on the home for a 30-year term at a fixed rate of 5.00%. The maximum loan amount is $25,000 (or 10% of the purchase price - whichever is less). There is no prepayment penalty. Subordination for a refinance with no cash out will be considered. Approval by the Loan Committee is required.

3. The buyer is also participating in the Affordable Dwelling Unit (ADU) Purchase program. Can they use the DPCC program in conjunction with the purchase?

Yes - many ADU buyers take advantage of one of the county’s housing finance programs.

4. Are all first trust types eligible in the program?

DPCC loans may be used in conjunction with several first trust products, such as Conventional, FHA, VA or VHDA. Other types will be subject to program approval. Subprime or ARM mortgage products are ineligible for the program.

5. How much cash does the borrower have to bring to closing?

The borrower must contribute a minimum of $1,000 cash.

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Health & Human Services - Family Services - DPCC Lenders Settlement

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1. How soon can we go to settlement after approval?

If all required documentation has been received from the applicant, lender, and the title company, settlement can occur within about 15 business days. This is primarily because a minimum of 10 business days is required in order for the county to process a check in time for settlement.

2. My client would like to get their earnest money deposit back at closing. Is this allowed?

No - the buyer may not receive any cash out at closing. The approved loan amount will be reduced in order to avoid cash out.

3. My client is purchasing a condo with mandatory country club membership and fees. Can they use DPCC funds to finance these expenses?

No - costs related to country club memberships are not permitted use of county funds and must be paid at settlement. Details of limits to common closing costs are in the Program Information document for lenders. All fees are subject to Loan Committee final approval.

4. What if the buyer wants to refinance in the future? Will the county subordinate?

Refinances will be considered if there is no cash out in the transaction. The county will not approve subordinations for Home Equity loans or a Home Equity Line of Credit. In these cases (or in the case of default), the remaining DPCC balance must be paid in full.

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Health & Human Services - Family Services - Housing Choice Voucher Program

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1. Does the HCV program provide security deposits?

No - the tenant is responsible for giving the landlord a security deposit on their own.

2. Is my HCV Housing Counselor responsible for finding my housing?

No - the housing counselor can provide you with documentation and listings to assist you in finding a unit.

3. What is my rent share obligation?

All rental information is calculated on an individual basis. Before your housing counselor can provide you with the amount of rent you will have to pay they must first be given the completed Request for Tenancy Approval form and income information for your entire household. This information is used when calculating the rental portions.

4. Does Loudoun County screen prospective residents?

LCDFS screens tenants as it relates to income-eligibility for the HCV program and performs criminal background checks in accordance with HUD guidelines. However landlords are advised to screen for tenant suitability, (credit history, employment history, criminal record and rental history).

5. When will the owner/landlord receive the first housing assistance payment (HAP)?

No payment will be made until the unit has passed inspection and the lease and the Housing Assistance Payment Contract (HAP) have been executed.

6. Can the owner/landlord receive the housing assistance payment (HAP) via direct deposit?

Yes - Loudoun County Department of Family Services (DFS) encourages direct deposit for quick and efficient payment.

7. If an owner/landlord wants a higher contract rent than approved by Loudoun County, can the HCV resident pay the difference in rent directly to the owner/landlord?

No - HCV determines what portion of the contract rent the tenant will pay. The tenant is required to pay the amount established. Your tenant may jeopardize their housing assistance if they are caught making side payments.

8. If I want to port-in (move) to Loudoun County, will Loudoun County be absorbing my voucher?

No - Loudoun County is currently billing the Housing Authority where your voucher originated.

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Health & Human Services - Family Services - PEG Homebuyers Application Process

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1. I’ve submitted my complete application and all supporting documents. How long will it take before I know if I’m approved?

You will typically hear from the county within 3 to 5 business days after you have submitted the full application. This timeframe may be extended if you are missing documentation from your application packet. The entire application process from start to finish will typically take at least 45 to 60 days. If you are able to provide all required documentation with your application submission, this will help minimize delays.

2. What do you need from me to keep the application process moving as quickly as possible?

First you will need to submit your application online along with all the required supporting documents. You can use the checklist in the application packet to help you gather the documents you will need.

Depending on your own unique situation, we may ask you to submit other documentation which may not be specifically listed on the checklist. Your prompt response will help us to process your application as quickly as possible.

There are some additional documents which will require your signature if your application is approved. Once we reach that point in the process, you should watch your email and / or check voicemail daily so you are quickly notified when we attempt to reach you.

3. Are there any other conditions for my acceptance of the loan?

Buyers must pay a $200 service fee at closing. This fee cannot be financed. You may pay with a check, money order, or cashier’s check made payable to County of Loudoun. You may leave the check with the title company and they will send it to us with your closing package. (Please note: Non-payment of this fee will cause your settlement to be delayed).

You are required to submit a Certificate of Completion of the Virginia Housing Development Authority (VHDA) Homebuyer Education class prior to settlement. The class is offered statewide, but you may also take it online at no cost to you. Find out more or register. You will also need to attend the county’s HomeCents post-settlement seminar within 6 months of closing and submit your certificate to the Housing Finance Specialist. This seminar provides valuable information that will help you transition into homeownership. You will receive a large packet at no cost to you with lots of great resources to assist you along the way. You may also take this prior to settlement if you wish. Find out more and register.

4. My PEG application was approved! What happens now?

We will be working with your lender and the title company to prepare for your settlement. We will also be contacting you to obtain signatures on a few more important forms so that we can request the check for settlement. Check your email and voicemail regularly during this time in case we need your assistance.

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Health & Human Services - Family Services - PEG Homebuyers Eligibility

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1. Who is qualified to apply for the program?

• You are a full or part-time employee of Loudoun County government, Courts and Constitutional Officers, or Loudoun County Public Schools (LCPS) for a minimum of 12 months. (Temporary, seasonal or probationary employees are ineligible).
• You are either a first time homebuyer or you currently own property outside Loudoun County which will be sold prior to settlement. This would also include undeveloped land and inherited real estate, whether or not you actually occupied the property as your primary residence.
• You have a Gross Annual Household Income between $37,800 and $88,200. 
• You have not been a resident of Loudoun County in the last 12 months. (First-time homebuyers are exempt from this requirement). Proof of residency will be required.
• You are able to contribute at least $1,000 of your own money towards down payment/closing costs
• You have a contract to purchase a home within 45 to 60 days

2. I’m qualified to apply! What are the terms of the loan?

The loan is secured by a second lien on the home for a 5-year term at 0.00%. The maximum loan amount is $10,000. As long as you maintain employment with Loudoun County or Loudoun County Public Schools (LCPS), keep the home as your primary residence and do not sell your home for a period of 5 years, the entire loan balance will be forgiven.

Should you decide to sell the home prior to the 5-year residency requirement being met, the remaining unforgiven loan balance must be paid in full through the loan proceeds.

If you discontinue employment with Loudoun County or LCPS, the remaining unforgiven amount will be converted to a loan at an interest rate of 3%. Monthly payments will be required until the balance has been paid in full.

3. Is this actually a grant or a loan?

The funds are a forgivable loan. Your loan balance will be forgiven at 20%, or $2,000 each year for five years as long as you comply with the terms and conditions of the program. You will receive a 1099-form annually from the county for the forgiven amount as it is considered taxable income.

4. I am also participating in the Affordable Dwelling Unit (ADU) Purchase program. Can I use the PEG program in conjunction with my home purchase?

I am also participating in the Affordable Dwelling Unit (ADU) Purchase program. Can I use the PEG program in conjunction with my home purchase?

5. I need more than the maximum $10,000 to cover all of my closing costs and down payment. I think I qualify for the DPCC program as well. Can I use both programs?

No - even if borrowers are eligible for both down payment assistance programs, only one may be used.

6. The checklist says that everyone over the age of 18 must submit proof of income. My spouse/child is not currently employed. What documentation will you need from them?

Occupants over 18 who do not receive income must submit a notarized statement certifying that they do not receive income from employment or any other source. You may request a Zero Income Certification form from the county if you prefer.

Full-time students may submit proof of enrollment such as a class schedule to fulfill this requirement.

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Health & Human Services - Family Services - PEG Homebuyers Settlement

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1. I read in the guidelines that there is a service fee of $200 required for the program. How do I get payment to the county?

You may pay with a check, money order, or cashier’s check made payable to County of Loudoun. Just leave the check with the title company and they will be sure to send it to us with your closing package. Please note that this fee cannot be financed. Non-payment of this fee will cause your settlement to be delayed.

2. How soon can we go to settlement after approval?

Provided all required documentation has been received from the applicant, lender and the title company, settlement can occur after about 15 business days. (A minimum of 10 business days is required in order to receive a check in time for settlement). This timeframe may be extended if we are waiting for documentation or information from your lender or the title company. Be sure to let us know if your settlement date changes so that we can be prepared in time.

3. My lender said that I could possibly get my earnest money deposit back at closing. Is this allowed?

No - buyers may not receive any cash out at closing. The approved loan amount will be reduced in order to avoid cash out.

4. I am purchasing a condo with mandatory country club membership and fees. May I use PEG funds to finance these expenses?

No - costs related to country club memberships are not a permitted use of county funds and must be paid with borrower’s funds. Details of limits to common closing costs are in the Program Information document in the application packet. All fees are subject to Loan Committee final approval.

5. What if I want to refinance in the future to get a lower rate?

Refinances will be considered if there is no cash out in the transaction. All subordination requests are subject to Loan Committee approval. The county will not approve subordinations for Home Equity loans or a Home Equity Line of Credit (HELOC). In these cases (or in the case of default), the remaining balance must be paid in full.

6. What if I decide to sell my home or I end my employment?

Should you decide to sell your home prior to the 5-year residency requirement being met, the remaining unforgiven loan balance must be paid through the loan proceeds at your settlement.

If you move out of the home or if you are no longer employed with the institution which qualified you for participation in the program, the remaining unforgiven amount will be converted to a loan at an interest rate of 3%. Monthly payments will be required until the balance has been paid in full.

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Health & Human Services - Family Services - PEG Lenders Application Process

Show All Answers

1. My client has submitted a complete application and all supporting documents. How long will it be before they are notified of the approval / denial?

Applicants will generally hear from the county within 3 to 5 business days after submission of the full application. This timeframe may be extended if there are missing documents in the application packet. The entire application process from start to finish will typically take at least 45 to 60 days. If applicants are able to provide all required documentation with the initial application submission, this will help minimize delays.

2. What do you need from me to keep the application process moving as quickly as possible?

The first items we will need your assistance with include providing a copy of the 1003 and Loan Estimate or Initial Fee sheet. After pre-approval, we will request a “Request for Reservation of Funds” form which must be completed by the lender. You can also assist clients by sending documentation on their behalf should they request your help.

3. Are there any other conditions for acceptance of the funding?

Yes. Buyers must present a Certificate of Completion of the Virginia Housing Development Authority (VHDA) Homebuyer Education class prior to settlement. The class is offered statewide, but may also be taken online at no cost. Find out more at the VHDA site.

Buyers will also need to attend the county’s HomeCents post-settlement seminar within 6 months of closing and submit your certificate to the Housing Finance Specialist. This seminar provides valuable information that will help them transition into homeownership. They will receive a large packet at no cost with lots of great resources to assist them along the way. They may also take this prior to settlement if desired. Find out more here.

Buyers must pay a $200 service fee at closing. This fee cannot be financed. Non-payment of this fee will cause settlement to be delayed. They may pay the fee at settlement with a check, money order, or cashier’s check made payable to County of Loudoun. They will just leave the check with the title company and it will be sent it to us with the closing package.

4. My client was declined for the program. Is there an appeal process?

There is no appeal process and all loan decisions are final. Applicants may apply again after one year to be reconsidered for approval.

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Health & Human Services - Family Services - PEG Lenders Eligibility

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1. Who is qualified to apply for the program?

Your clients are eligible to apply for the Public Employee Homeownership Grant (PEG) Program if they meet all of the following qualifiers:

• Able to contribute at least $1,000 of their own money towards down payment / closing costs
• Applicants who have been full or part-time employees of Loudoun County government, Courts and Constitutional Officers, or Loudoun County Public Schools for a minimum of 12 months (Temporary, seasonal and probationary employees are ineligible)
• Applicants who are either first-time homebuyers or buyers who own property outside Loudoun County which will be sold prior to settlement...this also includes undeveloped land and inherited real estate, whether or not the property was occupied as their primary residence)
• Applicants who have not been a resident of Loudoun County in the last 12 months...first-time homebuyers are exempt from the 12-month requirement (Proof of residency will be required)
• Gross Annual Household Income between $37,800 - $88,200
• Middle credit score of at least 620

2. What are the terms of the loan?

The loan is secured by a second lien on the home for a 5-year term at 0.00%. The maximum loan amount is $10,000. As long as the borrower maintains employment with the county or Loudoun County Public Schools (LCPS), keep the home as their primary residence and do not sell their home for a period of 5 years, the entire loan balance will be forgiven.

3. Is this actually a grant or a loan?

The funds are provided in the form of a forgivable loan. As long as borrowers comply with the terms and conditions of the program, their loan balance will be forgiven at 20% or $2,000 each year for five years. Borrowers will receive a 1099-form annually from the county for the forgiven amount as it is considered taxable income.

4. My client’s debt-to-income ratios are higher than the listed maximums. Why are you looking at debt-to-income ratios if the funds are a grant and not a traditional loan?

It is in the best interest of both the borrower(s) and the county to avoid causing undue financial burden for the homeowner as a result of the acceptance of the loan in the case that repayment should be required. Therefore, the county will consider the borrower’s existing debt along with the new mortgage payment by reviewing debt-to-income (DTI) ratios at the time of application.

5. My borrower is also participating in the Affordable Dwelling Unit (ADU) Purchase program. Can they use the PEG program in conjunction with their home purchase?

Yes - many ADU buyers take advantage of one of the county’s housing finance programs.

6. My borrower will need more the maximum $10,000 to cover all closing costs and down payment. They qualify for the DPCC program as well. Can they use both programs?

No - even if borrowers are eligible for both homeownership programs, only one may be used.

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Health & Human Services - Family Services - PEG Lenders Settlement

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1. How soon can we go to settlement after approval?

If all required documentation has been received from the applicant, lender, and the title company, settlement can occur within about 15 business days. This is primarily because a minimum of 10 business days is required in order for the county to process a check in time for settlement.

2. My client would like to get their earnest money deposit back at closing. Is this allowed?

No - the buyer may not receive any cash out at closing. The approved loan amount will be reduced in order to avoid cash out.

3. My client is purchasing a condo with mandatory country club membership and fees. Can they use PEG funds to finance these expenses?

No - costs related to country club memberships are not a permitted use of County funds and must be paid from borrower’s funds at settlement. Details of limits to common closing costs are in the Program Information document for lenders. All fees are subject to Loan Committee final approval.

4. What if the buyer wants to refinance in the future? Will the county subordinate?

Refinances will be considered if there is no cash out in the transaction. The county will not approve subordinations for Home Equity loans or a Home Equity Line of Credit. In these cases (or in the case of default), the remaining balance must be paid in full.

5. What if they decide to sell their home or end employment with the county?

Should they (the owners) decide to sell their home prior to the 5-year residency requirement being met, the remaining unforgiven loan balance must be paid through the loan proceeds at settlement.

If they move out of the home or if are no longer employed with the institution which qualified the buyer for participation in the program, the remaining unforgiven amount will be converted to a loan at an interest rate of 3.00%. Monthly payments will be required until the balance has been paid in full.

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Health & Human Services - Family Services - Workforce Resource Center (WRC)

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1. What is the income eligibility to use basic services and for individualized services?

Basic Services at the WRC are open to everyone; there are no income guidelines or residency requirements attached.

Individualized Services at the WRC are available to eligible customers who either meet financial guidelines or are unemployed due to a lay-off situation or otherwise displaced from the workforce according to the Workforce Innovation and Opportunity Act.

For more information on Basic and Individualized Services, visit the Workforce Innovation and Opportunity Act Program.

2. When can you get 1-on-1 assistance?

One-on-one assistance is available during normal business hours for help with job search strategies, resume critiques, information and referral services and accessing the computer equipment.

3. Are there services / accessibility / accommodations for those with a disability?

The WRC is an accessible facility. If you require a reasonable accommodation for any type of disability, in order to participate in WRC programs / services, please contact the Center at 703-777-0150 or 711 VA Relay. Three days advance notice is requested.

Staff from the Department of Aging and Rehabilitative Services as well as the Ticket to Work Program provides services on site at the WRC. See the WRC Calendar of Events or contact the WRC for schedule and contact information.

4. How much do the services cost?

All services at the WRC are provided at no cost to job seekers or businesses.

5. Can I get training?

Job readiness and job preparation skills workshops are offered at no cost each month at the WRC.

Occupational skills training, English as a Second Language courses and IT-related certificate trainings are offered throughout the Northern Virginia area from a variety of training providers. You may be eligible to receive Workforce Innovation and Opportunity Act (WIOA) program funding for these types of training if you are eligible for WIOA individualized services. For more information on Training services, visit Workforce Innovation and Opportunity Act Information.

6. Can I use the Workforce Resource Center if I live in another county?

Yes, you can. There are no residency requirements to use the services of the WRC.

7. Will the Workforce Resource Center do a job match or placement for me?

The WRC is not a staffing agency or a recruiting firm. However, the WRC staff will assist you in identifying area employers who typically hire employees with similar skills and career experience as yours.

8. What is the process to receive Workforce Innovation and Opportunity Act (WIOA) program services?

An orientation to the WIOA program is available for viewing online anytime.

Once you view the video, follow the "next steps" instructions to schedule an in-person eligibility appointment on Fridays or, you can register for a "Is WIOA Right for You" information session.

9. Does the Workforce Resource Center offer assistance to individuals with criminal convictions?

Yes, the WRC provides job search guidance and resources to ex-offenders. The Federal Bonding Program (FBP) is also available through the WRC. FBP provides fidelity bonds to employers on behalf of the employee who has a criminal conviction. The bond provides the employer with $5,000 of coverage during the first 6 months of employment at no cost to either the employer or the job applicant. Extensions of the fidelity bond coverage may be possible after the initial 6 months on a case-by-case basis.

10. Is the Workforce Resource Center a Virginia Employment Commission field office?

No, the Workforce Resource Center is not a Virginia Employment Commission (VEC) field office; however, this center can provide the following: Internet / telephone access for filing claims and job search assistance.

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Health Department - Alternative Onsite Septic Systems

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1. What is the purpose of having inspections of alternative (nonconventional) systems?

All alternative on-site sewage disposal systems require maintenance in order to adequately treat and dispose of wastewater. Chapter 1067 of the Codified Ordinances of Loudoun County, adopted on November 3, 2008 and revised on April 3, 2013, requires inspections of these systems to ensure they are operating as designed.

Chapter 1067 is online here.

2. If I have a maintenance contract on my system, do I still have to get it inspected?

The inspection is a separate requirement from maintenance. If your maintenance provider has the qualifications to do an inspection then they may.

3. Who must have the required inspection?

All owners of alternative systems must have an inspection prior to July 1, 2009 and annually thereafter.

4. Who is qualified to do the inspection?

View the licensed operators webpage for information.

5. What is the cost for this inspection?

The cost is negotiated directly between the property owner and the inspector.

6. How are inspection reports transmitted to the Health Department?

An online database has been created where operators are able to electronically enter the inspection report. If the inspection report is not entered into this database, the report will not be recognized by the Health Department. System operators have been trained to complete the report and enter it.

7. How will I know the results of the inspection?

You should get a copy of the inspection report from your operator.

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Health Department - Fluoride in Private Drinking Water Wells

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1. What is fluoride and how does it get into a well water supply?

Fluoride, derived from fluorine, is present in the Earth's crust. When a well is drilled and used, there may be fluoride present in the aquifer, which would then bring fluoride into the household water supply. Not all water supplies have the presence of fluoride.

2. Is fluoride needed for a healthy body?

Fluoride helps prevent tooth decay, but too much of it can be harmful. Too much fluoride in water for children less than eight to nine years old can cause dental fluorosis, which is a discoloration of the permanent teeth. This condition may be unsightly, but can be treated by cosmetic procedures. Significantly higher levels of fluoride use over time can cause bone disease.

