personal statement to landlord

Proof of Residence Letter Sample: How to Write an Affidavit of Residence

The Big Picture On Writing A Proof Of Residence (With Samples):

• Writing a proof of residence is an easy process that can be broken down into even easier steps. Alternatively, landlords can download sample proof of residence from this article, along with other related letters, and make necessary changes. 
• Proof of residence is an important document that requires prompt delivery if the landlord is receiving the request. 
• It is critically important to ensure that a landlord provide all the necessary details as truthfully as possible. Otherwise, you open yourself up to the risk of potential litigation and legal issues due to perjury.

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Get Written Permission from Your Tenant

Sometimes, you might receive a proof of residence letter request from a third party, not your tenant. Some people who might request such a letter would be the following:

• An assistance program
• An employer
• A financial institution

If you do receive a request from anyone other than your tenant, you should let your tenant know you received the request and then get written permission from your tenant to provide the information to that third party . This protects you from any lawsuit your tenant might file against you for providing personal information about them to a third party without their consent.

Although you could get assistance from an attorney on drafting a release form, you can make one yourself, saving yourself the attorney fee. Type up a release, such as this one, and get your tenant to sign it.

Tenant Release Form

(Landlord’s name)

(Landlord’s address)

(Landlord’s phone number)

(Landlord’s email address)

(Tenant’s name)

(Tenant’s address, your rental property)

(Tenant’s phone number)

(Tenant’s email address)

Re: Proof of Residence letter

I hereby authorize the release of my residence information from (landlord’s name) to (recipient’s name). (Landlord) is allowed to verify the following:

• Address of rental property
• The lease term
• Persons on the lease
• Persons who live on the property
• Rent amount

*Note that the above is a generalized list to use if you don’t know the specific questions to answer. If you do know the specific questions the recipient wants you to answer, the list can change to reflect that.

Tenant Signature                                                                                                             Date:

( Download editable .docx form here )

You would then send this form to your tenant. You can pre-fill in the parts in parentheses. Your tenant would then just need to sign the form, date it, and send it back to you. You should keep a copy for yourself and attach a copy of the release form with your proof of residence letter that you will send to the third party.

How to Draft a Proof of Residence Letter as a Landlord

You may be a wonderful communicator and pride yourself on your letter-writing skills. That may be well and good, but there is no place for embellishment of any sort on a legal form, which this proof of residence letter (or form) will be.

The best practice is to just stick with the facts. Write no more and no less. You have two choices on how to draft this letter: letter or template. A letter allows you to write in prose if that is what you prefer, and a template will be a fill-in-the-blank document.

Proof of Residence Letter Sample

Here are two examples of a proof of residence letter: one in letter form and one in template form. You could attach a copy of the lease agreement as proof to go along with your letter or form, but unless the third party specifically asks you to attach the lease, you do not necessarily need to attach it.

You might, however, need to notarize a proof of residence letter or form. To be sure, you can ask your tenant or the recipient if this step is necessary. If it is, take the letter or form to a notary, sign in front of the notary, and the notary will then sign the letter or form and put their stamp on it.

(Your address)

(Recipient’s address)

To Whom It May Concern:

I am the landlord of (tenant’s name), and I’m writing to confirm that (tenant’s name) resides at my rental property, (address of the rental property: street number, street name, unit number if applicable, city, state, ZIP code). (Tenant’s name) lease term with me began on (start of lease) and will end on (end of lease). (Tenant’s name) lives in the home with (list people who live there). (Tenant’s name) pays me (rent amount) each month on the 1 st of the month (or whatever your term is). You can contact me for more information at (phone number).

Best regards,

(Your signature and date)

(Your typed name and date)

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Proof of Residence Letter Template

Proof of Residence Form

Landlords’ Name ____________________________________________________________________

Landlord’s Address__________________________________________________________________

Date___________________________________________________________________________________

Tenant’s Name_______________________________________________________________________

Tenant’s Address_____________________________________________________________________

Tenant’s Term at Address (e.g. May 1, 2020 to April 30, 2021) _________________

Landlord’s Signature ________________________________________________________________

How do you write a proof of residence letter?

Proof of residence is easy to write. Simply add relevant details like names, addresses, unit designations, dates, etc. To make it easier, simply download the proof of residence sample in the article above.

Do you need to have a proof of residence notarized?

Proof of residency typically must be notarized, especially if it is being used in any official capacity, such as for legal or financial purposes. 

