What the San Mateo Unreasonable Hardship Form Does
The City of San Mateo Unreasonable Hardship Form is a document you submit to request relief from a city fee, fine, or penalty when paying it in full would create genuine financial difficulty. The city does not automatically waive fees — you must describe your situation in writing and explain why the amount is unreasonable for you to pay right now. The form goes to the department that issued the fee or fine, and they decide whether to reduce, defer, or waive it based on what you submit.
This form is not the same as a payment plan request or a dispute of the fee itself. You are not arguing that the city made an error or that you do not owe the money. You are asking the city to consider your personal circumstances and reduce what you owe because paying the full amount would harm you financially.
Key Takeaways
- The unreasonable hardship form asks you to explain your income, expenses, and why the specific fee or fine would cause you serious financial harm.
- You must submit the form to the department that issued your fee or fine, not to a central city office, and you should include supporting documents like pay stubs or proof of expenses.
- The city has no set timeline for a decision, so contact the department after two to three weeks to ask about the status of your request.
- If the department denies your request, you may be able to appeal to the city manager's office, though the process varies by department.
Where to Find and read the Form
The City of San Mateo does not maintain a single unreasonable hardship form that covers all departments. Instead, individual departments — Planning, Public Works, Finance, Building and Planning Services — may have their own versions or may ask you to write a letter instead. Your first step is to contact the department that issued your fee or fine and ask them directly whether they have a form or whether you should submit a written request.
If you received a notice or bill from the city, it should list the department responsible and a phone number or email. Call that number and say: "I received a fee for [describe what it is]. I am having financial difficulty paying it. Do you have a form for requesting a hardship waiver, or should I send a letter?" Write down the name of the person you speak with and what they tell you to do.
If you cannot find contact information on your notice, call the main San Mateo City Hall line at (650) 522-7000 and ask to be transferred to the correct department. Have your notice or bill number ready.
What Information to Include in Your Request
Whether you use a form or write a letter, the city needs to understand three things: what you owe, why you cannot pay it, and what your financial situation actually is. Be specific and honest — vague statements like "I am struggling" do not give the city enough information to make a decision.
Start by stating the exact fee or fine amount, the date you received the notice, and what it was for. Then explain your current income (monthly take-home pay, benefits, or other money coming in) and your essential monthly expenses (rent or mortgage, utilities, food, childcare, medical costs, transportation). Show the math: if your expenses are close to or higher than your income, the city can see that paying the fee would force you to cut something necessary.
Next, explain what changed in your situation. Did you lose a job, have a medical emergency, get reduced hours, or face an unexpected expense? The city is looking for a recent hardship, not a long-standing low income. If you have been unemployed for three months and just found part-time work, say that. If you had to choose between paying rent and paying a city fine, describe that choice.
Finally, say what you are asking for: a full waiver, a reduction to a specific amount you can pay, or a payment plan spread over several months. If you can pay part of it, offer that. The city is more likely to grant partial relief than full forgiveness.
Documents to Submit With Your Request
Do not submit documents you do not have, but include whatever you can to back up what you are saying. A recent pay stub shows your current income. A letter from your employer stating your hours were reduced or you were laid off is stronger than your word alone. Proof of unemployment benefits, Social Security, or disability payments shows other income sources.
For expenses, include a copy of your lease or mortgage statement (showing your monthly housing cost), recent utility bills, and proof of childcare or medical expenses if those are part of your hardship. You do not need to submit everything — a few key documents that show the gap between what you earn and what you spend is enough.
If you have already paid part of the fee or made a good-faith attempt to pay, mention that and include proof (a cancelled check, a receipt, or a bank statement showing the payment). This shows you are not trying to avoid the debt entirely.
How to Submit Your Form or Letter
Ask the department how they want to receive your request. Some accept email, some require mail, and some ask you to deliver it in person. If they do not specify, email is usually fastest because you get a record that they received it. Include a subject line like "Unreasonable Hardship Request — [Your Name] — [Fee Amount]" so the department can find your message later.
If you mail it, send it to the address on your original notice and mark the envelope "Attention: [Department Name] — Hardship Request." Keep a copy for yourself. If you deliver it in person, ask for a receipt or have the staff member stamp your copy to show it was received on that date.
Write down the date you submitted your request and the name of the person who received it (if you spoke to someone). This information helps if you need to follow up.
What Happens After You Submit
The city does not have a published timeline for reviewing hardship requests. Some departments respond in two weeks; others take a month or longer. After three weeks, call the department and ask: "I submitted a hardship request on [date]. Can you tell me the status?" Be polite and have your fee or fine number ready.
The department will either grant your request (in full or in part), deny it, or ask you for more information. If they ask for more information, provide it as quickly as you can — delays hurt your case. If they deny your request, ask whether you can appeal and to whom. Some departments allow an appeal to the city manager's office; others do not.
If your request is granted, the department will tell you the new amount you owe (if any) and how to pay it. If a payment plan was approved, they will give you the schedule. Make sure you understand what you agreed to and keep a copy of the approval letter.
What to Do If Your Request Is Denied
A denial is not final in every case. Ask the department in writing whether you can appeal and to whom. Some cities allow an appeal to the city manager or to a hearing officer. If an appeal is available, ask what the important date is and what you need to submit.
If no appeal process exists, you have limited options. You can ask the department to reconsider if your circumstances have changed (for example, if you lost your job after you first submitted the request). You can also contact your city council member's office and ask whether they can advocate on your behalf, though they cannot override a department decision.
If the fee or fine is related to a code violation or building issue, you may have other remedies — for example, if you fix the violation, some fines are reduced or waived. Ask the department whether that applies to your situation.
Frequently Asked Questions
Do I have to pay the fee while my hardship request is being reviewed?
That depends on the department and the type of fee. Some departments will hold collection action while they review your request; others will not. Ask the department directly: "While you review my hardship request, will you hold off on collection or late fees?" Get their answer in writing if possible.
What if I cannot afford to pay even the reduced amount?
Ask for a payment plan instead of a waiver. Offer to pay a small amount each month — even $25 or $50 monthly is better than nothing and shows good faith. The department may accept a longer payment plan if you cannot pay a lump sum.
Can I submit a hardship request for a fee I received months ago?
Yes, but the longer you wait, the less likely the request is to succeed. If the fee has already gone to collections or a debt collector, contact the collector first and ask whether they will pause collection while you request a hardship waiver from the city. Some will; some will not.
What if the fee is for a parking ticket or traffic violation?
Parking and traffic citations are usually handled by the Police Department or a separate traffic division. Call that department and ask for their hardship process. The rules may be different from other city fees.
Can the city deny my request just because I have a job?
No. Having a job does not automatically disqualify you. The city looks at whether your income covers your necessary expenses. If you work full-time but your income barely covers rent and food, you still have a valid hardship claim.