Fluoride toxicity can occur in rare instances if fluoride is ingested in large amounts over a short period of time, most commonly due to accidental overdose of fluoride supplements. Fluoride toxicity can cause diarrhea, nausea, abdominal pain, vomiting, increased salivation, or increased thirst. These symptoms start half an hour after ingestion and may last up to 24 hours.

3. How do I know if fluoride is in my well water supply?

View the fluoride testing webpage for information.

4. What are the safe levels of fluoride?

Levels below 2 milligrams per liter are considered safe and beneficial to teeth and bones. A secondary standard for fluoride has been set by the Environmental Protection Agency (EPA) at 2 milligrams per liter to protect consumers against dental fluorosis.

The EPA has set standards for public water supplies for fluoride at 4 milligrams per liter. Some individuals that consume water in excess of 4 milligrams per liter over many years could get bone disease, which can include pain and tenderness of the bones.

5. How can I treat my water for fluoride if it exceeds the maximum contaminant level in my water supply?

Reverse osmosis systems can reduce the amount of fluoride present in a water supply. Systems should be certified by the appropriate approved testing agencies. A fluoride resample should be obtained once the system is in operation to insure that the fluoride level in the water is below the maximum contaminant level. The Loudoun County Health Department recommends water supplies that exceed a fluoride level of 4 milligrams per liter be treated.

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Health Department - Loudoun County Pandemic Response Plan

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1. What is the Loudoun County Pandemic Response Plan?

The Pandemic Response Plan describes how Loudoun County will prepare for and respond to a pandemic in our community. It is not a plan for families, businesses, or schools. Guides for completing these plans are available on the CDC’s Flu website.and coronavirus website

2. Why did Loudoun County create and post its Pandemic Response Plan online?

A pandemic will put significant strains on the ability of the Loudoun County government to provide critical services to its citizens. This plan helps the county detect a pandemic as early as possible and helps ensure the county government’s continuity of operations. The more people who read and understand what the county can and cannot do in a pandemic, the better prepared our citizens will be.

3. What steps should I take now?

Every individual, family, and business should have a pandemic response plan. It is not known when the next pandemic will occur, but it is known that those who have created a plan in advance will do much better during a pandemic than those who do not plan ahead.

4. Who should I contact if I have questions about the Pandemic Response Plan?

Please email the Health Department if you have any questions or concerns about the Pandemic Response Plan.

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Health Department - Lyme Disease

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1. What is Lyme disease?

Lyme disease is caused by bacteria that some people get after being bitten by ticks infected with an organism named Borrelia burgdorferi. It was first identified in the 1970s in Lyme, Connecticut.

2. How common is Lyme disease in Loudoun County?

In 2014, Loudoun County reported 193 cases of Lyme disease. This compares to 165 reported cases in 2013, 219 cases of Lyme disease in 2012, 261 cases in 2011, and 223 cases in 2010. Importantly, these figures are for surveillance purposes only and are not meant to reflect the total number or proportion of Lyme infections each year in Loudoun County.

3. Can you recommend a doctor who is familiar with diagnosing and treating Lyme disease?

The Centers for Disease Control and Prevention (CDC) provides a link to a national list of doctors who are familiar with the diagnosis and treatment of Lyme disease and other tickborne infections at www.cdc.gov/lyme/faq/#doctor

You could also choose to see a doctor in our area who specializes in infectious diseases by searching through the Inova Health System database at www.inova.org and clicking on "Search for an Inova Doctor" or the Reston Hospital database at restonhospital.com and clicking on "Find a Doctor".

Please note that the Health Department and Loudoun County government cannot evaluate the professional qualifications and competence of individual doctors. The inclusion of a doctor on the CDC, Inova or Reston Hospital lists should not be seen as an endorsement by the Health Department or the Loudoun County government.

4. Are there Lyme disease support groups in Loudoun County?

Yes.

The Loudoun Chapter of the National Capital Lyme Disease Association holds meetings the third Sunday of the month from 3:00-4:30 pm at 224D Cornwall Street Community Meeting Room. They also have a teen support group for people age 12-20 that is held the third Sunday of every month from 1:00-2:30 pm at the same location. More information is available from Carol DuPuis at [email protected]

There is also a Purcellville Chapter of the National Capital Lyme Disease Association that holds meetings on the 2nd Thursday of each month from 7:00- 9:00 pm at The Carver Center 200 Willie Palmer Way, Purcellville, VA 20132. More information is available from Char Healy at [email protected] or 540-454-6108.

These groups are not affiliated with or endorsed by the Loudoun County Government or Health Department.

5. Where is the organism that causes Lyme disease found?

The organism is maintained in wild rodents, particularly the white-footed mouse, other mammals, and certain ticks, most commonly the black-legged (deer) tick. It is transferred to people by the bite of an infected tick.

6. Who gets Lyme disease?

People of any age and in any part of Loudoun County can get Lyme disease. Infections occur throughout the year, but are more common during the late spring and summer and in people who work or play outdoors. Dogs, cats, and horses can also get Lyme disease.

7. How is the organism spread?

The bacteria that cause Lyme disease are spread by black-legged ticks.

You cannot get Lyme disease from animals or other people.

8. What are the signs and symptoms of Lyme disease?

View the signs and symptoms of Lyme disease at loudoun.gov/lyme.

9. How can Lyme disease be prevented?

View information on how to prevent Lyme disease at loudoun.gov/lyme for helpful tips.

10. What should I do if I think I have Lyme disease?

You should contact your doctor if you have an unusual rash and/or other signs or symptoms of Lyme disease, or if you believe that you have had a black-legged tick attached to you for at least 36 hours.

The Health Department does not recommend having ticks tested for infection with the bacteria that causes Lyme disease.

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Health Department - Private Water Wells in Limestone Geology Regions

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1. How can I tell if my well has been affected by surface activity?

There is no 100% way to know that your well has been affected by surface activity. Noticeable changes to your water, such as sediment or change in clarity after heavy rainfall may indicate that your well is affected directly by surface activity. There are also several “invisible” chemicals that can indicate effects from surface activity such as bacteria and nitrates. You should test your well water after rain events if you have concerns regarding effects from surface activity.

2. If I suspect my well is affected by surface activity what should I do?

You should test your well periodically for bacteria. The Loudoun County Health Department recommends at least once a year. If affected, you may need to install continuous disinfection that would kill bacteria.

3. Should I have my well water tested for other things besides bacteria?

This is highly recommended if your well water has never been tested for other contaminants. Since nitrates are used in lawn fertilizer and they are highly soluble in water, presence of nitrates is a good indicator that your well may be affected by surface activity.

4. What activities should I do to protect my well?

Follow directions on any package of chemicals you are applying on your lawn, dispose all your wastes properly, and make sure your well cap is on and secured.

5. Can I have animals on my property?

Yes, it is permissible to have animals on properties with private water wells. However, you should not keep livestock and household pets near your well.

6. How do I know if my well is in a limestone geology area?

The Loudoun County Office of Mapping and Geographic Information has a Loudoun County Limestone Map showing the extent of the limestone area. By finding your property on this map, you can determine if it is underlain by limestone. You can also view the map at the County Government Center located at:
1 Harrison St. SE
Leesburg, VA 20175

7. Can I fill in a sinkhole on my property?

View the sinkhole repair webpage for information.

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Health Department - Zika Virus

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1. What is Zika virus?

Zika virus disease is a viral disease spread to people through bites of infected Asian tiger and yellow fever mosquitoes. According to the Centers for Disease Control and Prevention (CDC), this mosquito-borne disease was first discovered in 1947 and is named after the Zika forest in Uganda. In 1952, the first human cases of Zika were detected and since then, outbreaks of Zika have been reported in tropical Africa, Southeast Asia, and the Pacific Islands.

2. How serious is a Zika virus infection?

Among pregnant women, Zika virus can cause a birth defect known as microcephaly. In some cases, the virus has been linked to serious conditions and complications in adults and children, such as Guillain-Barre Syndrome.

3. Why should pregnant women take special precautions to prevent Zika?

A birth defect called microcephaly is caused by Zika. Microcephaly is a condition that causes a baby’s head to be smaller and less developed than most healthy babies and is an indicator that the brain didn’t develop properly. Pregnant women should avoid travel to areas where Zika is spreading and take steps to prevent mosquito bites and other exposures to Zika.

4. How do you get Zika?

Mosquito season in Virginia typically runs May 1 – October 31. Zika is spread to people primarily through the bite of an infected Aedes species mosquito. The Asian tiger mosquito (Aedes albopticus) is the most common cause of mosquito bites in Virginia and is capable of transmitting Zika. Mosquitoes pick up the virus from an infected human and then can infect another person by biting him or her. The virus can also be transmitted through sex with an infected partner and from mother to unborn child. Pets and other animals are not known to be infected with or to transmit Zika.

5. What are the symptoms of Zika?

The most common symptoms of Zika are fever, rash, joint pain, and conjunctivitis (red eyes). In some cases there can be headache and joint pain. About 80% of the people who are infected do not become sick or show any symptoms. People with symptoms should consult their doctors.

6. How long do symptoms of Zika last?

The illness is usually mild with symptoms lasting for several days to a week after being bitten by an infected mosquito. Of those people who do have symptoms, they usually don’t get sick enough to go to the hospital and they very rarely die of Zika. For this reason, many people might not realize they have been infected with Zika. Once a person has been infected, he or she is likely to be protected from future infections.

7. How is Zika diagnosed?

Zika infection is diagnosed by a blood test typically drawn at the patient's doctor's office..

8. What is Loudoun County doing to help keep people safe from Zika?

The Loudoun County Health Department (LCHD) has been coordinating Zika preparedness and response efforts with the Virginia Department of Health in accordance with Centers for Disease Control and Prevention (CDC) guidance. LCHD has been working with the local medical community to best identify people at risk of Zika infection and to coordinate the evaluation of those approved for blood testing. LCHD also has developed response and communication plans. Throughout mosquito season, the department will be working closely with various stakeholders to inform the community about Zika virus and the steps that people should take to minimize the threat of Zika through various communication channels that include public schools, health care providers, educational brochures, and online platforms, such as social media, e-news, and website.

9. Why is it important to know if a case of Zika was transmitted locally instead of through travel?

It is important to know about Zika cases related to travel because these people can transmit Zika virus to local Asian tiger mosquitoes. A locally-transmitted case occurs when Asian tiger mosquitoes that are around a person who was infected with Zika abroad bite him or her, and then transmit Zika virus to others in our community.

10. Where can I learn more about Zika?

Additional information is available online at www.loudoun.gov/zika www.vdh.virginia.gov/zika and www.cdc.gov/zika, and by email at [email protected]

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Hidden Lane Landfill - Trichloroethylene (TCE)

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1. What is trichloroethylene?

Trichloroethylene, or TCE, is a colorless liquid mainly used as a solvent to remove grease from metal parts. It has been found in drinking water in many parts of the United States as a result of the manufacture, use, and disposal of this chemical.

2. How are people exposed to trichloroethylene?

People can be exposed to TCE by drinking or showering in contaminated water. Additionally, where it is produced employees can also inhale TCE vapors.

3. How much TCE is permitted in drinking water?

The United States Environmental Protection Agency (EPA) allows up to 0.005 milligrams of TCE per liter, or 5 parts of TCE per billion of water. This is referred to as the maximum contaminant level (MCL).

4. Where has TCE been found in Loudoun County?

TCE has been found in a total of 32 private drinking water wells in the easternmost part of Broad Run Farms. The maximum TCE concentration found in these wells was 0.11 milligrams per liter. There is no evidence of groundwater contamination with TCE in any of the 49 other wells tested over the past 15 years just west of these properties, or in any of our county's public drinking water supplies. Broad Run Farms is located between Route 7 and the Potomac River, bordered on the west by Broad Run and on the east by the Hidden Lane landfill and the CountrySide community.

5. What is the source of the well water contamination?

Although it is not known for sure, the most likely source of the TCE contamination is the Hidden Lane landfill, located between Broad Run Farms and CountrySide.

6. How was this contamination found?

In 1989, wells were tested in response to concerns about contamination from the Hidden Lane landfill and 2 showed evidence of TCE Since then, five wells were discovered to be contaminated with TCE as part of Loudoun County's requirement for testing new wells for contaminants and the remaining 25 were found as a result of our current testing.

7. What are the health effects of TCE?

Most studies of trichloroethylene’s health effects have involved people exposed to much higher levels of TCE than has been found in Broad Run Farms. Although there is some dispute over TCE's adverse health effects, there is evidence that low level exposure to TCE over a long period may increase the chances of liver and kidney problems, including cancer. Higher levels of TCE, such as that seen in employees exposed to TCE at work, have also been associated with disorders of the nervous, immune and endocrine systems, as well as with developmental problems.

8. How will this affect my pregnancy or children?

There are no reports of adverse reproductive effects in people exposed to TCE in their workplace. No increased incidence of congenital malformations has been detected in babies born to mothers occupationally exposed to TCE and fetal toxicity has not been observed in experimental animals. In a few studies there is a suggestion of increased incidence of leukemia and heart defects in children whose mothers consumed water with high levels of TCE The levels, though, were many times higher than found in Loudoun and the water in these studies were contaminated with several other chemicals as well.

9. Will this affect my pets or plants?

TCE does not accumulate or build up in plants so it is unlikely that any significant amount of TCE would be present in the vegetables grown in the vegetable gardens. Additionally, the levels of TCE found in wells are not expected to cause harmful effects in cats and dogs; TCE levels causing cancer and other health effects in experimental animals were several folds higher than the levels found in wells in Loudoun County.

10. What is the Health Department doing in response to these findings?

The Health Department offered free well water testing to the owners of properties in the eastern part of Broad Run Farms. Of the 81 properties that took advantage of the free testing or shared their private test results, 32 wells showed some level of some level of contamination with TCE, with 17 at or above the EPA’s maximum contaminant level of greater than 05 milligrams per liter. Based on these test results, the Health Department strongly recommends that properties on both sides of Red Rose Drive as well as those in the easternmost part of Youngs Cliff Road install whole house filtration systems effective at removing TCE. The Health Department would like all residents in the testing area to consider installing a whole house water filtration device.

The Health Department is conducting quarterly sampling for TCE at four properties at the perimeter of the sampling area. The purpose of this sampling is to give the county more information as to whether or not the contamination is expanding beyond the previously sampled areas.

11. What should people do if TCE is found in their drinking water?

TCE at levels detected so far in the wells is not anticipated to absorb through the skin or through inhalation of vapors in sufficient amounts to cause adverse effects. Therefore, taking showers, swimming, and washing dishes poses a minimal risk to human health. To be on the safe side, though, the Health Department recommends installing a whole-house aeration and granular activated carbon filtration device if your well is found to contain TCE Additionally, if you have specific health conditions that warrant extra caution, you may wish to consult your health care provider to discuss whether an alternate source of drinking water is recommended such as bottled water.

12. I live in CountrySide. Is my water safe to consume and use?

Yes. Your water is safe to consume and use. Your water is a public water supply that is delivered to you by the Loudoun County Sanitation Authority. Its source is either the Goose Creek Reservoir or the Potomac River. This water is tested, filtered and treated prior to delivery to you. The water supply is regulated by the Virginia Department of Health and the United States Environmental Protection Agency. The water is tested for a variety of contaminants including trichloroethylene. The impacted water in Broad Run Farms comes from private wells on each property.

13. Where can I find out more about TCE in Loudoun County?

You can get more information by emailing the Health Department or calling 703-777-0234.

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Homebuyer Information Guide

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1. Are you sure you can use the property for the activities that you have in mind?

The Loudoun County Zoning Ordinance defines and implements land use and design standards such as permitted uses, lot sizes, setbacks, etc. It is important to know what Zoning District your property is in. Learn more about Zoning and Use of Land in Loudoun County.

2. Will your water supply and waste disposal system be a public or private system?

With the exception of Hillsboro, the incorporated towns in Loudoun County provide water and sewer service to residents of the towns and some outlying areas. Loudoun Water provides public water and sewer service for people who live outside incorporated towns within designated service areas. If you are not connected to public sewer and/or wastewater service, and this is true of most of rural Loudoun, you will need to know about private wells and onsite wastewater treatment systems. Find out more about water and sewer and other utilities here.

3. Do you know how to access your property and what easements on the property might affect you?

It's important to know how your property is accessed - is it through a private road or driveway? Also, there may be several easements on the property you are considering. These include drainage, utility, land conservation, and right-of-way. Covenants may exist that restrict development or use of a property. Find out more about access, boundaries and easements through the Loudoun County online mapping system.

4. What does it mean if your property is in an Overlay District?

An overlay district is used to establish alternative land development requirements within a specific area of the county. Some examples include the Airport Impact Overlay District, Floodplain Overlay District, Historic Districts and Limestone Overlay Districts.

5. Is your property within one of Loudoun's incorporated towns?

Loudoun County has seven incorporated towns, which have rules and regulations regarding property and land use. The towns are: Hamilton, Hillsboro, Leesburg (the county seat), Lovettsville, Middleburg, Purcellville, and Round Hill. Contact information for each of the towns is online here.

6. Are you familiar with the special considerations that should be given to living in a rural area?

There are both challenges and rewards associated with living in any of Loudoun County's beautiful rural areas. They range from living next door to livestock to having your septic system pumped.

7. Do you know whether your property could be impacted by a new major road or development?

There a variety of ways available to you to help find out about planned development in Loudoun County. They range from subscribing to the electronic newsletters of the elected members of the Board of Supervisors to researching information on the Loudoun Online Land Application System, which provides a user-friendly way to access information regarding legislative land development applications and provides a format for public input for active applications. 

8. Do you know whether your property is located within a flood zone or has wetlands on it?

Important information about the environmental features of your property,such as soil and rock characteristics, is available from several Loudoun County government agencies. The county can provide site-specific information and interpretation of soils, existing landscape features and associated problems. More information is online here.

9. Is the property located close to an existing or proposed major powerline?

Information about proposed powerlines that could impact Loudoun County and the surrounding area is available from the case information webpage of the State Corporation Commission. 

State Corporation Commission: Case Information

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HR Employee FAQs - COVID-19

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1. Why are face coverings required in the workplace?

In accordance with policy HR-47, Loudoun County employees, contractors, and volunteers are required to wear face coverings, when working in county facilities, on county property, in county vehicles with more than one occupant, or while otherwise performing work on behalf of the county under circumstances where social distancing cannot be maintained.

What is the Purpose of a Face Covering?

A cloth face covering can help prevent individuals who do not know they are carrying COVID-19 from transmitting the virus to others. The cloth is intended to catch droplets from your nose and mouth that may be projected when you talk, sneeze, cough and breathe. By limiting the potential of these droplets from landing on others and on surfaces, you can reduce the spread of the coronavirus and other germs even when you are asymptomatic.

NOTE:  It is important to understand that cloth face coverings do not prevent you from becoming infected with coronavirus. The best ways to protect yourself are practicing physical distancing, washing your hands and the other prevention measures prescribed by the CDC.

The consistent use of face coverings, in accordance with HR-47, will also demonstrate to the public the county’s commitment to adhering to public health best practices and recommendations and state mandates related to COVID-19.

Will the County Provide Face Coverings to Employees?

All county employees, contractors and volunteers will receive three county-issued cloth face coverings. Face coverings will be delivered to departments to distribute to employees. The use of face coverings does not replace the requirement for physical distancing and other prevention measures, such as washing hands and staying home when sick.

How do I Properly Wear a Face Covering? 

• Ensure the cloth face covering fits snugly but comfortably against the side of the face
• Cover your nose and mouth, 
• Properly secure to your head with the original ties or loop, where applicable.

When am I Required to Wear my Face Covering?

While in common areas of county buildings including, but not limited to:

• stairwells
• elevators
• hallways
• canteens
• break rooms
• bathrooms
• lobbies
• conference rooms
• county vehicles with more than one occupant
• or when in any space where social distancing is not possible.

When in work spaces, even if there are barriers such as cubicle walls and sneeze guards, unless there is also a distance of 6 feet or more between individuals.

Face coverings are not required for employees while working away from others in an office, cubicle (if separated by more than six feet), or other area physically separated at a minimum of six feet from other employees.  