Other Considerations for Landlords and Real Estate Investors

When you get any sort of letter-writing request from your tenant, you should respond to it as quickly as possible. You don’t always need to act on the request, such as writing a reference letter for a bad tenant.

But when a tenant who rents from you asks you to verify that information to a third party, there is no reason not to honor this request.

If you do receive a request to write a proof of residency letter, get all the information you need before you start. Find out why you are receiving this request, who will receive the letter, and what information they need from you.

Then, get the job done promptly. Ask when your tenant needs this letter, and deliver it to them on or before the date they need it. If you are late fulfilling this request, your tenant will likely become anxious and probably won’t have any warm and fuzzy feelings about you as a landlord.

However, if you deliver on time, your tenant will probably appreciate your effort. If you respect your tenant, your tenant will, in turn, be more likely to respect you.♦

Have any tips for writing a proof of residence letter? What other form letters do you keep on hand as a landlord?

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Proof of residence is great way to confirm atleast some basic details of the tenant. I remember asking the proof of residence from one of the prospect who is a foreign national. The proof residence then helped me verify that atleast that prospect has some rental history in my country.

You have explained all the process so easy. In the beginning, as a landlord, I used to hesitate how I can write the residence letter. With time I know how it’s done, but not as good as described in this article. Thanks.

Glad it was helpful for you Ned!

I need to prove occupancy from many years ago for my downstairs apartment which the city states was created illegally otherwise I have to bring the area up to code. Proof of occupancy would avoid this; however the building official will not accept an affidavit from the one who lived there during 1960s, is it legal to deny that?

Hi Peter, I’m sorry to hear that. Unfortunately you’re largely at the city government’s mercy. I’d speak with an attorney or two about proving occupancy and keeping yourself out of hot water.

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• 3. Proof of Accuracy Provide evidence to support the information in the statement. Attach copies of relevant documents, such as lease agreements or receipts, to support the declaration provided by the landlord.

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• iPropertyManagement
• Proof of Residency Letter

Proof of Residency Letter from Landlord

Last Updated: January 11, 2023 by Robert Bailey

A   Proof of Residency Letter from Landlord   is a sworn statement that formally confirms a tenant’s residency at a particular location. This letter may also confirm additional information about the tenant such as other individuals living at the home and monthly rent payments.

Note:   This letter is also referred to as an   affidavit of residence.

Reasons for a Proof of Residency Letter from Landlord

Usually, a tenant requests proof of residency from their landlord. In some instances, the request will come from a third party. There are several reasons a tenant or third party may request proof of residency from a landlord. Those include:

• Driver’s License –   Typically, when an individual seeks a driver’s license in a new state they must prove they reside in that state. Or, proof may be necessary if an individual simply wants to change the address on their license. Often a letter from the landlord is one acceptable way of proving one’s residency.
• School – Most elementary, middle, and high schools will require proof that you live in the district and state in which one is planning to send their children to school. Colleges and universities will also make this request when a student applies for in-state tuition.
• Employment –   Often an employer will want proof of where a new employee lives and how long they have lived there before hiring them.
• Voter Registration –   Political offices are organized by district, so new voters need to provide a way to verify they live in the area in which they will cast their vote.
• Utilities –  Proof of residency may be necessary to set up and open a new utility account.

There are several other reasons why landlords may receive this type of request. These requests can come from a variety of organizations, including:

• Financial institutions
• Government assistance programs
• Insurance programs

When preparing this letter, you must also consider:

• Supporting Documentation –   While a landlord can simply just provide the requested letter, it will be helpful if they can provide additional supporting documentation. A landlord should be able to provide a copy of the signed   lease agreement   which will further prove that the tenant resides at the location provided in the letter.
• Consent –   If the request comes from a third party it is important to get consent from your tenant before responding. It is the landlord’s responsibility to protect a tenant’s personal information so it is necessary to get permission, even if the request is for the tenant’s benefit. Consent should be in writing. You can even have a release form prepared to streamline this process. Here is a sample:

I, Jane Doe, authorize the release of my rental information from my landlord, John Smith, to be provided to ABC Company. The Landlord is specifically authorized to release the following information: (1) address of rental property; (2) lease term; (3) persons who live at the property; and (4) monthly rent amount. 

Keep a copy of the release for your records and attach a copy to your proof of residency letter.