Employees are asked to carry their face covering with them at all times so that if they encounter a situation when the cover is needed, they can put it on.

How do I Care for My Face Covering?

Employees are responsible for the proper use, care and cleaning of their face coverings. Employees must not share their county-issued cloth face coverings with any other individual, including family members.  

• Cleaning - Reusable face coverings should be washed after each day of use with water and a mild detergent and dried completely in a hot dryer. Face coverings that are not washable should only be worn for one day and then discarded.
• Replacement - Employees shall regularly inspect the condition of their face coverings and request replacements through their department if face coverings become damaged (i.e. holes in the material, straps broken, etc.)

Can I Wear My Personal Face Covering? 

Employees are strongly encouraged to wear county-issued cloth face coverings, which the county will make available in a variety of styles. Employees may choose to wear their own personal face covering provided it meets the following requirements

• Meet the CDC’s guidance
• Fit snugly but comfortably against the side of the face
• Be secured with ties or ear loops
• Include multiple layers of fabric
• Allow for breathing without restriction
• Be able to be laundered and machine-dried without damage or change to shape.
• Be clean and in good condition
• Remain in place without being held by hands
• Professional, and comply with county and department level dress and appearance policies and must be free from potentially inappropriate, offensive, or political language, images, and graphics.

Get instructions on how to make your own face covering.

Can I Wear my Self-Provided Respirator?

Current CDC guidance advises that medical masks and respirators be reserved for healthcare workers and other first responders. Employees who are not required to wear Personal Protective Equipment (PPE) (such as N95 respirators masks, medical masks, or face shields) to perform their job duties are strongly discouraged from wearing these items in the workplace or while performing official county duties.

If employees wish to wear self-provided respirators, the county strongly recommends they consult with their personal physicians to make sure they are physically able to use such respirators safely.

Disposable face masks, such as surgical and procedural masks, are intended for brief, single use purposes and should be immediately disposed of once the wearer removes the mask. 

Employees are required to properly dispose of such masks immediately after use, to include throwing the mask in a trash receptacle and then thoroughly washing their hands with soap and water or using a hand sanitizer with at least 60% alcohol. 

Used disposable masks shall not be placed or disposed of anywhere on county property other than in a trash receptacle.

2. What should I do if I come in contact with someone who tested positive for COVID-19 or is showing symptoms?

The table at the link below was developed in consultation with the Loudoun County Health Department. The table provides potential scenarios an employee can use to evaluate what steps they should take if they come in contact with a person who tested positive for COVID-19 or who is displaying symptoms of COVID-19. For questions related to the use of paid leave, please refer to question #3 below.

• View COVID-19 Employee Scenarios, Risk and Recommendations (PDF)

3. What is the Families First Coronavirus Response Act (FFCRA) and what benefits am I entitled to under this new law?

The Federal Government recently enacted the Families First Coronavirus Response Act (FFCRA) in response to the national COVID-19 outbreak, with an effective date of April 1, 2020. The FFCRA includes the Emergency Paid Sick Leave Act (EPSLA) and the Emergency Family and Medical Leave Expansion Act (EFMLEA).

• Learn more about the FFCRA and your rights (PDF)

The EPSLA requires certain employers to provide up to two weeks of paid sick leave, with a maximum of 80 hours for full-time employees, when an employee cannot work or telework due to certain circumstances related to COVID-19, including but not limited to:

• the need to quarantine or isolate as ordered by the government or advised by a healthcare practitioner;
• experiencing COVID-19 related symptoms and seeking medical diagnosis; and
• childcare issues related to school closures or the unavailability of caregivers because of the public health emergency.

The DOL defines a full-time employee as an employee who works over 40 hours per week. EPSL for part-time employees is based on the number of hours worked, on average, over a 2 week period for time out of the office due to illness. All employees regardless of employee type (regular, temporary, or unclassified) who are sick and seeking a medical diagnosis are eligible for this leave, with the exception of healthcare providers and emergency responders.

The EFMLEA requires certain employers to expand job protected leave under the Family and Medical Leave Act (FMLA) to cover eligible employees who are unable to work or telework so that they may care for children if schools are closed or their caregivers are unavailable because of a public health emergency. Employees are eligible for EFML if they have been employed for at least 30 calendar days, with the exception of healthcare providers and emergency responders.

Unlike traditional FMLA, EFML is paid leave after the first two work weeks of protected leave. Employees may elect to utilize EPSL or other available accrued leave during the unpaid period. After the first two work weeks, pay shall be calculated based on: (I) an amount that is not less than two-thirds of an employee’s regular rate of pay and (II) the number of hours the employee would otherwise be normally scheduled to work. The employee may elect to supplement EFML pay with accrued leave up to, but not exceeding, 100% of the employee’s normal base pay.

For more information on the FFCRA and Loudoun County procedures related to the FFCRA, please refer to Administrative Policies and Procedures HR-46 (PDF).

4. What are the County’s policies on the use of sick leave or telework for employees who are diagnosed with or displaying symptoms of COVID-19 or who believe they may have been exposed to COVID-19?

Aside from EPSL and EFML as explained in the response to Question #2 above, the County is operating under its normal policies and procedures governing the use of sick leave and teleworking while sick. Employees and supervisors should follow the relevant policies and their department’s normal protocols. Generally, if an employee is feeling sick or displaying cold or flu-like symptoms, such as fever, chills, coughing, body aches, shortness of breath, etc., the employee should stay home, refrain from teleworking, and use accrued sick leave or other available accrued paid leave to cover their time out of the office. 

• View HR Employee COVID-19 Scenarios (PDF)

The chart above is intended to be a summary of relevant County policies and is not intended to include every possible scenario or policy requirement. Links to relevant County policies can be found below. However, where the policy is inconsistent with guidance provided in this FAQ, please follow the guidance detailed in this FAQ. In addition to the County’s Human Resources policies and procedures, employees must follow their specific department’s procedures and protocols regarding requesting leave and telework.

• Chapter 6 – Benefits and Leave Policy (PDF)
• Telework – 01 Telework Procedural Guidelines
  • More information about requesting telework and required training can be found on the employee intranet or speak with your HR Liaison (PDF).
• HR-44 Workers’ Compensation (PDF)
• HR-46 FFCRA (PDF)

5. Can management send an employee home if the employee comes to work sick or displaying obvious cold or flu symptoms? If so, will the employee be required to use paid accrued leave?

Employees who are sick should stay home and use paid sick leave to cover their time away from the office. Supervisors and managers have the discretion to send home an employee who reports to work sick or who is displaying cold or flu symptoms (such as fever, chills, coughing, body aches, shortness of breath, etc.). Please note, merely experiencing these symptoms does not mean that an employee has COVID-19; it only means that the employee is sick and should go home. Supervisors and managers who intend to send an employee home should speak with the employee privately and should not discuss with other employees that the employee was sent home or why.

If the employee is experiencing COVID-19 related symptoms and is in the process of seeking a medical diagnosis, the employee may be able to use Emergency Paid Sick Leave (EPSL). EPSL is available to cover the first 80 hours (full-time employees working 40+ hours per week) or two weeks (part-time) based on the number of hours worked, on average, over a 2 week period, for time out of the office due to illness. All employees regardless of employee type (regular, temporary, or unclassified) who are sick and seeking a medical diagnosis are eligible for this leave, with the exception of healthcare providers and emergency responders.  Once this leave type is expended, the employee will use accrued sick leave and other paid leave (if sick leave is not available) if more leave time is needed. The employee should follow the guidance of their healthcare practitioner as to when to return to work.

6. Can management require an employee to provide a doctor’s note “clearing” the employee to return to work?

Managers do not have the authority to unilaterally require an employee to provide a doctor’s note “clearing” the employee to return to work. The request for a medical note must be coordinated through the Department of Human Resources, Employee Relations Division. Return to work certifications are typically required of employees who are on approved Family Medical Leave or Workers’ Compensation, employees who are subject to the County’s Fitness for Duty process, and employees who are on leave as a reasonable accommodation.

7. When can I return to work if I am feeling sick?

Employees should follow the guidance of their healthcare practitioner as to when they are well enough to return to work. The CDC recommends that you stay home for at least 24 hours after your fever is gone.

8. What should I do if I am concerned that my co-worker may be contagious or is caring for or lives with someone who is contagious?

Employees who have concerns about health issues in the workplace should report these concerns to their immediate supervisor, a department manager, or the Department of Human Resources. Employees should not confront other employees with regard to their health status or the health status of a family member. Supervisors and managers who receive reports of such concerns should call the Department of Human Resources, Employee Relations Division, to seek guidance.

9. What happens if an employee is sick and does not have any accrued sick leave?

If the employee is experiencing COVID-19 related symptoms and is in the process of seeking a medical diagnosis, the employee may be able to use Emergency Paid Sick Leave (EPSL). EPSL is available to cover the first 80 hours (full-time employees working 40+ hours per week) or two weeks (part-time) based on the number of hours worked, on average, over a 2 week period, for time out of the office due to illness. All employees regardless of employee type (regular, temporary, or unclassified) who are sick and seeking a medical diagnosis are eligible for this leave, with the exception of healthcare providers and emergency responders.  Once this leave type is expended, the employee will use accrued sick leave and other paid leave (if sick leave is not available) if more leave time is needed.

If an employee becomes seriously ill and exhausts all paid leave accruals, the employee should contact the Department of Human Resources, Benefits Division, at 703-777-0213 to discuss possible eligibility for short-term disability and/or donated leave. Approvals of short-term disability and donated leave will be subject to existing eligibility requirements and restrictions. Information related to short-term disability and donated leave can be found here:

• Limited Term Disability 
  • File a Short-Term Disability Claim online or you call 800-378-2395 to file your claim by phone. Be sure to correctly identify the plan number based upon your VRS plan.
  • More information about the plans including the buy-up plan is available on the employee intranet or contact your HR Liaison (PDF).
• HR-40 Leave Donation Procedures (PDF)

10. Can an employee telework instead of using sick leave?

Employees suffering from an illness of ordinary life, such as a cold or flu virus, should not be required or allowed to work from home in lieu of taking sick or other accrued paid leave. However, as noted in the chart above, an asymptomatic employee who has been placed under a self-quarantine order from the Health Department will be required to work from home until the order to self-quarantine ends or until the employee becomes ill. If the employee becomes ill, the employee must advise management of their illness, at which point the requirement to telework will end and the employee may be able to use Emergency Paid Sick Leave (EPSL), or in the alternative, the employee must utilize their accrued paid leave.

11. Will an employee with the COVID-19 virus be covered by Family Medical Leave?

It depends. Family Medical Leave is federally mandated, unpaid, job protected leave that covers a period of incapacitation due to a “serious health condition.” Generally, minor ailments such as the cold and flu are not considered serious health conditions that are covered by Family Medical Leave. However, depending on factors such as the length of absence needed to recover, the number of visits or treatments required by the healthcare practitioner, the need for an overnight stay in the hospital, and/or any health complications that may arise, an employee with who is diagnosed with COVID-19 may qualify for Family Medical Leave. An employee with COVID-19 should contact the Department Human Resources, Benefits Division, at 703-777-0213 to discuss possible eligibility for Family Medical Leave. Employees can apply for Family Medical Leave through FMLA Source, the County’s Family Medical Leave vendor. To determine eligibility, FMLA Source will request a medical certification from the employee’s healthcare practitioner with information relevant to the employee’s specific situation.

• Report a FMLA (PDF)
• Your Rights and Responsibilities (PDF)
• Contact FMLASource:  877-462-3652,  Email or www.fmlasource.com
• Contact Loudoun County’s FMLA Coordinator: Send an email or call 703-777-0517

• More information on FMLA policies is available on the employee intranet or HR Liaison (PDF).

12. What if the employee was exposed to the COVID-19 virus at work as a result of his/her job duties? Will the employee’s exposure to illness and/or subsequent illness be covered by Workers’ Compensation?

If there is reason to believe that the employee’s illness arose out of their employment and was contracted in the course of performing their duties, such as a healthcare worker or first responder who provided care to a patient with the COVID-19 virus, the employee must file a workers’ compensation claim and the claim will be forwarded to SmartCasualtyClaims, the County’s third-party administrator, for a compensability determination. Paid leave for an employee who has filed a workers’ compensation claim related to COVID-19 must be coordinated by department management through the Risk Management Section of the Department of Human Resources.

• HR-44 Workers’ Compensation (PDF)
• Chapter 6.04.07 Injury Leave as Supplement to Workers’ Compensation (PDF) 

13. What if an employee needs time off to care for a sick relative with the COVID-19 virus?

Emergency Paid Sick Leave (EPSL) applies where the employee is caring for an individual whose healthcare practitioner advises the individual to quarantine or isolate. All employees regardless of employee type (regular, temporary, or unclassified) are eligible from day one of employment, with the exception of healthcare providers and emergency responders. 

The DOL has defined an “individual” under this section as an employee’s immediate family member, a person who regularly resides in the employee’s home, or a similar person with whom the employee has a relationship that creates an expectation that the employee would care for the person if he or she were quarantined or self-quarantined. “Individual” does not include persons with whom the employee has no personal relationship 

After exhaustion of EPSL, the normal sick leave policy and procedures apply for employees caring for an immediate family member, defined as the employee’s spouse, son, daughter, or parent and any of these relations as a step. EPSL does not apply where the employee is caring for an individual who is exhibiting symptoms, and the sick leave policy will apply for employees in this situation. The employee would need to follow their department’s normal procedure for requesting sick leave and the use of such leave is subject to applicable County policies. Employees may be eligible to utilize Family Medical Leave, if their family member’s illness meets the definition for a serious health condition. The employee should contact the Department of Human Resources, Benefits Division, at 703-777-0213 for more information on the use of Family Medical Leave to care for a family member. 

14. What accommodations or assistance will be given to employees with child care issues due to a COVID-19 related school closure?

Loudoun County Public Schools has announced a 100% distance learning to begin the 2020-21 school year. Three options are available to employees experiencing child care issues as a result of the closing of Loudoun County Public Schools or their private daycare provider. These options include:

• Use of Leave Under the Families First Coronavirus Response Act (FFCRA) 
  • Unscheduled Leave: If the employee is caring for a son or daughter due to the school or place of care of the child closing, or the child care provider is unavailable due to COVID-19 precautions, employee is entitled to use EPSL. EPSL will cover first 80 hours (full-time employees working 40+ hours per week) or two weeks (part-time) based on the number of hours worked, on average, over a 2 week period, for out of the office due to the closure. All employees regardless of employee type (regular, temporary, or unclassified) are eligible from day one of employment, with the exception of healthcare providers and emergency responders. 
  • Family and Medical Leave: Employees who have been employed for at least 30 calendar days, with the exception of healthcare providers and emergency responders, are eligible for FMLA if the employee is unable to work (or telework) due to a need for leave to care for the son or daughter under 18 years of age if the school or place of care has been closed, or the child care provider of such son or daughter is unavailable due to a public health emergency.  The first two work weeks are unpaid; however, the employee may elect to use EPSL as stated above, or their accrued vacation leave, personal leave, or medical or sick leave. After the first two work weeks, pay shall be calculated based on: (I) an amount that is not less than two-thirds of an employee’s regular rate of pay and (II) the number of hours the employee would otherwise be normally scheduled to work. The employee may elect to supplement EFML pay with accrued leave up to, but not exceeding, 100% of the employee’s normal base pay.
• Telework (at the option of the Department Director where telework is appropriate)
• K-6 Distance Learning Child Care
  The Department of Parks, Recreation and Community Services (PRCS) is offering all-day child care for children, grades K-6 to help our employees who work while their children are enrolled in distance learning.

  • Program details and how to register information are provided at loudoun.gov/dlchildcare

Employees should consult with their department leadership to determine the mutually agreeable solution. In accordance with policy, telework requires approval of the department director. Please note, under existing County policy telework is not ordinarily authorized for the purposes of dependent care. However, the County Administrator has temporarily lifted this restriction as an emergency measure due to business necessity.

15. I am signed up to go to a conference and I’ve already made travel plans. Since the County has cancelled non-essential travel, what should I do?

The County has precluded all non-essential travel until further notice. Non-essential travel includes travel for conferences and optional training that can be postponed until a later date. Therefore, no travel should be scheduled at this time. In addition, if already scheduled, employees are advised to contact the conference vendor to discuss the possibility of the conference being canceled by the vendor and/or the vendor’s policy for attendees who wish to cancel their registration due to concerns related to COVID-19. The employee is also responsible for contacting any hotel, airline, and/or rental car vendors to attempt to arrange for a refund of charges. The employee is also responsible for contacting any travel insurance provider where travel insurance was purchased and may apply.

16. Does our County medical insurance plan offer any options for virtual care?

Employees covered by the County’s medical insurance plan have access to Cigna’s Virtual Care services 24/7/365 days of the year, including holidays and weekends. Virtual care services can be used in place of seeing a physician in-person for minor medical conditions and costs less than emergency room or urgent care visits. Virtual care services can be a good option when you need to limit exposure to the public and for reserving emergency rooms for true emergencies. All virtual care visits are with board-certified physicians. Covered employees should take the time now to register for virtual care services prior to using the service. Register for Cigna’s virtual care networks Amwell or MDLive in any one of the following ways:

1. Register directly online:
   • AmwellforCigna.com - Phone: 855-667-9722
   • MDLIVEforCigna.com - Phone: 888-726-3171
2. Access either site through myCigna app on your smartphone or mobile device. Go to myCigna app, select on Find Care, select on Cigna Telehealth Connection. Choose from MDLive or American Well (Amwell).
3. Register through myCigna.com
   1. Log in to myCigna.com
   2. Select the Cigna Telehealth Connection; Select either Amwell or MDLive

The employee or covered dependent must provide their name, gender, date of birth, email and Cigna ID# to register and create an account. You will also be asked to provide some medical history including drug allergies and a form of payment (such as a credit card). For individuals enrolled in the OAP or POS plans, an office visit copay will be charged at time of visit. For individuals enrolled in the HRA or HSA plan, the discounted cost of the visit will be applied to the deductible until satisfied.

• Learn more about Cigna’s virtual care networks Amwell or MDLive (PDF)

17. I am very worried and fearful about COVID-19 and the potential impacts to me and my family. What resources does the County have available to assist employees with dealing with stress?

The County offers resources available to employees and members of their household who may need emotional support. Call Lytle EAP at 800-327-7272 or visit www.lytleeap.com, click “Work/Life Website Login,” and then create a new account with the company code “lcgovt” for access to online resources. Counselors are able to assist 24 hours a day. Employees and members of their household are provided up to four (4) confidential counseling sessions (public safety employees are provided up to eight (8) confidential counseling sessions).  This benefit is available to all regular employees and long-term temporary employees who work longer than 90 days.

Employees who are covered under the Cigna medical plan who have exhausted their counseling sessions with Lytle or who wish to seek counseling directly through Cigna’s network may utilize Cigna’s behavioral health services to receive three (3) face-to-face counseling sessions at no cost. If additional counseling sessions are needed, continuation of services may occur at the normal copay for OAP/POS plans or applicable coinsurance for the HRA/HSA plans after the deductible has been met. 

To access services visit myCigna.com, Review My Coverage, Employee Assistance Program. You can call 877.231.1492 for referrals or go online, search the provider directory and obtain an authorization. You can also call Cigna customer service at 800.244.6224.  If there isn’t a number on your card, call Cigna Behavioral Health at 800.274.7603.

• Learn more about Lytle EAP (PDF).
• More information about all the services offered from Lytle and Cigna are available on the employee intranet or speak with your HR Liaison (PDF).

18. If I or a family member is exhibiting symptoms of the coronavirus and are also covered under the Cigna health plan, how will the COVID-19 testing be covered?

To minimize any financial impact for testing, Cigna is providing coverage at no cost to the covered members for COVID-19 testing including applicable office visit copays and other lab fees. COVID-19 testing has been designated as an essential benefit and coverage is at 100% through our health plan. Cigna continues to review their coverage position as the coronavirus pandemic expands.

19. I have a question that is not addressed in this FAQ. Who should I direct my inquiry to?

If you have a question related to the specific operations of your department, your best resource for information would be your Department Director, supervisor, or other member of management within your department. For Human Resources related questions, you are free to call the Department of Human Resources’ main number, 703-777-0213, between normal business hours (8:30 a.m. to 5 p.m.). You will be routed to the appropriate staff member to best assist you.