• Letter Content –   Do not confuse a proof of residency letter with a   landlord reference letter . This letter should be straightforward, brief, and limited to the specific information being requested. This letter is to provide basic facts, not discuss matters of opinion such as the behavior or character of the tenant.
• Notarization –   While not a requirement, since this is a sworn statement, it is recommended that you sign the letter in the presence of a notary. The notary’s, and any witnesses’, acknowledgment will be especially helpful if you do not have any supporting documentation to provide as additional proof.
• Timeliness –   Ask the tenant when they need the letter by and make sure that you are timely in providing the requested information. Requests for proof of residency may be for important and time-sensitive issues. A timely response will go a long way in further strengthening the landlord-tenant relationship.
• Professional –   Make sure that the letter is professional. This includes things such as using company letterhead. This is not the type of request that should be handled with an email or other more informal means.

What to Include in a Proof of Residency Letter from Landlord

When preparing this letter it is important to know what specific information is being requested. Make sure to ask the tenant or third party if there is any question as to what information they need. A Proof of Residency Letter from Landlord should include the following:

• Name and address of party requesting proof of residency
• Professional greeting
• Introduction of yourself
• Reference to the specific property you manage that is the subject of the request
• The tenant’s name and confirmation that they live at your rental property
• Dates for the lease term
• Additional individuals that live at the property
• The monthly rental amount and the due date
• A formal affirmation that the representations made in the letter are true and accurate
• Reference to any additional documentation attached to prove the tenant’s residency (e.g. lease agreement).
• Your contact information if the requesting party wants to speak directly to you
• Your signature
• Witness acknowledgment
• Notary acknowledgment

As a landlord, it is good practice to provide this letter if requested, regardless of the quality of the tenant. Avoid letting your feelings interfere with your professional duties as a landlord. At the same time, do not provide this letter as a favor to an individual that does not reside at your rental property. Doing so is unethical and can result in legal trouble for the landlord.

How to Send the Proof of Residency Letter

Ideally, you want to send the letter in a way that requires signature confirmation to document its receipt. This can be accomplished by certified mail. Even better, send it by restricted certified mail which requires the addressee to be the only person that can sign for the letter. You can also provide a copy of the letter in person or leave it at their rental property as well.

You should keep a copy of this letter filed with a notation of how the letter was delivered and any other relevant information.

Additional Property Management Templates

Rental Verification Form

Property Management Agreement

Rental Agreement

Rental Application Denial Letter

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What to Include in a Proof of Residency Letter [Sample]

Renters may need you to verify various aspects of their residency while they rent from you. A proof of residency letter simply confirms that the renter really does live at your property, making these letters one of the most straightforward things a renter can request.

Still, you’ll want to look for certain things before you start writing that letter, such as why you received the request, who will get your letter, and what type of information the recipient needs from you. Here’s what you need to know as a landlord, as well as an example of a residency letter to help get you started.

What is a proof of residency letter?

A proof of residency letter, sometimes also called an affidavit of residence or proof of residence letter, is a sworn statement that a given person truly resides at a particular address. The Department of Motor Vehicles (DMV) often requires this type of letter when someone applies for a driver’s license or street parking, but other parties may request these letters as well.

Landlords and employers commonly write these letters and attach additional documents, like a lease agreement or IRS Form W-4 respectively, as supplemental proof that the person in question indeed resides where the residence letter says they do. If the person submitting the letter cannot include supplemental evidence, they can get the letter notarized instead.

Unlike other letters renters may request, a proof of residency letter is a simple, straightforward, and factual statement. You don’t need to vouch for your renter or give any sort of recommendation about their great qualities as a tenant . You just affirm to a third party that the renter indeed rents from you and resides where they claim to reside.

Of course, you should never lie and write a proof of residency letter for someone that does not currently rent from you and live in one of your units. Doing so is not only unethical, but it can create tons of legal trouble for you if you’re ever caught.

What should you include in a proof of residency letter?

You should look for certain information when asked to write a residential proof letter in order to find out exactly what the third party requires you to cover. You can typically make these letters personal, but should answer just the questions the third party asks you.