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Jury Service

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1. Who is qualified to serve on Jury Duty?

In Loudoun County, jurors must be at least 18 years of age and meet all of the following qualifications: 

• Be a United States Citizen
• Be a Loudoun County resident
• Never have been convicted of a felony, unless the juror’s civil rights have been restored
• Be able to communicate in the English language
• Not be currently adjudicated mentally incompetent or insane

2. Can jurors change their jury service report date?

Please read the section on the back of the summons titled "Postponement of Jury Service". You may request a deferral through the Jury Portal.  First Login, select My Service and then Deferment and follow the instructions. Be sure to write your name and juror identification number on the form. You must complete your request within 5 business days of receipt of your summons.

Your request must clearly specify the reason you request a deferment, your available dates, your juror identification number, and your name as it appears on the summons. If possible, you will receive your new date of service and any other information that is pertinent to your jury service by phone. The Jury Portal will be your source for updates and verification.

The Jury Management Department will do its best to accommodate your request.

3. How long does jury service in Loudoun County last?

Service is required as a prospective juror for a minimum of one day or one trial. On their first day of service jurors should expect to remain at the courthouse the entire day, from 8 a.m. to 5 p.m. If the prospective juror is not impaneled on their service date, then their jury service will be one day and their service will be complete. If the prospective juror is impaneled as a juror on their day of service, then the juror will serve for the length of the one trial.

4. Who is entitled to a Jury Trial?

Generally, any person charged with a criminal offense and many parties to a civil case have a right to a jury trial. All parties are equal before the law and each is entitled to the same fair treatment.

5. Where is the Loudoun County Circuit Court located?

The Loudoun County Circuit Court is located at:
18 E Market Street
Leesburg, VA 20176

You will be escorted to the appropriate courtroom when you report for jury service. 

6. Where do I park when I come for jury service?

The juror parking area is in the Pennington Parking Garage, located on the right of Church Street NE in Leesburg. The main cross over road to reach Church Street is Market Street (Route 7).

Via Route 7

From the East

From East Route 7, follow East Market Street in Historic Leesburg. Turn right onto Church Street, NE. Continue straight on Church Street and follow Court Parking signs to the Court Parking area. Cross over North Street, take the first right at the Pennington Lot Public Parking sign. Continue straight ahead to the entrance of the Pennington Parking Garage.

From the West

From West Route 7, take the first Leesburg exit (Old Route 7) onto Market Street into Historic Leesburg. Turn left onto Church Street, NE. Continue straight on Church Street and follow Court Parking signs to the Court Parking area. Cross over North Street, take the first right at the Pennington Lot Public Parking sign. Continue straight ahead to the entrance of the Pennington Parking Garage.

Via the Dulles Greenway

On the Dulles Toll Road or Greenway going towards Leesburg, bear left when you get to the end of the Greenway (Leesburg, Warrenton sign) onto the Route 7 Bypass. Take the first exit off the Bypass (Leesburg Business). Go North on King Street (Route 15). Turn right onto East Market Street then turn left onto Church Street, NE. Continue straight on Church Street and follow Court Parking signs to the court parking area. Cross over North Street, take the first right at the Pennington Lot Public Parking sign. Continue straight ahead to the entrance of the Pennington Parking Garage.

Via Route 15

From the South

From the South, take Route 15 (Business) into Historic Leesburg on King Street. At the light, turn right onto East Market Street. Turn left onto Church Street, NE. Continue straight on Church Street and follow Court Parking signs to the Court Parking area. Cross over North Street, take the first right at the Pennington Lot Public Parking sign. Continue straight ahead to the entrance of the Pennington Parking Garage.

From the North

From the North, take Route 15 (Business) into Historic Leesburg. At the light, turn left onto East Market Street. Turn left onto Church Street, NE. Continue straight on Church Street and follow Court Parking signs to the Court Parking area. Cross over North Street, take the first right at the Pennington Lot Public Parking sign. Continue straight ahead to the entrance of the Pennington Parking Garage.

7. Must employers pay their employees who are on jury service?

No. Employers are not required to pay employees while they are on jury service. In addition, employers cannot penalize any employee because they serve as a juror.

Section 18.2-465.1 of the Code of Virginia states: "Any person who is summoned to serve on jury duty or any person, except a defendant in a criminal case, who is summoned or subpoenaed to appear in a court of law when a case is to be heard shall neither be discharged from employment or have any adverse personnel action taken against him, nor shall he be required to use sick leave or vacation time, as a result of his absence from employment due to such jury duty or court appearance, upon giving reasonable notice to his employer of such court appearance or summons. Any employer violating the provisions of this section shall be guilty of a Class 4 misdemeanor."

8. Where is the jury assembly room located?

The jurors assemble in the Jury assembly room located on the fourth floor, room 2130, at 18 East Market Street, Leesburg, VA in the Courts Complex.  This address is only intended for directional purposes.

• All pedestrians entering and exiting the garage must follow a pedestrian path that extends from the SE corner of the garage, Level 2, to North Street, NE. No pedestrian access will be available through the Pennington Lot Public Parking.
• After you exit your car, please proceed on foot from the Pennington Garage.
• Walk towards the Level 2 exit that will take you to a sidewalk with a sign, “to Courthouse".
• Make a right on North Street (going west).
• Make a left on Church Street (going south).
• Make a right on Market Street (going Route 7 West).
• Enter right at the Court Complex through the second arched gate.
• Proceed to the only court entrance. It is directly across the street from the downtown historic Post Office.

If you have an issue with walking long distances, please contact our office at 703-777-0650 within 5 days of receiving your summons so accommodations can be made.

9. How are prospective jurors selected for jury service?

Each year, prospective jurors are selected randomly from the master jury list of Loudoun County, which is created by merging name lists provided by the Division of Motor Vehicles and the Loudoun County Voter Registration Department. 

Summons

Randomly selected prospective jurors receive a jury summons in the mail approximately four weeks prior to their jury service date. Upon receipt of the summons, the juror should read carefully the front and back of the summons. 

Be sure to read both sides of the summons, even if you think you are not eligible to serve as a juror or would like to a deferment or excusal. If after reading all of the information and instructions on the summons, you still have questions. Call the Jury Management Department.

10. How are jurors selected for a particular trial?

Each day, jurors report to the Jury Assembly Room and their attendance is taken. When a judge is ready to begin the jury trial, the jurors needed for the case are selected from those persons in attendance for that day. The jurors’ names are called and the panel of jurors is escorted to the courtroom.

Once the jury panel reaches the designated courtroom, the jurors are questioned under the supervision of the Judge. During this questioning, some jurors may be excused from the case. Once all of the questioning has been completed, each attorney in the case is allowed to remove a certain number of jurors from the panel. The jury trial will consist of the jurors remaining on the panel. Jurors not selected will return to the Jury Assembly room until released.

Once all of the jury panels have been selected for the day, the remaining jurors, if any, in the assembly room will be excused and their service will be complete.

11. Who can be excused from jury service?

Requests to be excused from jury service are granted only by a Judge.

You may request an excusal through the Jury Portal. First login, select My Service then Exclusion and follow the instructions. Your request must be made within 5 business days of receipt of your summons. All correspondence must contain the juror’s identification number. 

Requirements

• Your request must clearly and specifically describe the hardship that jury service may cause you. 
• Failure to submit a request within the 5 day time limit may automatically qualify you for service.
• Prospective jurors, who are not paid by their employer when on jury duty, will not be excused. You may, however, request a deferment to a later time.
• Status as a student is not a valid reason to be excused. However, you may request to be deferred to a time during school breaks.

12. Are jurors paid for their service?

All reporting jurors are paid $30 per diem regardless of whether they are impaneled on a jury. This stipend is for any expenses that may be incurred while serving on jury service. Juror’s checks are mailed approximately four weeks after jury service is completed.

13. What may jurors wear to jury service?

The walking distance is a couple of blocks, so jurors are specifically encouraged to wear comfortable shoes. Jurors should dress comfortably, but appropriately for a courthouse. The temperature in the courtrooms can be unpredictable, you are encouraged to layer your clothing. In addition, jurors will have to walk to the courtrooms from the Jury Assembly Room. Court proceedings are conducted with dignity and respect. Your dress should be suitable for the occasion. Unsuitable clothing items are not permitted. 

Unsuitable Clothing Items

• Shorts
• Mini skirts
• Tank tops
• Halters
• Flip-flops

If you report to jury service wearing inappropriate attire, you will be required to return home to change to more suitable attire or you will be given a new report date and will have to return on that date.

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Juvenile Court Service Unit

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1. What happens once my child is charged with a crime?

Once a petition has been filed it goes to court and the court process has three different procedures: arraignment, adjudication, and disposition.

2. What happens if my child is placed on probation?

Probation is a court disposition that typically results in a juveniles remaining in the community with certain requirements and/or restrictions that meet the goals set forth by the court to change the young person behavior with structure to limit the range of potential wrongdoing and an understanding and response to life experiences that enable pro-social behavior. Requirements for juvenile placed on probation may include reporting to a probation officer, attendance at counseling or other specific activities, attendance at school or work, being test for alcohol or drug use, performing community service, and paying restitution. Restrictions might include a specific curfew, being unable to travel outside of the state without specific permission, and prohibitions on associating with certain individuals.

Failure to meet the requirements of probation often results in increasingly restrictive responses that may ultimately culminate in the juveniles removal from the community and placement in some form of more restrictive placement.

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Land Development Customer Service Counter / File Room

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1. What are the hours of the Land Development Customer Service Counter?

It is located on the 2nd Floor of the Government Center in Leesburg. The Land Development Counter is open:

• 8:30 a.m. to 4:30 p.m.
• Drop-offs until 5 p.m.
• Monday through Friday

2. What kind of information can I get at the Land Development Customer Service Counter?

If you have questions about development, or what zoning will support a business the Land Development Customer Service Counter can help. The Land Development Customer Service Counter can provide information about zoning (setbacks, uses allowed, etc.), future development, deeds, proffers, etc. on properties. The Land Development Customer Service Counter is also where you can look at land development project files such as plats, construction plans and profiles, rezoning plans, etc.

3. Where can I get a plat?

Subdivision plats reviewed and approved by Loudoun County can be obtained at the 2nd Floor Land Development Counter in the Government Center in Leesburg and at the Clerk of the Courts once the plat has been recorded. Please be aware that subdivision plats are a "shot in time." They do not show all easements, encumbrances, or utilities. There are restrictions and other encumbrances that are recorded outside of Loudoun County's review. Loudoun County does not keep records of house location surveys.

4. How can I find out about what’s going on around me?

The Department of Planning webpage contains a link to the Loudoun Online Land Applications (LOLA) that provides information on new rezoning (ZMAP) applications and Subdivision Review Division's new preliminary (SBPL) applications. More specific information can be obtained by calling Loudoun County's hotline 703-777-0118. Please have an address, tax map number, or Parcel Identification Number (PIN) to help identify the area you want more information about. The local papers also list advertisements for legislative applications that are reviewed by the Department of Planning and preliminary subdivision applications reviewed by the Subdivision Review Division. Signs are posted on the properties subject to the application listed in the paper. The application number and the proposed action is also listed on the sign. Citizens can find out more information at Building and Developments Land Development Counter on the second floor of the Government Center in Leesburg with the information provided on the sign or from the LOLA webpage.

5. What if my property is in the town or adjacent to a town?

Properties within a town abide by the Town regulations. The Towns of Hamilton, Middleburg, and Purcellville also have subdivision control outside of the corporate limits (although these properties are subject to Loudoun County zoning requirements). Land development applications that are within the subdivision control areas of Hamilton, Middleburg, and Purcellville must be submitted and approved by the Town. If you live outside of one of these 3 towns and are unsure of the requirements, please contact Building and Development at 703-777-0220 or email.

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Land Records

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1. What are the requirements to record a document in the land records?

For recording standards please visit the Recording Information page.

2. How do I obtain a Parcel Identification Number(s) for property located in Loudoun County?

Please visit Loudoun County Commissioner of the Revenue parcel database.

3. If there is a change or an error on the deed does a new deed need to be recorded?

Once the deed is recorded with land records, changes to the current deed can only be done by recording a new or corrective deed. Please consult with an attorney or a title company regarding your specific situation or to have a new or corrective deed prepared and recorded.

4. Can I prepare my own deed?

Yes. However, it is advised that you consult with an attorney. The land records division is unable to confirm  that the document is legally correct. Land records division can only confirm if the document meets recording requirements.

5. Can deputy clerks assist or advise with questions regarding drafting a document?

Deputy clerks are not attorneys and are unable to provide any legal advice or services.

6. Is it necessary to remove a decedent's name from a deed?

It is recommended that you contact the Probate Division to discuss the best option to clear the title.

7. Where can I research Code of Virginia exemption codes?

Virginia exemption codes pertaining to transfer taxes can be viewed on Virginia Legislative Information System page. For any further assistance with exemptions please consult with an attorney.

8. Does land records division provide forms or templates of documents?

Virginia's Judicial System provides the following forms. Below are most commonly used forms:

• Certificate of Partial Satisfaction Form (PDF), Instructions (PDF)
• Certificate and Affidavit of Satisfaction Form (PDF), Instructions (PDF)
• Certificate of Release of Memorandum of Lis Pendens Attachment Form (PDF), Instructions (PDF)
• Boundary Line Survey/Plat Map Document (PDF)
• Memorandum of Mechanic's Lien by General Contractor Under Va Code §43-5 (PDF), Instructions (PDF)
• Memorandum of Mechanic's Lien by Subcontractor Under Va Code §43-7 (PDF), Instructions (PDF)
• Memorandum of Mechanic's Lien by Sub-Subcontractor Under Va Code §43-9 (PDF), Instructions (PDF)
• Certificate of Release of Mechanic's Lien (PDF), Instructions (PDF)
• Authorization for Release of Judgement Lien Form (PDF), Instructions (PDF)

If you are unable to locate an appropriate form, please consult with an attorney.

9. What happens when I pay off my deed of trust/mortgage and will I be receiving a new deed?

Once the deed of trust or mortgage is paid off, the lender prepares a Certificate and Affidavit of Satisfaction. The lender may record a Certificate and Affidavit of Satisfaction on behalf of the borrower or send the borrower the original to be recorded. Once the Certificate and Affidavit of Satisfaction is recorded, the lien is released of record. A new deed is only required if property is sold or transferred.

10. How can I obtain a copy of my deed, certificate and affidavit of satisfaction or other recorded document?

You can obtain a copy of your deed, certificate and affidavit of satisfaction or any other recorded document at the Historic Records and Deed Research Division. The fee is $0.50 per page and an additional $2 for certification, if needed. We accept check, cash, Discover, Visa or MasterCard. Please note there is an additional convenience fee (PDF) for using a credit card. If you need any further assistance please contact Historic Records and Deed Research Division at 703-737-8775.

11. How do I obtain a house location survey?

The Clerk's Office and the county and cities do not have individual house location surveys. There is no legal requirement that a house location survey be recorded with a deed. Usually, owners are given the house location survey at settlement. If you need a copy of the survey for an addition, deck, fencing, shed, driveway, etc. you may try to contact the surveyor, your settlement agent attorney or lenders to see if they have one available. If you cannot locate one, you may need to have your property resurveyed.

12. How do I check easements, right of ways and deed restrictions on my ground?

This could be difficult since deed restrictions do not have to be spelled out in each new deed. A restriction could be in a deed ten owners back and still in effect. Historic Records and Deed Research Division can assist you with our research tools, however, the staff is unable to provide title services. It is advised that you contact a real estate attorney to have a full title search completed.

13. Does Loudoun County require Virginia Land Records coversheets?

Loudoun County does not require Virginia Land Records coversheets.

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Loudoun County Tax Relief

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1. What should I do if I sell my home, move out or the qualifying applicant passes away?

Within 30 days of selling your home please notify the Exemptions & Deferrals Division 703-737-8557 that you have sold the home. Tax Relief will be stopped at the end of the full month prior to the sale.

If you move out to permanently reside elsewhere please notify the Exemptions & Deferrals Division at 703-737-8557 within 30 days. Tax Relief will be stopped at the end of the full month prior to your vacating the residence.

If an applicant passes away please notify the Exemptions & Deferrals Division at 703-737-8557 within 30 days. If that person was the only qualifying applicant then Tax Relief will be stopped at the end of the full month prior to the date of death. If there is another qualifying applicant Tax Relief will continue.

2. Are distributions from my individual retirement account (IRA) or annuities included in my gross household income computation for tax relief purposes?

Yes. Numerous Virginia Attorney General opinions have concluded that distributions from IRAs and annuities are income for tax relief purposes, even if a portion or all of the distribution is a return of the taxpayer’s contribution or investment.

3. I am separated from my spouse. Do I still need to include his or her net worth even though he or she is not an owner of the property?

Yes. The Virginia Attorney General recently issued an opinion concluding that all individuals that are legally married must include both the applicant’s net worth and his or her spouse’s net worth to determine eligibility for tax relief.

4. How do I determine the value of my additional acreage so that I can calculate my net worth?

The Commissioner of the Revenue's Office determines first, first three and first ten acre values. It is not necessary for you to calculate these figures.

5. What is total and permanent disability?

The term "permanently and totally disabled" means unable to engage in any substantial gainful activity by reason of any medically determinable physical or mental impairment or deformity which can be expected to result in death or can be expected to last for the duration of such person's life; however, a certification pursuant to 42 U.S.C. § 423 (d) by the Social Security Administration, so long as the person remains eligible for such Social Security benefits, shall be deemed to satisfy such definition in this section.

If less than 65 years of age, the applicant must provide, with the first application filed, a disability certification by the Social Security Administration, the Department of Veterans Affairs or the Railroad Retirement Board. If ineligible for certification by one of these agencies, the applicant must provide sworn affidavits from two medical doctors licensed in Virginia or two military officers who practice medicine in the United States Armed Forces. Blank affidavits are available online here or in our office for completion by your physicians.

6. Must my application or certification be notarized?

Yes. Free notary service is available in both the Leesburg and Sterling offices.

7. If I have applied for Loudoun County Tax Relief and my application has not been approved by the date my taxes are due, should I pay the taxes?

Yes. The tax relief qualification process requires a detailed analysis of applications and supporting documentation. Consequently, tax relief is not always granted by the date taxes are due. If you have paid any portion of real estate taxes for the current tax year before completion of the review process, any taxes paid will be refunded upon approval of the tax relief application, if all other local taxes are current.

8. If I am granted tax relief after the 1st half real property tax deadline, which is June 5th, will relief be granted for the entire year?

If the property consists of one dwelling on three acres of land or less and there are no other taxable structures, the real estate tax will be eliminated in its entirety for the current calendar year. The real property tax exemption will be prorated upon the sale of the property or the death of the last qualifying owner.

9. Do I have to be a Loudoun County resident for a minimum period of time before applying for tax relief?

No. Virginia Code § 58.1-3212 specifically prohibits localities from instituting a length of residency requirement for this program. However, you must have owned and occupied the subject property on January 1 of the tax year for which you are seeking relief.

10. What is a sole dwelling? Can I be absent from my home and continue to receive tax relief?

A sole dwelling is the only dwelling maintained by the tax relief applicant as his or her full-time residence.

Virginia permits localities to provide a real estate tax exemption on “real estate … designed for continuous habitation owned by, and occupied as the sole dwelling…”

The tax relief available to an otherwise qualified applicant should not be affected if he or she randomly and sporadically visits his or her family or friends and sleeps away from home for indeterminate, short periods of time. However, if a person regularly resides in another house during a certain period of time each year, that person will likely not qualify for tax relief.

An individual residing in a hospital, nursing home, convalescent home or other facilities for physical or mental care for an extended period of time, not intended to be permanent, shall not lose his or her exemption, as long as the applicant’s dwelling is not be rented.

Each individual’s situation will be different and could result in the need for the taxpayer to provide an explanation and/or additional documentation to make a qualification determination.

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Mapping & Geographic Information

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1. How do I find out who owns a property?

The easiest way is to use the Online Mapping System, which allows you to search for an address or parcel identification number or to search the assessment database.

2. Do you have a plat of my property?

We have most subdivision plats, but not all. We do not have house location plats. Legally recorded plats are kept in the office of the Clerk of the Circuit Court.

3. Can I get the mapped data digitally?

Yes, we distribute all of the Geographic Information System (GIS) data for the cost of reproduction. However, you will need access to GIS or computer-aided design (CAD) software to use it.

4. If I need an address what do I need to do?

It depends on the size of the lot and the property use.

• For commercial properties, the site plan must be approved and a Data Exchange Format (DXF) file submitted to our office before an address can be assigned.


• For planned subdivisions less than a 1 acre lot, addresses are released at the time of plat recordation.


• For residential properties greater than 1 acre, you need to fill out an address application and attach a plat of the property with the house location and driveway marked. The address is assigned and you are notified usually within 72 hours.

Address Application

5. Who can help me find a parcel identification number (PIN) or tax map number?

We can almost always find a PIN or tax map number if we have an address or general location of the property. Please contact the Office of Mapping and Geographic Information by calling 703-771-5778.

6. How do I get my Loudoun County address added to Google Maps or another private map service?

Internet mapping websites such as Yahoo Maps, Google Maps, and MapQuest receive their data from two private firms, TomTom and Map Creator (formerly NAVTEQ). They do not purchase any data from Loudoun County. If you find that your address or street does not show up on these sites, you can report the errors to these companies directly. Each mapping website also has a Help or Feedback section where you can report errors.

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Mental Health First Aid

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1. What is Mental Health First Aid?

Mental Health First Aid is an 8-hour training that teaches participants how to help someone who is developing a mental health problem or experiencing a mental health crisis. The evidence behind the program demonstrates that it helps trainees identify, understand and respond to signs of mental illnesses and substance use disorders.

2. Who should take a Mental Health First Aid course?

Mental Health First Aid is intended for a variety of audiences: friends and family of individuals with mental illness or addiction, public safety, businesses and primary care workers, school and college leadership, faith communities, or anyone interested in learning more about mental illness and addiction.

3. How long does it take to complete the Mental Health First Aid program?

The 8-hour class is typically conducted as a two-day seminar (two half-day classes). Certification lasts three years.

4. Is there evidence to support the effectiveness of the program?

Yes, there is strong evidence of outcomes. Mental Health First Aid USA is included on SAMHSA’s National Registry of Evidence-Based Programs and Practices (NREPP).
You can also visit www.MentalHealthFirstAid.org for additional information.

5. How many participants are needed to hold a class?

A minimum of 8 participants are needed to conduct a session, with a maximum of 22. If less than 8 participants are registered for a particular session, the class will be canceled and participants will be notified to register for the next available session.

6. What types of crisis interventions are covered?

Trainees are taught how to apply a 5-step strategy in situations such as helping someone through a panic attack, engaging with someone who may be suicidal, or assisting an individual who has overdosed. Mental Health First Aid training provides the opportunity to practice the intervention strategy rather than to just hear about it. This simple experience can make it easier to actually apply the knowledge in a real-life situation.

7. Is there a cost to take the class?

Loudoun County Department of Mental Health, Substance Abuse and Developmental services is committed to training our County government workforce and other community members and partners at no cost.

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Office of Emergency Management - Special Events Planning

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1. I am planning a special event. Do I need a building and / or zoning permit?

A zoning permit is required for most events unless they are listed as exempt activities. A building permit may also be required depending on the type of activities and structures planned for the event, such as inflatables, tents, and similar structures. See question number two for more about tents.

Requirements for submitting a zoning permit request, a permit application and relevant Zoning Ordinance language are online:

• Special Events Permit Requirements
• Special Events Permit Application

Please contact the Department of Building and Development at 703-777-0220 with any questions.

2. I'm planning to use a tent. Do I need a permit?

If the tent is greater than 900 square feet, you must contact the Fire Marshal's Office for a use permit at 703-737-8600. Information about Fire permit applications, fee schedule and instructions online:

• Permit Application, Fee Schedule and Instructions

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3. We are planning to serve food at the event. What health requirements do we have to meet?

If you are cooking or serving food, you must contact the Loudoun County Health Department at 703-777-0234. You may also download the Temporary Food Establishment/Vendor Application and Information Packet from www.loudoun.gov/food, which contains an application for a temporary food permit and instructions for completing the application.

4. Are event organizers required to obtain Temporary Food Permits?

Event organizers are not required to obtain temporary food permits, but vendors are required to do so. Event organizers are asked to provide a list to the Loudoun County Health Department of the vendors they expect to participate. The list of vendors can be compared to the applications that are received and if there are any discrepancies, many can be resolved prior to the event.

5. We are planning to serve alcohol at the event. What type of license do we need?

You may need a banquet, banquet special event, or mixed beverage special event license from the Virginia Department of Alcoholic and Beverage Control: Special Event Licenses. The department has information and application forms available online.

6. We want to display fireworks. Are certain fireworks illegal to possess?

Yes. Any firework that explodes, rises into the air, moves across the ground, or shoots projectiles into the air, is illegal to possess in Virginia. These devices include firecrackers, roman candles, pop bottle rockets, as well as shell devices used at public displays. Although it is fairly easy to obtain these items by going across state lines, possession and use of these devices is a Class 1 Misdemeanor in Virginia. Depending on the classification of the device, federal explosives charges could also be imposed for interstate transport. The Fire Marshal's Office recommends that only fireworks sold at retail stands in Loudoun County be used. Fireworks may not be used on public property, including streets and roads. These fireworks have been tested to ensure they are suitable for consumers and are on an approved list maintained by the Fire Marshal's Office. The application for the permit required for fireworks, fee schedule and instructions are available at Code Permit Applications. Note: Fireworks are covered on page two of the fee schedule.

7. We will need to close some streets. How do we do that?

You will need to obtain a permit from the Virginia Department of Transportation (VDOT) to close any streets. The department has information and application forms which we have combined online in one document:

• VDOT Form and Instructions
• Get free Adobe Reader

8. We will have items for sale. Do we need a license?

Usually when a business is engaged in sales activity in Loudoun County, the business owner must obtain a Loudoun County Business, Professional, and Occupational License. However, in 2004, the Board of Supervisors approved an exemption from this requirement for any "itinerant vendors" who participate in special events in the county lasting seven days or less. This exemption applies only to participants in events which occur in the county and outside of Loudoun's seven incorporated towns. Vendors participating in events which occur within an incorporated town must contact that particular town to find out about their requirements, if any.

All vendors must be registered with the Virginia Department of Taxation for the collection and remittance of Virginia retail sales tax.

Event organizers are required to submit a list of all participating vendors to the Commissioner of the Revenue at least fourteen days prior to the proposed start of each special event and advise each vendor of his or her responsibility to collect and remit Virginia retail sales taxes on all taxable sales.

For additional information please contact the Commissioner of the Revenue Office at 703-777-0260, [email protected],or P.O. Box 8000, Leesburg, VA 20177-9804.

9. Do we have to provide water if it's an outdoor event? What about toilet facilities?

You do not have to provide water if it's an outdoor event. Food vendors will need water from an approved source. Many vendors bring water with them or obtain it at the event. When portable toilets are used at large gatherings, a minimum of 1 toilet per 100 people is required.

10. How do we set up garbage collection and recycling service for the event?

Place litter receptacles and recycling bins in high traffic areas, near food and beverage vending areas, restrooms, and at entry and exit points. A recycling bin should be placed next to each litter receptacle to ensure recyclables are not tossed in the trash. Recycling bins should be clearly marked to help prevent them from being used for trash. The Loudoun County Waste Management Division within the Department of General Services has Clear Stream" recycling bins available for loan on a first-come, first-served basis. Find out more event planning tips from the Waste Management Division.

Additional information including providers of waste collection / recycling services, vendors of recycling bins and litter receptacles, and local recycling drop-off center locations is also available by calling 703-777-0187.

11. I'd like to hold an event on the grounds of the Loudoun County Courthouse in Leesburg. What should I do?

An application for the use of the grounds of the Loudoun County Courthouse is available online here. When completed, send the form to: Office of the County Administrator
1 Harrison St., S.E.
Mailstop #02
Leesburg, VA 20175

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Online Cable TV Complaint Form

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1. How do I report a problem or lack of high-speed internet service in my area?

The Loudoun County Government has no oversight or regulatory authority over high-speed Internet service from any provider. The Federal Communication Commission (FCC) has regulatory authority and handles complaints regarding the internet. For more information, or to file a complaint, visit the FCC's website.

2. What are easements and rights of way?

Cable television companies are for-profit businesses that use public rights of way for a private purpose, in this case providing cable television, phone service and high-speed internet services to consumers. Municipalities, such as the Loudoun County Government, pay for building and maintaining the public rights of way. Utility easements on private property allow cable television providers like Comcast and Verizon, as well as other utility companies, to lay cable or fiber, or make any necessary repairs. All utilities routinely use these easements to replace, repair, and upgrade their cables and fiber.

3. How do I know where my easements are located?

Often, individual homeowners have questions regarding utility easements on their property. Almost every property has a utility easement. Utility easements are shown on the plat that you received when you purchased your home. If you cannot locate your plat, you can contact the surveyor or title company that handled the sale of your property.

Disputes between homeowners and utility companies about easements are a private property issue and are between the homeowner and the utility company. If you believe a utility company is operating outside of their easement, it is best to contact the customer service office of the utility company, or speak to a supervisor who is doing the work on your property.

4. What is the PEG fee that is shown each month on my cable bill?

The PEG (Public Education Government) fee is charged to cable subscribers by the company to support the government and education cable television channels that are part of the franchise agreements. The cable company then gives this money to the local government in the form of a grant for the purchase of cable television equipment such as cameras, lights, and editing equipment. The grant money is also used to purchase hardware and fiber for the county’s Institutional Network (INET).

5. Can cable television companies put boxes and other equipment on my property?

The cable television companies are allowed to put their equipment in the utility easement. In most cases, each property owner has a utility easement on their property. If the box is outside the easement, the homeowner can request that the cable company move the equipment within the easement.

6. Did the county authorize a cable rate hike?

No. The county has no authority to control rates or decide what programming cable providers will offer. The companies set their rates based on market conditions and choose their own programming.

7. What should I do if I have an ongoing problem with my cable provider?

The Loudoun County Department of Information Technology offers assistance to cable and OVS subscribers who have experienced ongoing problems with the cable or OVS company. To report an outage or a problem with service call your cable provider’s customer service number. If you are unable to get a resolution you may call the Loudoun County cable hotline at 703-777-0218 or file a complaint form online.

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Operation Protect Livestock

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1. If my emergency contact information changes, can I update my information with the Sheriff's Office?

Yes, please send an email with your updated information.

2. To participate in the program, do I have to have ear tags or any form of identification on my animals?

No. No identification tags are needed to enroll or maintain your information on file with the Sheriff's Office.

3. Will I get cited if my animals get out?

Though a code section does exist for this type of incident, every attempt will be made to work with the livestock owner to correct the problem before any citation would be issued. In general, citations are only used in cases where the offenses are chronic and habitual.

4. If I live at one location, and my animals are housed on another property that I am using or renting, can I participate in this program?

Yes. Fill out the information we are requesting, and specify that you reside at one address, however, the animals are kept at another address.

5. Can I register for the program if my animals are located in a field that has no fixed address?

Yes. Just indicate in your email or voice mail that your animals are in a field with no fixed address, and then provide us with the street / cross street for your animals. For example - James Monroe Highway / Tutt Lane.

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Parks, Recreation, and Community Services

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1. How can I obtain a user name and password for WebTrac?

You can request a user name and password through our WebTrac website.

2. What is the cost for the CASA after school program?

The monthly CASA fee is $325; with a separate $45 registration fee.

3. If I cancel a class, can I get a refund?

Refund requests must be submitted in writing and include an explanation of why the participant is disappointed with the quality of the particular class / program. The written request should be dated and sent by email, fax, or mail directly to the facility manager or program manager offering the class / program. Only written requests will be accepted. The amount of any refund will be prorated based on the number of remaining class / program sessions. If you need to cancel a class / program registration, and you make the request 15 or more days before the start date, a full refund will be offered - minus a 15% administrative fee (to a maximum of $15). If you cancel a class / program registration 14 or fewer days before the start date, a 50% refund will be offered. Cancellation requests must be submitted in writing. The request should be dated and sent by email, fax, or mail directly to the facility or program manager offering the class / program.

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Planning & Zoning - Commission Permit

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1. What is a Commission Permit?

The Commission Permit is used to verify that any street, park, public area, public structure, public utility, public building or public service corporation (other than railroads), whether publicly or privately owned, is in keeping with the adopted Comprehensive Plan before the public facility is constructed or established.

2. Why do I need a Commission Permit?

The purpose of the Commission Permit application review process is to allow the Planning Commission an opportunity to review such requests and hear public comment.

3. What is the first step in the application process?

It is highly recommended that prior to submitting an application, the applicant or a designated representative meet first with the Department of Planning and Zoning staff in a Pre-Application Conference (PRAP). The Pre-Application Conference is an informal one-hour meeting between the applicant and staff in the Planning and Zoning Department to discuss the applicant’s proposal. See the Request for Formal Pre-Application Conference Form (PDF) for instructions.

4. What materials do I need to make a Commission Permit application?

The Commission Permit Checklist of Minimum Requirements (PDF) details the information required by the Department of Planning and Zoning to initiate an application.

5. How do I apply for a Commission Permit?

Submit a completed Commission Permit application accompanied by a fee check payable to: County of Loudoun to the Department of Building and Development on the second floor of the:

County Government Center
1 Harrison Street, SE
Leesburg, VA 20175

For more information, view fee information (PDF).

6. What is the county process for a Commission Permit?

Once the application is accepted as an active case for processing, the Department of Planning and Zoning will assign a project manager. This person will serve as the point of contact and coordinator during the entire review of the application. The state-mandated time line for the review of a Commission Permit application is 60 days after the application is accepted. The following generally illustrates the review process:

• Application accepted as an active case or rejected pending submission of necessary materials (30 days)
• Application reviewed by planning staff
• Board of Supervisors ratification or override of Planning Commission decision (60 days)
• Planning Commission decision
• Planning Commission public hearing/review (60 days)
• Staff and applicant discussion of the application
• Staff report prepared

7. Where can I get more information?

Information about specific land applications is available online through the Loudoun Online Land Applications system. You may also contact:

Loudoun County
Department of Planning and Zoning
1 Harrison Street, SE
P.O. Box 7000
Leesburg, VA 20177-7000
Phone: 703-777-0246
Email Planning and Zoning

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Planning - County Historic Districts

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1. What are the benefits of owning land in a county historic district?

The goal of the architectural review process is to ensure that the historic, architectural, and/or rural characteristics that are unique to a designated area are protected, preserved, and enhanced for future generations. Property owners in Historic Districts may have some assurance that the historic homes or commercial structures surrounding them will not be significantly altered or demolished without careful consideration by the HDRC. Further, research regarding the economic benefits of historic preservation shows that properties located within a designated historic district maintain their value or increase in value because of the status and protection afforded them.

2. What restrictions apply to property in a County designated Historic District?

The County currently has six Historic and Cultural Conservation (HCC) Districts and one Historic Roadway District (HRD). These districts are zoning "overlay" districts. This means that in addition to land use regulations that apply in a particular area, landowners must comply with architectural guidelines that protect the historic character of the HCC or HRD District. New construction in the district, including any alterations to or demolition of an existing structure, must be approved by the Loudoun County's Historic District Review Committee (HDRC). In the Beaverdam Creek Historic Roadways District (BCHRD), only those projects located within 35 feet of the centerline of the roadways are reviewed by the HDRC.

3. What types of projects require HDRC review?

The HDRC has review and approval authority over all exterior construction projects within the six HCC Districts (Aldie, Bluemont, Oatlands, Taylorstown, Goose Creek & Waterford) and projects within 35 feet of the centerline in the BCHRD. Types of projects reviewed by the HDRC include but are not limited to: • New home construction • New accessory structure construction (sheds, garages, pool houses, etc.). • Alterations to existing structures (changing roof pitch, adding window/doors/porches, removing material, changing materials, etc.) • Additions to existing structures • Demolition of existing structures or portions of existing structures • Signage

4. How do I get my project approved?

The HDRC reviews Certificates of Appropriateness (CAPPs) for projects within the Districts and evaluates each CAPP for compatibility with the individual property, the overall character of the District, and compatibility with the Historic District  Guidelines . Some projects may be eligible for administrative approval by staff. For more information about the CAPP process, click  here .

5. Are there any projects in the Districts that do not require HDRC review?

Yes. The HDRC does not review repair or replacement of material “in kind” (for example, replacement of a standing seam metal roof with a new standing seam metal roof). The HDRC does not review interior projects unless those projects require an exterior alteration (for example – a bathroom remodel that requires adding a window), and they do not have review authority over paint color. If you would like to know if your project would require HDRC review, please contact staff.

6. What about barns and fences?

The Zoning Ordinance takes into consideration the need for the construction and maintenance of agricultural structures and livestock fencing. The Zoning Administrator has the power to waive the review of structures that are used solely for agricultural purposes. However, non-agricultural fencing (such as pool and yard enclosures and stone walls) requires review prior to construction but may qualify for Administrative Approval. Click here for more information.

7. Does Historic District designation restrict subdivision of my land?

No. Historic district regulations do not affect the number of lots allowable on any parcel considered for subdivision. The HDRC reviews the location of proposed structures and certain design features to ensure that new development is compatible with the historic landscape. As a zoning district overly, historic district designation runs with the land.

8. My property is within a Town Historic District; do I need HDRC approval for my project?

No. The Towns of Leesburg, Middleburg, and Purcellville each administer their own separate historic district regulations through their architectural review boards. Projects within the incorporated Towns should refer to the Historic District Guidelines for the respective Town.

9. My property is within a National Register District or a Virginia Landmarks Register District; is this the same as a County historic district?

Not necessarily. All of the County’s Historic Districts (with the exception of the Beaverdam Creek Historic Roadways District) are also listed in the National Register of Historic Places (NRHP) and the Virginia Landmarks Register (VLR). However, the boundaries of these districts differ from the County’s district boundaries. There are some properties that are within the NRHP district that are NOT within the County’s districts, and vice versa. There are also districts listed in the NRHP/VLR that do not have corresponding County districts at all. To verify the location of your property in a county historic district, visit our online mapping system WEBLOGIS

10. Can I create a new historic district or add my property to a district?

Yes! The creation of a new district, or an alteration to an existing district, is considered an amendment to the Zoning Map (commonly referred to as a rezoning). The criteria for historic district designation are outlined in Section 6-1800 of the Revised 1993 Zoning Ordinance. Please contact HDRC staff for more information.

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Planning - Online Land Applications System

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1. Why did I receive a notification letter?

Notification of a public hearing is sent to property owners who abut or are immediately or diagonally across the street from a property that is the subject of a legislative application (i.e., rezoning or a special exception). Notification letters are sent to inform property owners that a change is being requested for a specific property giving them the opportunity to comment.

Two notification letters are sent prior to the Planning Commission public hearing and the Board of Supervisors’ public hearing. The first notice is mailed at least 21 and no more than 30 calendar days before the hearing with the second notice being mailed at least 5 calendar days before the hearing. If a public hearing is continued, then the second notice will be remailed.

2. How do I find out more about an application?

With the exception of Comprehensive Plan Amendments (CPAMs), public files are maintained for all applications in the Department of Building and Development at the Land Development counter on the second floor of the Loudoun County Government Center, 1 Harrison Street, S.E., in Leesburg. Applications are also maintained electronically in the county’s Land Management Information System (LMIS). CPAM files are maintained in the Department of Planning on the third floor of the county government center. As a part of the new LOLA system, all application materials (i.e. submittal documents, county comments, staff reports, etc.) are available online.

If an application is going to a worksession, business meeting, or public hearing, whether before the Planning Commission or Board of Supervisors, the staff report and attachments relating to the application are posted to the appropriate site on the Internet approximately one week prior to the scheduled meeting. The documents are posted by meeting date. Links to the documents are provided on the Planning Commission and Board of Supervisors’ webpages.