In other cases, your renter may make the request directly without understanding exactly what their recipient needs. You can then take a more general approach and cover information these recipients usually want. It’s a safe bet to include information such as:

• Confirmation that your renter resides at your rental property and at the stated address
• The term of the renter’s lease, including the date they moved in and the date the lease will end
• Any other parties on the lease and/or other parties who live at the property
• How much and when the renter pays you their rent

Getting Permission from a Renter

Whenever a third party (not your renter) requests the proof of residency letter, you will need to obtain the renter’s consent, due to the personal nature of the information required. Third parties that could request a proof of residency letter include:

• Assistance programs
• Financial institution

If you get a request from any party besides your renter, let the renter know you got that request. Then, look for written permission from your renter stating that you may provide the requested information to the third party. That protects you from your renter potentially filing a lawsuit against you for giving out their personal information without their consent.

Why might a renter need a proof of residency letter?

Understanding why your renter needs a residential proof letter can help you ensure you include pertinent information. Some examples include:

• DMV: The Department of Motor Vehicles needs proof that a driver’s license applicant is a resident of that state.
• Employer: An employer may need to verify that an individual has worked for a period of time in a specific region or state.
• School: A school may need proof that a student resides at their current address and/or lives in a certain state. Elementary, middle, and high schools can all make this request. Colleges and universities may also request proof of residency if a student applies for in-state tuition.

Proof of Residency Letter Sample

If a renter requests a letter to verify residency and you don’t know where to start, a proof of residency sample letter can help. You can tailor this template to fit your needs:

[Your Address]

[Date of Letter]

[Address of Recipient]

To Whom It May Concern:

I am the landlord of [Renter’s Name]. I am writing to confirm that [Renter’s Name] resides at my rental property: [Write the address of your property in this format: Street Number, Street Name, Unit Number where applicable, City, State, Zip Code].

[Renter’s Name]’s lease term began on [start date of lease]. The lease term will end on [end date of lease].

[Renter’s Name] pays rent of [rent amount] each month on [time of payment, such as the first of every month]. [Renter’s Name] lives in the unit/home with [list others who reside with the renter, if applicable].

You may contact me for addition information at [provide your contact details].

[Your signature, dated]

[Your typed name, dated]

Understanding what a proof of residency letter entails will ensure that you can adequately assist your renter with supplying the necessary information to whoever needs it. While these letters are relatively straightforward in terms of things a renter might request of you while they live at your property, writing a proof of residency letter is still an important part of your role as a landlord. Getting it right will help you build a stronger relationship with your renter .

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• TemplateLab

Landlord Reference Letters

40+ landlord reference letters & form samples.

A landlord reference letter is usually written by a landlord at the request of the tenant. Such a letter can be used either as a proof of address of the tenant or for any other purpose related to residency. This letter contains all the relevant information regarding their agreement with the tenant about the rented property. It will also contain some information about the character of the tenant/s.

Table of Contents

• 1 Landlord Reference Letters
• 2 Important Elements of a Landlord Reference Letter 
• 3 Landlord Reference Forms
• 4 Some Information About a Reference Letter from Landlord
• 5.1 Always be Honest
• 5.2 Focus on the Facts
• 5.3 Be Fair
• 5.4 Make Use of a Formal Template
• 6 How to Write a Landlord Reference Letter 
• 7 What Do a Landlord Reference Forms Contain? 

Making such a letter is quite easy since there is no standard format for it. As long as all the important information about the agreement and the tenant is in it, then the letter is an effective one. Actually, this kind of letter is most commonly used by a tenant if they are moving to a different apartment or home . The landlord of the new property may require the letter from the previous landlord as verification that the renter will be an acceptable tenant. Only after the new landlord gets the reference letter from the landlord will the tenant be eligible to rent out the new property.

For whatever reason, you may be asked for a letter by your current or previous tenants.

The actual writing of the letter isn’t very complicated, but sometimes landlords get confused in terms of what needs to be said. As a landlord, you will definitely be grateful if your tenants will provide you with an honest and complete rental referral for potential tenants . So you should be willing to do the same. When a tenant makes a request for such a letter from you, write is as directly and as honestly as you can, based on what you had experienced from the whole tenancy.

The letter should only contain facts which are related to the tenant and the actual tenancy. It should be factual and must not contain any subjective references. It’s also wise not to give out too much personal information about the tenant, especially if you know him/her well. It should only contain relevant information then you can end it with a short endorsement. Once the future landlord has gone through your letter, then he/she can decide whether to rent out to the tenant.

Aside from all the important information, the letter should also include the name of the tenant as well as the exact address of the rented property. Since the letter has no standard format, you can write it however you wish. You can look at different samples online or follow the tips which we’ve gathered for you (to be discussed further on in the article).