3. What is the difference between a legislative and administrative application?

Legislative applications require a ratification or action by the Board of Supervisors. They are processed by the Planning Department and require public hearings before the Planning Commission and Board of Supervisors which involve land use and/or density changes for properties. These application types are as follows:

• ZMOD-Zoning Modification
• ZMAP-Zoning Map Amendment
• ZCPA-Zoning Concept Plan Amendment
• ZRTD-ZMAP Conversion to Current Zoning Ordinance in the Route 28 Tax District
• SPEX-Special Exception
• SPMI-Minor Special Exception
• CMPT-Commission Permit
• CAPP-Certificate of Appropriateness*
• CAAM-CAPP Amendment*
• CPAM-Comprehensive Plan Amendment

Administrative applications (i.e. site plans, subdivision plans, etc.) are processed internally by the Department of Building and Development for uses that are permitted within a specific zoning district.

*These are legislative applications; however, they are reviewed by the Historic District Review Committee (HDRC).

4. What happens to the comments I submit online?

All comments submitted online for a specific application become part of the public record and are included in the public file and digitally archived within the county’s Land Management Information System (LMIS). All comments can be viewed through the LOLA website as well as at the Department of Building and Development's Land Development Counter in the Loudoun County Government Center, 1 Harrison Street, S.E. in Leesburg, during normal business hours. In addition, all comments submitted prior to a public hearing are available for review by the Planning Commission and Board of Supervisors. Any comments received after a public hearing has been held will be provided to the appropriate decision-making body, dependent on where the application is in the process.

Citizens can also provide verbal and/or written comments at the Planning Commission and Board of Supervisors public hearing. Public comment and correspondence, whether e-mailed, written, or spoken, are made part of the public record and are subject to the Virginia Freedom of Information Act (FOIA).

5. What is the Loudoun County Real Estate Tax, Assessment, and Parcel Database?

Loudoun County is providing public record information as a public service in accordance with Virginia Code Title 58.1-3122.2 (1998). The Loudoun County Assessor provides annual valuations and maintenance of fair market values for equitable assessments on all types of real property. Parcels are also linked to the Loudoun County Geographic Information System (GIS), with map overlays displaying boundary and environmental information such as topography, soils, floodplain, and major roads. The property information made available on the website includes ownership and deed information, legal description, sales information, assessment values and house characteristics and can be searched by Parcel ID Number (PIN), Address, or Tax Map Number. The site is updated weekly.

• Assessment / Parcel Database
• Commissioner of the Revenue
• Treasurer's Office

6. What is Loudoun County’s Geographic Information System and WebLOGIS?

The Loudoun County Office of Mapping and Geographic Information is responsible for maintaining the county's Geographic Information System (GIS), the computerized mapping system.

The office in the Loudoun County Government Center produces and distributes maps and mapped data sets, assigns addresses, and approves all street names.

Maps and data about property, floodplains, soils, topography, zoning, streets, addresses and other topics are available. The office maintains a public information counter in the government center at 1 Harrison Street S.E., in Leesburg, where anyone can use the GIS and the county's Land Management Information System (LMIS) to find current land information maintained by various county offices.

WebLOGIS is Loudoun County’s Geographic Information System (GIS)-based mapping tool for the Internet. It was developed in 2001 to provide user-friendly access to the county’s GIS-mapped information resources. It interfaces with the assessment database, and is updated nightly with the most current parcel and address information.

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Privacy Practices & Security Policy

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1. What information is collected?

For each visitor, the county collects the following information:

• Addresses of the pages on this website to which you link during a visit to the county's website
• Date and time of the visit
• Internet Protocol (IP) address
• Type of browser used

If you fill out county forms online the data that you enter into the forms are also collected and used for the sole purpose of the form.

2. Is any information collected automatically just by accessing this web site?

The following information is collected automatically when you access the county's web site:

• Addresses of the pages on this website to which you link during a visit to the county's website
• Date and time of the visit
• Internet Protocol (IP) address
• Type of browser used

3. Does this web site place a cookie on your computer?

The county's website only uses cookies for web applications and online forms. These cookies allow the forms to function and enhance their usability. These cookies are for the sole use of the forms and applications function.

4. How is the collected information used?

The county analyzes the website activity by tracking visitor movements through the site. Each computer on the Internet has an Internet Protocol (IP) address. We use IP addresses to track the number of visits to the county's website and to identify the most popular pages. This helps us improve the performance and value of the materials available on this website.

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Probate Department - Testate Procedures

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1. What is a self-proving will?

The Code of Virginia has specific language which governs what a self-proving will is. (See Virginia Code §64.1-87.1 and Virginia Code §64.1-87.2 , as amended). The probate clerk makes the final ruling that the will is self-proving.

2. What happens if a will is not self-proving?

Before probate can be conducted, you must locate the attesting witness/witnesses to the will and then have the attesting witness/witnesses either complete a deposition to be submitted to the probate clerk or have the attesting witness/witnesses appear in person before the probate clerk to prove the will. After the will has been proven by the witness / witnesses, the probate clerk makes the final ruling to admit the will to probate.

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Probate Department - Will Records & Research

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1. When does a will or estate become a matter of public record?

When a will has been admitted to record, the will then becomes a matter of public record and may be viewed on the clerk’s office’s public database.

2. Where is the clerk's office public database?

The public database is available in the clerk's office of the circuit court:
18 E. Market St.
Leesburg, VA 20176

3. How do I find the will I am researching?

Using the public computers in the clerk’s office, simply type in the decedent’s last name, highlight wills/fiduciary under the instrument category and then click "search."

If the will has been admitted to probate, the database will provide a grid showing the public records pertaining to the searched will. These records and images will include the will, the order, the list of heirs, and bond as well as many other documents that are recorded during the estate administration process.

4. Do I need an appointment to view records on the public database?

No. You may go directly to the clerk’s office during their normal business hours. However, you must have the decedent’s last name in order to begin your search.

5. Can I make copies of the records I find?

Yes. Copies cost $0.50 per page. Assistance is available at the clerk’s office information counter for obtaining and purchasing your copies.

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Public Affairs and Communications

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1. What is Loudoun County's population and size?

Based on the 2010 U.S. Census, Loudoun County's population is 312,311. The 2012 estimate is 328,533. More detailed, up-to-date demographic information is online here .

As for size, Loudoun County covers 520 square miles.

2. How do I submit a request for service or report a concern to the county government?

Loudoun County has developed an online system that allows members of the public to submit requests for service and reports of concern to the county government for follow-up and resolution. By utilizing this online system, a request or concern will be directed to the appropriate staff person within the Loudoun County government. The person submitting the information also will be able to track the status of the request. More information is available at the Loudoun Express Request (LEx) home page.

3. How do I file a Freedom of Information Act (FOIA) request with the county?

You may request records by U.S. Mail, fax, email, in person, or over the phone. FOIA does not require that your request be in writing, nor do you need to specifically state that you are requesting records under FOIA. More information is online.

4. How do I get in touch with a specific county department or office?

Addresses, phone numbers, and emails are available on each department and office page on this website. A directory of county departments and agencies is online here.

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Real Estate Assessments - Affordable Dwelling Units

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1. How is an Affordable Dwelling Unit assessed for tax purposes?

Sales prices of affordable dwelling units are established by the Affordable Dwelling Unit Advisory Board and form the basis of the real estate assessment in the year of sale to the original purchaser. Thereafter, a Consumer Price Index factor is annually applied to the prior year value resulting in the new assessed value. Properties that are resold are assessed at their new sales price plus a daily proration from the date of sale based on a Consumer Price Index factor.

2. How is an affordable dwelling unit’s assessment affected if it is improved with a new deck, bath, addition or finished basement?

The value of upgrades necessitating a construction permit will increase the assessed value of the property. The value attributable to the alteration will be added to the assessment the following year and will vary depending on the scale and type of improvement.

3. Why is an affordable dwelling unit assessed for less than other similar homes?

Affordable dwelling units are subject to covenants which restrict refinancing and transfer of the property. One such restriction written into the deed for an affordable dwelling unit limits the sales price of the unit during a 15-year control period beginning with its initial sale to an amount established by the Affordable Dwelling Unit Advisory Board. As a result, these units that are subject to such deed restrictions have an impaired fair market value because of this contractual limitation on the sales price and potential purchaser pool and are assessed, for tax purposes, substantially lower than other similar units which do not have such restrictions.

4. How can I determine when the 15-year control period on an affordable dwelling unit expires?

Beginning in 2018, the annual “Real Estate Assessment Change Notice” will display the affordable dwelling unit 15-year control period expiration date. The control period expiration date will also be displayed on the property’s record available online at www.loudoun.gov/parceldatabase. The 15-year control period begins at the time of the unit’s initial sale and ends 15 years after the date that the deed of conveyance from the declarant (usually the builder or developer) to the first purchaser of the unit is recorded. For example, if an affordable dwelling unit was first purchased and the deed was recorded on July 1, 2003, then the 15-year control period ends on July 1, 2018.

5. How will an affordable dwelling unit be assessed after the expiration of the 15-year control period?

Beginning the year after the expiration of the 15-year control period, the property will be assessed and taxed as of January 1 based on market sales prices of similar properties within the unit’s neighborhood occurring during the reassessment review period which is generally the 12 months immediately prior to the valuation date of January 1. This change in value caused by the lifting of restrictions will result in a significant increase to the property’s assessment. Affordable dwelling unit owners are encouraged to contact their mortgage company concerning their tax escrow accounts since it may be necessary to increase their monthly payment to cover the upcoming year’s increase.

6. When will an affordable dwelling unit assessment be available after the 15-year control period ends?

Final assessed values will be available around February 1 the year following the control period expiration date. Unit owners are encouraged to review their Real Estate Assessment Change Notice which will contain the new assessed value and instructions for requesting a review of the valuation.

7. After the 15-year control period ends, Affordable Dwelling Units must share the profits upon resale with Loudoun County, does that impact the assessment?

Although owners of Affordable Dwelling Units are required to share the profits upon sale after the 15-year control period, it has no bearing on the sales price of the property or the property’s value for tax assessment purposes. Market sales prices of Affordable Dwelling Units that have sold after the expiration of the 15-year control period do not reflect any negative impact on the sales price attributed to the seller’s requirement to split profits with Loudoun County.

The Office of the Commissioner of the Revenue has a statutory responsibility to assess real property at 100% of fair market value. The monetary amount one may or may not gain from the sale of real property is not considered when estimating fair market value. This holds true regardless of whether the property is an affordable dwelling unit or not. This is analogous to the need to pay off the outstanding mortgage on a property, which also has no bearing on the property’s valuation for tax assessment purposes.

8. Where can I find out more information about Affordable Dwelling Units?

The Affordable Dwelling Unit program is administered by the Department of Family Services – Housing & Community Development. An overview of the program can be found on their website at www.loudoun.gov/housing.

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Real Estate Assessments - Farm Buildings

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1. Are farm related buildings or structures exempt from real estate assessment?

While farm related buildings or structures may be exempt from local building permit and inspection requirements, they are not exempt from fair market value assessment or local property taxes. Examples of agricultural buildings that are assessed at fair market value for local real property tax purposes include barns, stables, silos, sheds, corncribs, poultry houses, smokehouses, well houses, haylofts, greenhouses and other structures devoted to agricultural use.

2. How do I find out what type of farm related buildings and structures are being assessed on my property?

Owners can review their property characteristics online at www.loudoun.gov/parceldatabase. Farm buildings and other improvements will be displayed under the “Detached Structures” section of the web page. Owners may also request a copy of their property record card which contains a listing of each assessable improvement or structure by contacting the Real Estate Division of the Office of the Commissioner of the Revenue at [email protected] or (703) 777-0260.

3. What should I do if there is an error in the number or type of structures or I disagree with my property’s farm building characteristics?

Please contact the Real Estate Division of the Office of the Commissioner of the Revenue at [email protected] or (703) 777-0260, to schedule a property visit with the appraiser assigned to value your property. The appraiser will inspect and photograph any structures then discuss any necessary changes with you.

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Real Estate Assessments - Land Use

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1. What is the Land Use Assessment Program?

The Land Use Assessment Program provides a deferral of real estate taxes when a property meets qualifying standards for agricultural, forestry, horticultural or open space uses.

2. What is the purpose of the Land Use Assessment Program?

The purpose of the Land Use Assessment Program is to encourage the preservation and proper use of such real estate, conserve natural resources, promote proper land-use planning, and promote a balanced economy.

3. How do I enroll in the Land Use Assessment Program?

Under the county’s Land Use Assessment ordinance, an application must be submitted to the Office of the Commissioner of the Revenue. Original applications must be received at least 60 days prior to the tax year for which such special assessment is sought (November 1). A separate application is required for each parcel. All real estate taxes must be current before an application will be accepted. Those wishing for a parcel to qualify under the Open Space classification must have an Open Space Agreement.

4. Who determines the Standard of Classification for the Land Use Assessment Program?

The State Land Evaluation Advisory Council (SLEAC) publishes the Standards for Classification as required by the Code of Virginia Section 58.1-3236. These standards set forth the general and specific requirements to qualify a property for Land Use Assessment.

5. Why did my land use assessment value increase for 2020?

Loudoun adopts use value estimates developed by the State Land Evaluation Advisory Council (SLEAC) for use in administering Loudoun County’s Land Use Assessment Program. For tax year 2020, SLEAC estimates the value of land used for Agricultural and Horticultural purposes in the county has increased approximately 40 percent over the previous tax year. 

6. What are the different Land Use classifications can I apply for?

The Land Use Assessment Program has four classifications: agricultural, forestry, horticultural or open space uses.

7. What are the requirements for Agricultural use?

To qualify, the property must be at least 5 qualifying acres, and devoted to the bona fide production for commercial sale of plants or animals, or plant or animal products useful to man. Generally accepted products include livestock, dairy, poultry, and aquaculture. Field crops shall be primarily for commercial uses and a minimum gross income of $1,000 per year must be documented or minimum of $1,000 averaged over the previous three year period.

8. What are the requirements for Forestry use?

To qualify, the property must be a minimum of 20 qualifying acres and must meet the standards for productive or nonproductive forestland.

9. What are the requirements for Horticultural use?

To qualify, the property must be at least 5 qualifying acres, and devoted to the bona fide production for commercial sale of fruits, vegetables, ornamental plants and ornamental products. Horticultural crops shall be primarily for commercial uses and a minimum gross income of $1,000 per year must be documented or minimum of $1,000 averaged over the previous three year period.

10. What are the requirements for Open Space use?

To qualify for open space, the use must be consistent with the land use plan of the county. In general, the real estate must be subject to a perpetual conservation, historic or open space agreement held by a public body; be part of an agricultural or forestry district approved by the local government; or meet the requirements for a recorded open space commitment with the governing body.

11. What are the requirements for Historic Resource Protection?

The property must be 5 qualifying acres, be listed as an historic property on the National Register of Historic places; and be subject to a perpetual scenic, historic or open space easement or a 7-to-10-year recorded commitment with the county.

12. What are the requirements for Scenic Resource Protection?

The property must be 5 qualifying acres: be contiguous to a scenic byway with at least 300 feet of frontage or a scenic river; or be adjacent to a public property listed in the approved State Comprehensive Outdoors Recreation Plan (also known as the Virginia Outdoors Plan) and be subject to a perpetual open space easement or a 7-to-10-year recorded open space commitment with the County.

13. What are the requirements for Protection of Farmland for Future Agricultural Use?

The property must have at least 20 qualifying acres and be located in a rural area as defined by the county’s General Plan. The property must also be subject to a minimum 10-year open space commitment with the county.

14. What are the requirements for Achievement of Comprehensive Planning and Community Development Goals?

In 2010, the Board of Supervisors approved a moratorium to not accept new open space applications for parcels with less than 20 acres. In January 2014, the Board approved the continuation of the moratorium. Therefore, the parcel must be at least 20 qualifying acres, be protected by a permanent open space easement, scenic easement or be located in an agricultural or forestry district. Rural village and rural hamlet conservancy lots protected by permanent open space easements may qualify when they meet minimum qualifying acreage.

15. What is a Permanent/Perpetual Open Space Easement (POSE)?

A permanent or perpetual open space easement protects the land in perpetuity and transfer with the land upon sale. The property must have a minimum of 5 acres. Please note a property that is subject to a recorded perpetual conservation, historic or open space easement must be held by a public body.

16. Does the acreage under my house qualify for the Land Use Assessment Program?

Land excluded from Land Use Assessment and assessed at fair market value includes the area under houses, yards, personal gardens, driveways/roadways to houses, unused fields and any structure not related to the qualifying use. Land under tenant houses, occupied as part of compensation by full time employees in the farming operation should not be included in this declaration.
It is the property owner(s) responsibility to report any change to a non-qualifying use of a property, including ineligible land, to the local assessing official within 60 days of such change. This change will result in roll back taxes being assessed on the portion of the land that is declared as ineligible.

17. What is the renewal process?

Loudoun County Ordinances require the renewal of each parcel enrolled in the Land Use Assessment Program every sixth year with payment of the appropriate fee and submission of supporting documentation to validate the Land Use Assessment Program use and production. While the county attempts to mail renewal forms to every property owner of record enrolled in the program, it is ultimately the responsibility of the property owner to ensure the appropriate renewal of any property in the program. Please Note: Applications and Renewals will not be accepted after December 5 for the following tax year.

18. When is the renewal period and what are the fees associated with the renewal period?

Renewal forms are mailed the first week of September and are due, without penalty, by November 1. The filing fee is $125.00 per parcel plus an additional $1.00 per acre. Renewal forms are accepted from the regular deadline November 2 through December 5 with a $300.00 late fee per parcel in addition to normal filing fees noted above. *If November 1 or December 5 falls on a weekend or holiday, the deadline will be extended to the next business day.

19. What documentation is required to validate the use and production?

Examples of acceptable documentation for production qualifying are: 1.Profit or Loss from Farming Form (1040F) 2.Farm Rental Income/Loss Form (4835) 3.Supplemental Income/Loss Form (1040E) 4.Business Profit and Loss Form (1040C) 5.Farm Sale Receipts 6.Bartering agreements The property owner is responsible for providing documentation on the use of the property at the time of renewal. Incomplete applications/renewals will not be accepted and could result in the property being removed from land use assessment and roll back taxes being assessed. *If a landowner does not have any of the above documentation, please contact the Commissioner of the Revenue’s Office and speak with one of the Tax Exemptions and Deferral Specialists.

20. What are roll-back taxes?

Roll-back taxes are assessed based on the difference between the land use assessment and fair market value for the 5 years prior to a change (with some exceptions) plus interest at a rate of five-sixths (5/6) of one percent per month. The current year taxes will be based on fair market value. Changing to a non-qualifying use, rezoning to a more intensive use and the split off or subdivision of lots may trigger roll-back taxes. (See the Code of Virginia Section 58.1-3237)

21. What are the exceptions to the current plus five year roll-back taxes?

Owners of parcels with a recorded Open Space or Sliding Scale Agreement are liable for roll-back taxes equivalent to the term of the recorded respective Open Space or Sliding Scale Agreement.

22. What is a Sliding Scale Agreement?

Any property that is already qualified for land use assessment may qualify for an additional deferral of taxes upon an approved written commitment to keep the property in a qualifying use for an additional number of years.

• For commitment to hold a property in its qualifying use for more than 10 years but not more than 20 years - 99% of the taxes otherwise assessed may be deferred for the term of the commitment.

• For commitment to hold a property in its qualifying use for more than 5 years but not more than 10 years - 50% of the taxes otherwise assessed may be deferred for the term of the commitment.

To qualify for the additional deferral, the property owner must execute a written agreement on a form approved by the County Attorney, executed by the County Administrator or his/her designee and recorded in the County Clerk’s land record office. The property owner is responsible for recording fees and timely recording of the agreement. The additional deferral does not apply to buildings and ineligible land which is assessed at fair market value.

23. May I sell my property which is enrolled in the Land Use Assessment Program, and is the owner responsible for roll-back taxes?

Yes, you may sell property enrolled in the program. If the new owners will be continuing the approved classification then the seller should provide the necessary proof of production for the years since the last renewal. That documentation can be provided to the purchaser or the Exemptions & Deferrals Division of the Office of the Commissioner of the Revenue. If the new owners will NOT be continuing the approved classification the change must be reported to the Exemptions & Deferrals Division within sixty days following the change and a request an estimate of roll-back taxes should be completed. The liability for the roll-back taxes is based on when the change to a non-qualifying use is effective.