Important Elements of a Landlord Reference Letter  

As you are writing such a letter, you won’t need too much time and effort doing it. That is if you have all the information as well as some helpful tips. In this section, we will be talking about the important elements which your letter must contain.

At the very top of your letter, you need to type in the date when you actually wrote the letter. This is important to write so that the reader will know that the letter is a current one.

Tenancy Information

This is the most important part of the letter. You need to write the full name of the tenant, the exact address of the property which was rented and the start and end date of the tenancy.

Details on the Tenancy

While the tenancy information contains the basic information about the tenant, the details on the tenancy will contain other relevant information. You have to state whether or not the tenant had made payments in a timely manner. If there were instances when the rent was paid late , you can give the reasons why and how the issue was resolved.

Here you also write what the property looked like after the tenancy. You can share whether or not the tenant took care of and maintained the property he/she lived in. It’s important to use descriptive words in this section to convey your message well enough.

Details about the Tenant

It’s also important for you to discuss the behavior of the tenant throughout the whole period of tenancy, while remaining objective. You can discuss standout situations when you have interacted with the tenant as long as you think it’s relevant to the letter you are writing.

Make a summarization about the whole relationship you had shared as a landlord and tenant. Also state whether or not you are willing to rent out to the tenant again if the opportunity arises.

Your Details

Finally, add in your own contact information and encourage the reader to give you a call or send you an email if there are any questions or if anything is unclear.

Simple, isn’t it? As long as you have all the technical details on hand, such as the dates of the tenancy, then you will be able to write the letter easily. Next, let’s discuss some information about such a letter.

Landlord Reference Forms

Some Information About a Reference Letter from Landlord

At one point or another, you will have to make a letter for your tenants if you are renting out any kind of property. It’s a fact that tenants don’t stay in one place permanently so you will most likely be asked for a reference letter from landlord. Actually starting the letter may seem like a challenge, but it doesn’t have to be. It’s important to note that potential future landlords (just like you) want to verify:

• The dates of the tenancy
• If rent was always paid on time
• If the property was well maintained
• If there had been any complaints
• If the tenant is polite and not demanding
• If you had needed to evict the tenant
• If you will rent to the tenant again in the future

If you are lucky enough to have a good tenant, then you won’t have a hard time writing a positive letter. But don’t try to sing praises too enthusiastically. It might give a wrong message to the reader. It might make the reader suspicious of your intentions of writing the letter.

However, is it proper to write a letter about a tenant, which is negative?

There are times when you encounter tenants who:

• Are always late when paying the rent;
• Damage your property or the structure of your property;
• Get a lot of complaints from neighbors;
• Or is rude, impatient and antisocial.

In cases like these, it’s very tempting to write a negative reference or even a scathing one. However, that is NOT a good idea. When you write such a letter, it’s important to be objective and stick to the facts.

So unless you have concrete evidence to support all the bad things you plan to write about your tenant, it’s more advisable to keep the negative comments to yourself. The problem is when you write negative references, the tenant can use the letter against you, especially if you don’t have proof to back it up. So in the case when you really cannot think of anything good or you had a really bad experience with the tenant, you can refuse writing the reference letter altogether.

When thinking about good referencing, you need to find the right balance. When writing your letter, you should not be too overzealous nor should you be too robotic. Find the sweet spot in the middle which will make your letter a good read.

Typically future potential landlords want to communicate with previous landlords to verify that the potential renter will be a good tenant. So when you are asked for a letter, make sure you know how to do it and all the content of your letter will be true. To help you out, here are some helpful writing tips for you.

Helpful Tips in Writing a Landlord Reference Letter  

If you are renting a property, then at some point, you will be asked for a landlord reference letter. Writing one is not that challenging and when you are guided by helpful tips, the task becomes much easier. Here are some useful tips for you to make you reference letter writing pro:

Always be Honest

No matter what feelings you may have about the tenant, always be honest when you are writing a letter for reference. The truth is important and it should be present throughout your letter.

Focus on the Facts

You may have to write details about the tenant, but never write them subjectively. Focus on the facts about behavior and all the facts which are related to the tenancy.

There is no need to mention the race, ethnicity, gender, background and other personal information about the tenant. These are not important and actually mentioning these things might raise issues.

Make Use of a Formal Template

Though there is no standard format for such a letter, use a business letter template , even if the content isn’t as formal.

These tips are simple, but they will really help you out when you are writing the letter. This is what we will go through next.