24. Are you allowed to subdivide a parcel in the Land Use Assessment Program?

Loudoun County Ordinance requires roll-back taxes to be assessed on lots split from a previously approved property that do not meet the minimum acreage and use requirements for the qualifying purpose or use as set forth in the Code of Virginia. A new application may be filed with the Commissioner of the Revenue for any such lot that meets the minimum acreage and use requirements for the qualifying purpose or use as set forth in the Code of Virginia.

25. What is “Timing Out”/”Work Out Plan”?

Timing Out is an option in which a parcel was enrolled in the Land Use Assessment Program, is now not enrolled, but still continuing in its qualifying use. The parcel timing out will pay taxes based on the fair market assessed value for a period of 5 years. At the conclusion of those 5 years, the parcel will face no roll-back taxes. Please be advised that a potential roll-back tax liability exists for a period of 5 years from the date the property was unenrolled in the program. It is imperative that you understand that a failure to continue a qualifying use will result in the assessment of roll-back taxes on the property.

26. Can a parcel in the Land Use Assessment Program be removed for failure by the owner to pay taxes?

If on June 1 of any year taxes for a prior year on any parcel of real property enrolled in the Land Use Assessment Program are delinquent on real property taxes, the Treasurer shall notify the Commissioner of the Revenue who shall remove such parcel from the Land Use Assessment Program.

27. What is an Agricultural and Forestal District (AFD)?

Any interested landowner can obtain an application for the creation of or addition to an Agricultural or Forestal District from the Loudoun County Department of Planning and Zoning at 703-777-0246.

28. Can I appeal my Use Value if I am enrolled in the Land Use Assessment Program?

Yes, you may file an appeal for your Use Value assessment with the Board of Equalization (BOE) by June 1 for the current tax year. Members of the BOE are appointed by the Board of Supervisors and are independent from the Commissioner of the Revenue. You may contact the Board’s Administrative Assistant at 703-777-0289. The State Land Evaluation Advisory Council (SLEAC) annually adopts use rates taking into account the estimated income production of several soil types suitable for agricultural, horticultural or forest uses. These rates are then provided to tax assessment offices for their use in administering Land Use Assessment Programs.

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Real Estate Assessments - Mailing Address Change

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1. How do I change the mailing address on my real property?

To have the mailing address changed on your real property, please either call the Office of the Commissioner of Revenue – Real Estate Division at 703-777-0260 or fill out the appropriate form.

For all USPS addresses including military addresses please fill out the form here and return it by email to [email protected] 

For international addresses please fill out the form here and return it by email to [email protected]

Do you have other address changes: personal property and/or business? If so, please refer to the website www.loudoun.gov/cor to update all information.

2. I did not receive my real estate assessment notice – how do I update my mailing address?

Contact the Office of the Commissioner of the Revenue at 703-777-0260 or send an email to [email protected] We can update your mailing address and send you a new copy of your real estate assessment notice.

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Real Estate Assessments - Notice

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1. I just received a real estate assessment notice – what is this?

This real estate assessment notice is not a tax bill. The assessed value provides the basis for your real estate taxes as required by the Code of Virginia. The real estate assessment represents the estimated fair market value of your property as of January 1.

2. What information is on the assessment notice?

Real estate assessment notices have also been enhanced to provide property owners additional information regarding their real property. Notices will inform property owners the new and immediately prior assessed values of property, and the prior two years’ values, total tax levies, and the percentage year-over-year changes in total taxes levied. Agricultural or Forestal District, Historic District, Permanent Open Space Easement, Land Use Assessment, Tax Relief for the Elderly or Disabled deadline, or Affordable Dwelling Unit. Commercial property owners will also see the deadline for submitting their Income and Expense information to the Office of the Commissioner of the Revenue. Commercial property owners can expect to begin receiving income and expense forms in the mail in April or can obtain the necessary reporting form online.

3. I purchased my house after January 1st and I did not receive a real estate notice, why?

Per state law, real estate assessment notices are sent to the owner on January 1. You can view the property data, including assessed value, at www.loudoun.gov/parceldatabase.

4. Why did I receive a real estate assessment notice for a property I no longer own? Also, I just bought my house and didn’t receive a real estate assessment notice.

The real estate assessment notice was sent to the owner of record as of January 1. As the real estate notice states, Virginia Code requires you to immediately forward the real estate assessment notice to the new owner at the last known address.

5. How do I know if my parcel falls inside an incorporated town or special tax district?

A parcel located inside an incorporated town will indicate so on the property record under the “Billing District” field on the Profile section and will be noted on the Real Estate Assessment Notice.

A parcel located inside a special tax district will indicate so under the “Special Ad Valorem Tax District” and/or “Special Project District” field on the Profile section and will be noted on the Real Estate Assessment Notice.

6. My property is in the Land Use Assessment Program. What has changed this year?

Loudoun adopts use value estimates developed by the State Land Evaluation Advisory Council (SLEAC) for use in administering Loudoun County’s Land Use Assessment Program. For tax year 2019, SLEAC estimates the value of land used for Forestry and Horticultural purposes in the county has increased approximately 11 percent over the previous tax year.

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Real Estate Assessments - Property Information

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1. How can I review my property information?

Loudoun County real estate assessments for tax year 2020 are now available online at www.loudoun.gov/parceldatabase.

2. How do I request “all assessment records pertaining to the assessing officer’s determination of fair market value” e.g. working papers?

Contact your appraiser and request the information, or submit a Freedom of Information Act (FOIA) request to [email protected]

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Real Estate Assessments - Review and Appeals

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1. How do I set an appointment with my appraiser or request an inspection?

Please call the Office of the Commissioner of Revenue – Real Estate Division at 703-777-0260 and ask to speak to the appraiser responsible for your parcel by providing your Parcel ID Number or property address. Your assigned appraiser’s name and direct contact number are also printed on the notice.

2. I do not agree with my assessment, what can I do?

Property owners who believe their assessments do not reflect market value or believe their property characteristics are not accurate, may file an Application for Review with the Office of the Commissioner of the Revenue online at www.loudoun.gov/reaa by March 6, 2020. Thereafter, appeals may be made to the Board of Equalization until June 1^st.

3. How do I appeal the current year assessment?

Property owners or their agents may file request for assessment review directly with the Office of the Commissioner of the Revenue – Real Estate Division by filling out the online form prior to the deadline of March 6, 2020. We encourage you to file your appeal online, where much of the required information will be populated on the form automatically. Applications for commercial properties must be filed online. If you have missed the deadline, owners who believe their assessments do not reflect market value or are not equitable with similar properties, may file an Application with the Loudoun County Board of Equalization by June 1^st. If you believe there is an error with your property characteristics; living area, condition, etc… please contact our office to schedule an inspection with your appraiser, 703-777-0260. 

4. What are acceptable reasons for appeal?

Acceptable bases for appeals are:
• Market Value - Comparison of recent sales of properties similar to yours.
• Equity - Comparison of properties in close proximity to yours that have similar features i.e. living area, age, acreage and amenities.
• Incorrect Property Data – Inaccurate information utilized to generate your assessment.

5. Can I appeal my Use Value if I am enrolled in the Land Use Assessment Program?

Yes, you may file an appeal for your Use Value assessment with the Board of Equalization (BOE). However the application must specifically state that it is for the Use Value assessment. The State Land Evaluation Advisory Council (SLEAC) annually adopts use rates taking into account the estimated income production of several soil types suitable for agricultural, horticultural or forest uses. These rates are then provided to tax assessment offices for their use in administering Land Use Assessment Programs.

6. How would a change by the BOE in the Fair Market Value of my land affect my real estate tax bill if I am enrolled in the Land Use Assessment Program?

If you are enrolled in the Land Use Assessment Program your taxable assessment is the sum of the fair market value of the improvements (dwelling and other structures) and the Use Value of the land. The fair market value of land enrolled in the Land Use Program is not taken into consideration in the calculation of your real estate tax bill. Therefore, if the Board of Equalization determines the fair market value of the land should be lowered; there will be no change in your current tax liability. A change in fair market value would however affect the amount of deferred real estate taxes as a result of participation in the Land Use Assessment Program and the associated rollback taxes. If the Board of Equalization determines the fair market value of the improvements should be lower or higher, the real estate tax liability would be adjusted accordingly. The Board could adjust the fair market of the home site or other non-qualifying land which would affect your real estate tax liability.

7. What if the review confirms my assessment and I still do not agree?

Taxpayers may file an appeal with the Board of Equalization (BOE). The BOE is charged with the responsibility of determining whether a property assessment is equalized among similarly situated properties and is assessed at its fair market value. The deadline to file an appeal with the BOE is June 1^st. The BOE is appointed by the Board of Supervisors and is an entirely separate entity from the Commissioner of the Revenue. They can be reached at 703-777-0289.

8. What if I’m still not satisfied after the BOE hears my appeal?

If you do not agree with the decision from the Board of Equalization, your final step is to file suit in Circuit Court. This will usually involve hiring an attorney to represent you. For more information, contact: Loudoun Circuit Court, 18 E. Market St., 3rd Floor, Leesburg, VA 20178
Phone: 703-777-0270.

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Real Estate Assessments - Taxes

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1. What taxes will I have to pay?

To compute the real estate tax on a property you take the current taxable assessed value (TAV), divide by 100, and multiply by the tax rate.

Example: ($300,000 TAV ÷ 100) x $1.155(tax rate) = $3,465.00

Details about tax rates can be found here.

2. When is the tax rate set?

The Loudoun County Board of Supervisors annually sets the real estate tax rate, typically during the month of April.

3. Will the county board be able to always keep the average residential tax bill flat?

No. Because assessed value can change at varying rates from year to year due to changes in the real estate market, the tax rate and resulting levy (tax bill) also change.

4. When do I get my real estate tax bill and when are taxes due?

Regular bills are generally mailed out in late April for the June 5 due date, and late October for the December 5 due date. During the course of the year outstanding bills are mailed out for parcels that have had address changes, Tax Relief for Elderly and Disabled adjustments, Land Use Assessment rollback adjustments, assessment adjustments, new construction, or have been retitled.

Many residential parcels are subject to a mortgage with an escrow account for payment of taxes and insurance and therefore will not typically receive a tax bill. Property owners do not need to provide a copy of their tax bill to their mortgage company. See the Treasurer’s FAQ page for more information about mortgage company payments.

5. How can I find out if my mortgage company committed to paying my taxes?

Contact the Treasurer's Office at 703-777-0280 to ensure they have information from your mortgage company that indicates they intend to pay your taxes from escrow.

6. When will taxes be due if I am appealing?

Taxes are due on their due date regardless of whether an appeal is taking place. Taxes not paid by the due date will result in a 10% penalty plus a monthly interest charge. If you pay your taxes in full, and there is an assessment change, any overpayment will be adjusted. Assessment appeals do not relieve you of paying taxes by the due date.

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Real Estate Assessments - Valuation

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1. What is annual reassessment?

A reassessment is a systematic review of all properties within Loudoun County to determine a current market value as of January 1. Annual assessments keep pace with changes in the market. During a reassessment, all property values are examined and adjustments are made where indicated by physical or market evidence.

2. What is the effective date of my assessment?

Annual assessments are effective January 1 of each year and the values are based on sales which occurred prior to that effective date, relying most on the sales taking place in the prior year.

3. What is fair market value?

Fair market value is the amount of money a buyer would be willing to pay a seller for a property offered for sale in an open market, over a reasonable period of time, where both buyer and seller are well informed and neither is under pressure to buy or sell.

Transfers of real estate are analyzed annually. Nearly 95% involve sales of residential properties. Sales for previous years are also reviewed when warranted. Information is gathered from buyers, sellers, and real estate professionals. The selling prices are then compared to the assessed values to arrive at an assessment / sales ratio. The county is required by law to annually assess at fair market value as of January 1 of each year.

4. What sales were used to determine my assessed value?

The sales used to determine assessed value will vary from parcel to parcel based on certain characteristics such as location, age, style, quality of construction, and condition. Property owners can go on the public record and look at the most recent sales comparable to their parcel by following this link to the parcel database. Once you have opened the property record, find the “Neighborhood Sales” link on the right side of the screen.

5. How can a property be assessed for more than its recent purchase price?

Real Estate may be assessed for more than the sales price because the assessment reflects "fair market value." Fair market value is not necessarily the price paid for a piece of real estate, but rather, what it is worth on the real estate market. A sale may be below fair market value, for example, if the owners are in financial distress and need to sell quickly, lowering the price beyond what they might otherwise accept. Selling a property at an amount simply sufficient to cover the mortgage would be another example of a distress sale not at fair market value.

6. Why did my assessment change?

There are many reasons for a change in property value. The most obvious reason is that the property itself has changed, i.e., the addition of a garage or deck, or the property has been damaged or destroyed. The most frequent reason for a change in value is that a movement (either up or down) has occurred in the real estate marketplace.

7. Why did my structure value go up? I didn't make any changes to my house.

Property can appreciate in value if market desirability increases, even without physical improvements. Structure value can also increase if physical improvements that may have been in place for some time are newly discovered and added to the property record.

8. Why did my house go up at a higher rate than my neighbor’s house?

Sales activity and price fluctuation within the real estate market vary based on property type and from neighborhood to neighborhood. Consequently, the percentage of assessment change is also variable depending on various criteria such as changes in property characteristics and the type of structure.

9. Why did my assessed value change more than reported in sources like Zillow, etc?

Published rates usually encompass broad geographical areas and may include all types of properties. Your assessment is based on valid sales in your neighborhood that occurred between January 1 and December 31, 2019 (and in some cases, earlier). Those sales can be reviewed on the website.

10. Why did my assessment go up more than the percent change advertised in the local newspapers for my market area and property type?

Newspapers sometimes publish a summary of the average sale price in an area that compares one time period to another. While this may give a general indication of a percentage change in sales prices, it should not be compared to any percentage change in your assessment, for the following reasons:
The time period shown may not match that of the January 1st effective date of assessment.
Areas covered are typically a zip code or other large area and do not reflect different changes within individual neighborhoods. In addition, property types may have been combined and do not take into account differing percentage changes between single family, townhouse, and condominium types of residential dwellings.
A mean or median percentage change can be overly influenced by the types of properties sold during the specified time period. For example, percentage changes can be misleading if more lower priced homes sold during the beginning of the time period versus more higher-priced homes at the end.

11. What does land value represent and why did it change?

The land value represents the market value of the land as if it were vacant with no permanently affixed improvements. In appraisal terms, land is the surface of the earth together with everything under its boundary and everything over it.

Land values can change year over year due to changes in the real estate market. Sales of vacant, undeveloped land are analyzed on an annual basis to determine if the land values accurately reflect fair market value.

12. Why do property values have separate land and building values and why did they change? I own a condo; why do I have a land value?

Virginia Code requires every parcel to have separate land and building values.

13. Is there a law that prevents assessments from changing more than a certain amount from year to year?

The Constitution of Virginia requires real estate assessments to represent fair market value. There is no provision to limit the amount of change from year to year.

14. Is there any effect on real estate values for major floodplain acreage?

An adjustment for major floodplain is a case-by-case basis and can depend of characteristics such as zoning, development potential, and location. A floodplain adjustment may not be warranted if it does not impact the utility or the highest and best use of the site. If a value reduction is applied it is generally based on the diminished utility or site improvement restrictions caused by the floodplain.

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Report a Crime Online

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1. What if this happened in another city can I file a report using this online police citizen reporting system?

No, if a crime took place outside of of Loudoun County please call the police department for that county / city / town.

2. What is a known suspect?

A known suspect is when you or someone else knows the person or where to find the person who committed the crime or the license plate number of the vehicle the suspect(s) were in.

3. What crimes can only be reported in person?

• Larceny by force
• Larceny with a stolen driver's license, passport or social security card
• Incidents occurring within the past 30 minutes
• Violent crimes (completed or attempted)
• Sex crimes (completed or attempted)
• Theft or loss of firearm
• Stolen vehicles (completed or attempted)
• Breaking and entering your home or business (completed or attempted)
• Crimes committed due to race, religion, ethnic or national origin, disability and/or sexual orientation

4. Why can’t I use online reporting for all crimes?

Some crimes may require evidence collection, photography or other investigative procedures which require a deputy to respond to the scene of the crime.

5. How long will it take to process my report?

Normally, reports are processed within 72 hours.

6. Can I get a copy of the report?

Actual police reports are not released since they may contain information critical to an investigation or which could be used for identity theft. A verification letter regarding your report may be obtained by calling the Loudoun County Sheriff’s Office Records Section at 703-777-0407.

7. What is the purpose of filing an online report?

• Primarily for public convenience. Additionally for insurance and police informational purposes
• Assists in preventing future crimes by providing statistics on trends, locations and times of violations.
• May assist in the identification and return of stolen property recovered as the result of other investigations.

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Roads and Transportation | Request Page FAQ

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1. There is a street sign down; who should I contact to fix it?

Loudoun County does not maintain any type of street sign in regards to traffic control, traffic flow, or guidance, such as stop signs and yield signs. The county does maintain street name signs, such as the blue ones you may find at street corners. If you see that a street sign needs maintenance, please fill out this online form or contact the Loudoun County Department of General Services at 703-771-5552.

2. The speed limit on a nearby road was recently increased, why?

Speed limits can change, sometimes they will increase and sometimes they will decrease. This will occur when VDOT performs speed studies on state-maintained roads. Numerous factors are included in determining the speed limit of the road such as design, safety, and the speed study itself. For any questions about speed studies and speed limits, please contact VDOT at 1-800- FOR -ROAD or 1-800-367-7623.

3. Drivers are excessively speeding in my neighborhood, how can this be addressed?

Traffic Calming is a program that is used to address situations where speeding is occurring though a residential neighborhood. It is important to understand that this will not address cut-through issues. Loudoun County adopted VDOT’s Traffic Calming plan and must follow the rules within [http://www.virginiadot.org/programs/faq-traffic-calming.asp]. Therefore the County will need to investigate your concern first to determine if speeding is occurring within the neighborhood. For all inquiries about traffic calming please submit your concern though the Submission Form. VDOT Traffic Calming Plan

4. There is a lot of traffic in the county, how is this being addressed?

County Government staff and developers continue to work to improve traffic issues in the county. The county has a Countywide Transportation Plan (CTP) that recognizes the concerns but addresses it with future expectations of roads. Loudoun County Countywide Transportation Plan

5. There are a lot of trucks cutting through my neighborhood, how can they be prevented from cutting through?

VDOT and the County have a program called the Thru-Truck Restriction program. Based on eligibility and a study, a “No Thru-Truck” Restriction sign may be installed within the neighborhood. For questions or more information, please submit your concern through the Submission Form. VDOT Thru-Truck Restriction

6. Where can I find the latest information about projects happening within the County?

If you would like more information about developments nearby contact the Loudoun County Building & Development Department. For road projects such as widening and re-paving, you may contact VDOT at 800–FOR–ROAD. Loudoun County Building & Development Department

7. My road needs to be re-paved or paved, who should I contact?

VDOT maintains the majority of the roads in the County and is responsible for re-paving and/or paving roads. VDOT and the County have worked together in determining what roads should be paved and/or repaved based on certain conditions, such as volume of traffic, safety, maintenance costs, and the condition of the road. Please contact VDOT for paving information at 800–FOR–ROAD.

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Sheriff - Correctional Services

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1. What property / items are inmates at the Loudoun Adult Detention Center allowed to receive?

• Court Clothing: One set (stored in the property room)
• Inmates may purchase underwear, t-shirts, bras, thermal top and bottom, and socks from Canteen
• Money order (deposited into inmate account)

All other items will be returned at the inmates’ expense or destroyed. For more information, contact the Adult Detention Center at 703-777-0405

2. What are common misconceptions about the Adult Detention Center?

Television / Cable for Inmates

The televisions are paid for out of an inmate account. The money used is from profits of goods sold through our commissary. The state law mandates that any proceeds from those sales must be used for benefits to the inmates. No taxpayer money is used to buy televisions or to provide cable service.

Cost to Feed Inmates 

We provide meals that are approved by a dietitian and give measured portions to the inmates. Our cost of feeding an inmate is approximately $3 per day.

Medical Services for Inmates

The law mandates that inmates in the care of a detention facility shall receive adequate health care for both emergency and chronic care. The Loudoun County Sheriff’s Office has contracted medical care for the inmates twenty-four hours a day and seven days a week. We do have a co-pay system charging a nominal fee for non-emergency visits.

Individuals at the Adult Detention Center

The facility houses individuals who are charged with committing crimes. Those crimes may range from multiple murders to public drunkenness. We house Federal, State, County and local municipalities’ inmates.

3. How to make a deposit into an inmate's canteen account?

Friends and family members can now make a deposit to an inmate's trust account or their prepaid telephone account using the following services:

• Online
• Telephone
  • 888-988-4PMT(4768) Commissary Fund
  • 814-949-3303 Prepaid Phone
• Kiosk: Located in the lobby of the Loudoun County Adult Detention Center
  42035 Loudoun Center Place
  Leesburg, VA 20175

Note

For some phone deposits, the caller will need: 

• Facility Site Identification: 100
• Inmates first and last name
• Inmate date of birth (including the year).

4. What are the visitation hours and guidelines for the Adult Detention Center?

View the visitation hours and guidelines.

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Sheriff - False Alarm

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1. What is a false alarm?

A false alarm occurs when an alarm dispatch request to the Sheriff's Office, and the responding deputy finds no evidence of a criminal offense or attempted criminal offense.

2. Why does the county need a false alarm ordinance?

The Sheriff approached the Loudoun County Board of Supervisors in 2004 and requested an ordinance be put in place to help decrease the number of false alarms because they take deputies away from other essential duties and delay response time to true emergencies. In 2005, deputies responded to nearly 10,000 alarm calls; over 99% of those alarms were false.

3. Have similar false alarm ordinances been successful elsewhere?

The false alarm ordinance requires all commercial and home security alarm systems in the county be registered with the False Alarm Reduction Unit of the Sheriff's Office.

4. How much is the registration fee?

There is no registration fee.

5. When does my registration expire?

An alarm user (residential and commercial) registration shall expire two years from the date of issuance, and must be renewed by submitting an updated application to the alarm administrator prior to expiration. Failure to submit a renewal may result in suspension of response.

An alarm / monitoring company business registration shall expire one year from the date of issuance. Failure to submit a renewal shall place the alarm/monitoring company in violation of this Ordinance and the registration may be revoked.

6. Is a contact person someone other than myself?

A contact person is someone other than the homeowner (i.e., friend or relative) and for a business usually the manager. These individuals should be able and agree to:

• Receive notification of an alarm system activation
• Respond to the alarm site within one hour at anytime
• Upon request can grant access to the alarm site and deactivate the alarm system if necessary

7. What happens if I don't register?

A non-registered alarm system will be subject to a $100 fine for each false alarm in addition to any other fines. The additional fine may be waived for non-registered systems if the alarm user submits an application for registration within five working days after notification of such violation.

8. What is the fee schedule and how does it work?

For each false alarm activation, over two in a calendar year, a fine will be imposed. The third false alarm activation will be billed at $100. Residential will escalate per false alarm to $1,000 per alarm for the 15th activation and for each one thereafter. Commercial will escalate per false alarm to $4,000 per alarm for the 20th activation and each false alarm activation thereafter.

9. What happens if I don’t pay the false alarm fee?

If a fine has been imposed and neither a payment nor appeal has been received within 30 days, a notice will be issued that you are subject to being placed on a no-response list. The user shall have 10 days to respond to the notice, and if none is forthcoming, you may be placed in a no-response status.

10. What does no-response mean?

Unless there is separate indication that there is a crime in progress, the Sheriff's Office may refuse to respond to an alarm dispatch request at an alarm site for which the alarm registration is revoked.

11. When should I contact my alarm company?

Call your alarm company when:

• You have an unexplained false alarm
• You get an indoor pet
• You are about to remodel
• Your phone number changes
• You want to change your emergency contacts
• You are moving
• You are going to be out of town for an extended period of time

12. Who gets charged if the alarm company employee sets the alarm off?

The alarm company shall be assessed the fine, if the deputy responding to the alarm determines that an on-site employee of the alarm installation company directly caused the false alarm. In this situation, the false alarm will not be counted against the alarm user.

13. What do I do to get the alarm / monitoring company to call me first?

Put it in writing. Let your monitoring company know that you want them to call you prior to notifying the Sheriff's Office.

14. If the power goes off, is that considered a false alarm?

Power outages or interruption of power should not cause false alarms. Power surges and lightning strikes should not cause false alarms. False alarms caused by lightning strikes are controllable through the proper grounding of alarm systems and the use of power and phone line surge suppressors. Use of surge suppressors greatly reduces false alarms by redirecting and dissipating electrical current to the ground.

15. How can backup batteries cause false alarms?

If you have false alarms after a storm, it may not be the storm that caused the alarm. If your batteries are not up to the job, a false alarm may be generated when your alarm system powers up after a power failure caused by a storm. Even a short power failure of a second or less may be long enough to cause a false alarm.

16. How can I reduce the chance that my battery will cause a false alarm?

Like all batteries, your backup has a useful life of about three to five years, but that life may be shortened if you have had several power outages. Your battery backup should be checked annually, or after any storm related false alarm, by a alarm technician and replaced when needed.

17. Will a deputy always respond to my alarm?

Law enforcement response may be influenced by factors including, but not limited to the availability of Sheriff's Office units, priority of calls, weather conditions, traffic conditions, emergency conditions, staffing levels, etc.

18. Can my alarm registration be transferred to another person or alarm site?

No. An alarm user shall inform the alarm company of any change that alters any of the information listed on the alarm registration application within five business days of such change. The alarm company in turn, has five business days to update this information with the alarm administrator or face possible suspension of response from the Sheriff's Office until the new registration is received by the alarm administrator.

19. How often should I have my system checked?

Your alarm system should be checked annually.

20. What do I do if I accidentally set off the alarm system?

• Do not panic! Enter your disarm code carefully to reset your system. Wait for your alarm / monitoring company to call, give your password or identification number. 
• Do not leave your home or business until you have talked with your monitoring station. 
• Do not call 911 to cancel an alarm activation. You must call your monitoring station. 
• Review with your alarm / monitoring company the procedures you expect them to follow when an alarm activates. 
• Put your instructions in writing.

21. I bought a house that has an alarm system installed. What do I need to do?

First, ask the previous owner if the system is currently monitored. If it is and you do not intend to secure a monitoring agreement, ensure the previous owners have canceled their service before your phone system is turned on. If you plan on securing a monitoring contract, contact the alarm company for proper training and activation of the system. If this is not done, the monitoring company will not be able to verify your right to be in the home and they will have to request a law enforcement dispatch each time you accidentally set off the system.

Secondly, the previous owner should have provided you with security company information. If not, you will need to contact the security company that installed the system for power-down instructions.

Finally, if the previous owner did not cancel service before moving out, please be advised that you may have to present proof of ownership before the security company will assist you. The security company needs to be sure that they are dealing with a person, who has the legal right to shut the system down, and not a burglar.

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Sheriff's Office

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1. How do I contact the Loudoun County Sheriff's Office?

Contact Information for the Loudoun County Sheriff:

• The phone number for the administrative offices of the Loudoun County Sheriff is 703-777-0407.


• The fax number is 703-771-5744.


• The mailing address is 803 Sycolin Road, S.E., Mailstop #35, Leesburg, VA 20175


• The website is http://sheriff.loudoun.gov.

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Sheriff's Office - Crime Reports

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1. What is CityProtect?

CityProtect (Formerly CrimeReports) is an online mapping and analysis service provided by Public Engines Inc., headquartered in Salt Lake City, Utah. CityProtect.com combines the value of law enforcement data with the ease of use of Google-based mapping and an analytics module so that members of the public can view police data in a high-impact map or summary descriptive format. Members of the public may also sign up to receive free email alerts based on user-defined parameters (e.g., geography, crime types, frequency, etc.).

2. What type of Loudoun County Sheriff’s Office (LCSO) data is used in CityProtect?

The CityProtect service utilizes calls-for-service (CFS) data from the Loudoun County Sheriff’s Office Computer Aided Dispatch (CAD) system. CAD is a highly specialized application that allows for the coordinated communication, assignment and tracking of Law Enforcement resources in response to citizen and Sheriff’s Office generated calls-for-service.

3. What specific types of data from CAD are used in CityProtect?

Calls-for-service data is utilized for CityProtect, including the following data fields: entry date, event number, event location, and final event type.

4. Is there a description for the CAD data fields included in CityProtect?

Yes. They are:

• Identifier Number: Electronically generated by the Sheriff’s Office Computer Aided Dispatch (CAD) system, this number catalogues an event reported to the Loudoun Sheriff’s Office.
• Entry Date: This is the date the event was entered into the Sheriff’s Office CAD system.
• Event Location: This is the 100th block address and intersection information. CrimeReports translates address data into block level data. This means that if an incident occurs at 123 Main Street, it will show up as 100 Block Main Street in the CityProtect application. Some location fields will be populated with “address could not be mapped” if the data was not geo-processed accurately.

5. There were deputies in my neighborhood last night and there is nothing listed on the website. Why is that?

Crimes are published on the site around 1:00 every morning. Cases not cleared prior to this time will not be displayed on the site until the following update. Only "Part 1 Crimes" (Homicide, Robbery, Theft, etc.) are displayed as a default. To see other crimes, such as property crimes (destruction of property, vandalism); click on "Crime Types" on the main page and select "Show All." Some event types are withheld in order to protect the victim(s) involved. Such event types include, rape, sexual assault, crimes against children, juvenile related crimes, domestic violence and calls that are medical in nature.

6. How can I find out more about the incidents listed on the site?

The website is seen as one tool in informing members of the community regarding crime in their neighborhood. Residents are encouraged to continue to follow local media reports and attend community meetings. The agency also encourages residents to sign up and receive Loudoun Sheriff’s Office alerts from the Alert Loudoun system. Some of the crimes listed on the site will be included in the Loudoun County Sheriff’s Office Daily Crime Reports.

7. How can I use the data from CityProtect in support of community safety goals?

Data from CityProtect can be reviewed and used to improve community safety. CityProtect data is appropriate to consider and discuss as part of coordinated crime prevention initiatives. Members of the community are encouraged to continue partnering and problem-solving with the Loudoun County Sheriff’s Office while using CityProtect data toward shared police-community goals.

8. Is every CAD event type included in CityProtect?

Not every Computer Aided Dispatch (CAD) event type is included in CityProtect. Some event types are withheld in order to protect the victim(s) involved. Such event types include, rape, sexual assault, crimes against children, juvenile related crimes, domestic violence and calls that are medical in nature.

9. Why was CAD chosen as the data source for CityProtect?

While most agencies furnish data to the public for only those select incidents in which a report was created or an arrest was made, CityProtect offers a broader view of police-community contacts based on calls-for-service, including less serious quality of life call data. It is important to note that there may be multiple calls for a single incident in the Computer Aided Dispatch (CAD) system (as compared to official crime statistics whereby each count represents one incident). Also, please keep in mind that CAD calls-for-service do not always equate to a criminal incident resulting in a report or arrest.

10. How often is data updated in CityProtect?

CityProtect data is updated automatically once per day and contains data from the 180 days prior to the date that the data is requested through CityProtect.com. 

11. If I find an event and have additional information to provide to the police, what do I do?

Information provided within CrimeReports is intended for the expressed purpose of educating the public on law enforcement activity under the Loudoun County Sheriff’s Office jurisdiction. Beyond that intended outcome, the Sheriff's Office is hoping to enhance our partnerships with the community and is asking the public to provide the Department with any information that would assist the Loudoun County Sheriff's Office to resolve crimes. If you have information regarding a case you can call the agencies 24-hour non-emergency number at 703-777-1021. Follow-up information of an emergency nature should be passed through the agencies 911 emergency system.

Under no circumstances should any member of the public take any action on their own behalf as it relates to the information provided on this website, other than notifying the Loudoun County Sheriff’s Office with information they wish to share.

12. Whom can I contact if I have trouble using the CityProtect website?

For assistance in utilizing CityProtect.com.

13. What are the minimum Browser requirements to use CityProtect?

The CityProtect system takes advantage of advanced features that are only available in more recent versions of web browsers. To ensure an optimal experience while using the site, you may need to update your web browser. All of the listed browsers can be downloaded for free.

Windows Users

The CityProtect system supports the following web browsers:

• Firefox 0.9 or newer (Firefox is recommended for best performance)
• Internet Explorer 5.5 or newer
• Mozilla 1.4 or newer

14. Does CityProtect have a FAQ site?

Yes. Frequently asked questions (FAQs) and other related information (e.g., company, partners, legal) can be found on the CityProtect.com.

15. Does CityProtect have a disclaimer?

Yes. The disclaimer reads as follows:

The CityProtect.com information displayed on this website is susceptible to some degree of error due to the collection, entry, and geo-processing of the data. No warranty or guarantee is made nor implied regarding the content, geographic accuracy, timeliness, completeness, sequence, or accuracy of any of the information provided herein. The reader should not rely on the data provided herein for any reason. The information is provided strictly as a courtesy to the public.

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Sheriff's Office - Financial Crimes - Check Fraud / Bad Checks

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1. What is Check Fraud?

The term “Check Fraud” covers several different offenses relating to the passing of bank checks with fraudulent purposes.  Typically speaking, check fraud covers three basic categories.  They include:

• Bad Checks – You are selling a car for $1,000.  The purchaser writes a check to you for $1,000 which you deposit into your bank and your bank tells you that there are not sufficient funds in the purchasers account to cover the check.  These cases are discussed in further detail below.
• Forged Checks – Someone steals your blank check and signs your name on the bottom without your knowledge.  Once the check is cashed, or uttered, it becomes a separate prosecutable offense.
• Counterfeit Checks – Upon receiving and depositing a check, your bank notifies you that the check is counterfeit or that the account does not exist.

2. What are Bad Checks?

Any check that is written to a business or person, and the check is returned by the bank as a result of insufficient funds, insufficient credit, or due to closure of the account.

3. Can someone be arrested for writing a bad check?

Yes, if the intent is to defraud. Writing and delivering, known as uttering, a check without sufficient funds or credit is punishable by law. 

If the check is written for more than $200, it is a felony under the Code of Virginia.

4. What should I do if I receive a bad check?

In Loudoun County, the Sheriff’s Office and the Office of the Commonwealth’s Attorney have partnered to form a Check Enforcement Program. The goal of the program is to assist, primarily our merchants, in recovering losses from intentionally written bad checks. Dishonored checks marked with “Insufficient or Non-Sufficient Funds”, “Account Closed”, or “No Account” are handled through this program. The program is free to all residents within Loudoun County. 

To find out more information about this program, visit the Check Enforcement Program website.

5. What information will you need to investigate the case of a bad check?

First, the check must be received in person in Loudoun County. This will establish jurisdiction within the county to allow for possible prosecution. Second, the victim who accepted the check must send a certified letter (PDF), return receipt requested, to the person who wrote the check. The letter must demand full payment within 5 days of receipt of the letter. Finally, the victim must have the original check including the bank’s reason for non payment.

6. Are all bad check cases considered criminal cases?

No, there are several cases that would be considered civil, not criminal.  Also, as intent plays a pivotal role in criminal cases, the intent of the suspect must be to defraud the victim of money or goods.

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Sheriff's Office - Financial Crimes - Construction Fraud

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1. What is construction fraud?

According to the Code of Virginia, A person has committed the crime of Construction Fraud when they have received an advance (money, merchandise, or other thing of value) to perform construction or improvements on a property and then failed to perform the work. Additionally, that person must have failed to return the advance after given sufficient notice.

Sufficient Notice is further defined in the Code. It states that Contractors must be given the opportunity to return the advance before criminal proceedings can be initiated. A certified 15 Day Letter must be sent to the contractor with "Return Receipt Requested."

Prior to filing a report, you must send the 15 Day Letter!

2. Can the contractor be prosecuted?

Most issues with your contractor must be worked out in Civil Court, and not in the Criminal Justice System. These types of cases are complex and often very difficult to prosecute. The Commonwealth has the burden to prove the following:

• The defendant (contractor) was paid to have the work completed. This could include a cancelled check, signed credit card receipt, or a cash receipt.
• The defendant had a fraudulent intent at the time of the payment.
• The defendant promised to perform the work, usually by possessing a written contract. Unfortunately, many victims fail to obtain a written contract. This makes any prosecution extremely difficult.
• The defendant failed to perform the work.
• The defendant failed to return the advance payment within 15 days of the request to do so by certified mail to the defendants last known address or the address listed on the contract.

Valid defenses to the fraudulent intent have included the contractors poor management practices and financial distress, Klink v. Commonwealth, 12 Va. App. 815 (1991).

Subcontractors, who were hired to complete a job, and were not paid, could also be victims of a crime.

3. If my situation is civil in nature, what can I do?

If you are not satisfied with the work that has been completed, try to talk with the contractor.  With level heads, many issues can be resolved through communication.  You could also consider sending a certified letter explaining the problems that you have with the work and what you expect to be done about it.

• Consider filing a complaint with the Better Business Bureau.
• Contact the Virginia Department of Professional and Occupational Regulation (DPOR), who can investigate licensing and building code violations.

4. What can I do to protect myself?

Learn about this on our How to Protect Yourself From Construction Fraud page.

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Sheriff's Office - Financial Crimes - Credit Card Theft & Fraud

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1. What is credit card theft?

In its basic terms, credit card theft involves obtaining or taking credit card(s) or credit card numbers of another with the intent to use them fraudulently.

2. What is credit card fraud?

This occurs when the credit card or credit card numbers are used fraudulently without the consent of the cardholder.

Identity Theft

If you discover fraudulent transactions on your credit card account, and you still have possession of your credit card, then you may likely be the victim of an Identity Theft.  To learn more about Identity Theft, please visit the Identity Theft FAQs.

Please keep copies of all transactions showing the fraudulent transactions. If someone signed a credit card receipt in your name, then they may also be committing a separate offense called Credit Card Forgery.

3. What are some examples of credit card theft and fraud?

Some recent examples include:

• Your purse is lost or stolen and purchases are made on your credit card without your permission.
• In checking your recent statement, you notice that charges were made to your account without your consent.

4. What is not a credit card theft or fraud?

When you give someone your credit card to use, and they charge more than what you allowed them to use, then this may not be a crime. Many credit card user agreements explain that when you authorize someone to use your card, then they become an “authorized user.”

5. What should I do if I discover that my credit card was fraudulently used?

1. Report the incident as soon as it is discovered. Timely reporting will assist the detective in obtaining evidence.
2. Immediately contact your financial institution and cancel your account. Many financial institutions have specialists that will assist you. If one is provided, be sure to obtain their contact information. Make sure you follow up with them in writing. You may be asked to complete an affidavit of fraud which will be provided by them.
3. Send a certified letter to the financial institution advising them of the fraudulent transaction.
4. Request that any response be in writing and keep copies of any correspondence.
5. File a police report with the appropriate jurisdiction.
6. Contact the three credit bureaus listed below. Place a Fraud Alert on your credit report. Upon doing so, creditors are required to verify the identity of a person claiming to be you, before extending any credit to them.

6. How do I protect myself from becoming a victim of credit card theft or fraud?

• Sign your card with permanent marker as soon as they arrive.  Be sure to cut up old cards when they expire.
• Treat your credit cards like they were cash. Keep them in a safe location where you always know where to find them.
• Never leave wallets or purses unattended, even for very brief moments.  Criminals are lurking everywhere waiting for an opportunity.
• Check receipts thoroughly before signing them. Do not leave any blank spaces which may invite unscrupulous individuals to add additional amounts.
• Keep your receipts in a safe place and check them against your statement.
• Shred all statements before disposing of them.
• Never provide card information to anyone. Financial Institutions already have all necessary card and personal information and should not ask.  Many scams involve parties posing as representatives from financial institutions. When in doubt, call the number on the back of your card before providing any information.
• Be cautious whenever purchasing from online retailers. Always make sure that the transaction takes place on a secure website.