How to Write a Landlord Reference Letter  

Writing a great landlord reference letter is easy when you have all the important information plus some tips which can help guide you. As long as you had a good relationship with the tenant, it’s advisable to write a letter with a positive note. This will ensure that even if the tenant is no longer renting from you, you still keep your good relationship. Also, the tenant may recommend your property to be rented by others too. Here are some tips to help you out:

• Gather all the information you need for the letter. Confirm the start and end dates of the tenancy by referring to your agreement. Usually the potential landlord will want to know how long a tenant had stayed in the previous property.
• If you can’t find your agreement, you can also look through your bank records. You will be able to see from there the start date when rent was deposited into your account.
• While going through you bank records, also note if and when there had been any late payments. If the tenant had rented for a long time, you may not remember if or when there had been any late payments. The bank records can confirm that.
• If there had been any late payments, try to remember whether the reasons were valid or whether you had to notify the tenant more than once.
• Check if there had been any complaints about the tenants from the neighbors. If there were, you should include that information in the letter. Talk about the complaints, how you had resolved them, and whether they were repeated.
• You also have to mention if there had been any complaints about the tenant’s pets. A lot of landlords are reluctant to rent to pet owners and if the pets had been the cause for the complaint, then it’s important to note this.
• Before writing your letter, do a check of the property. Whether it was left in good or bad condition, you have to state it in the letter. Also throughout the tenancy, try to remember whether there had been any damages and if there were, did the tenant report it to you.
• If the tenant is still living with you, then you have to ask the tenant to see the property first. Explain that it’s for the purpose of the letter he/she is requesting from you.
• As much as possible, try to avoid writing negative references. This might cause a lot of issues for you, even potential legal problems. The tenant may use your letter as evidence that he/she wasn’t able to rent a property because of the letter you had written.
• If you don’t have anything good to say about a tenant and the tenancy, then it’s a better idea to refuse writing the letter altogether. This is a better option because if you write a good letter for a bad tenant, then the landlord of the tenant can hold you legally responsible, using the letter as evidence.
• Once you have all these information on hand, it’s time to start writing your letter. Open the software of your choice and format the page. Set the fonts and margins as if you would a business letter. You can either print on a letterhead or type your address at the top of your letter before you start.
• Start with the salutation . Make it a general one if you don’t know who your letter is for. If you do know the name of the person, then you can write his/her name.
• After the salutation, you can go ahead and state all the facts you had gathered. A reference letter from landlord doesn’t have to be a long one. In fact, the shorter it is, the higher the likelihood is that the reader will read the whole letter.
• You can write a short paragraph for each of the elements you learned about in the previous section of this article. Complaints aren’t necessarily negative – especially if there was a good reason behind the complaint and if the tenant had resolved the issue himself/herself. Then you can highlight this fact in favor of the tenant.
• After you’ve stated all the facts needed, place a statement which invited the reader to contact you if there are any questions. Give your own contact details so that the potential future landlord can contact you if any issues arise. You can give your phone number as well as your email address.
• Once done, close your letter. Include a closing, your name and be sure to insert spaces above your name so you can affix your signature once it’s printed out. Once printed, sign the letter with a blue or black pen.
• Although it’s not a good idea to write negative references, it’s also not advisable to write a letter which is too positive. When you praise the tenant too much, potential landlords might suspect that your sentiments are fake and you’re actually trying to get rid of the tenant. Instead, try to be objective but in a positive way.
• Also as you are writing your letter, be honest. You don’t have to add any statements which aren’t true just to help out the tenant. Lying is never a good idea.
• Before printing your letter, proofread it more than once. Set it aside for a while then when you’ve had time to rest and rethink, go through it again. Then you can spot any missing words, misspellings and errors in grammar or punctuation. It’s a good idea to read your letter out loud – this is one way to find mistakes.
• When you’re sure your letter is correct, then you can print it out. Sign the letter then mail it to the landlord or hand it to the tenant if that’s what he/she requested. Either way, make another copy of the letter for yourself and file it with your other property related documents.
• When you are writing the letter, also keep in mind that at one point or another your tenant will most likely read it. That’s why if there are any “negative facts” which are included, it’s better to show the tenant beforehand. Then you will have a chance to discuss why those points are in the letter.

There you go, steps and tips to guide you as you are writing the letter. Now there are times when you will have to fill up a form instead of making a letter yourself. In cases like these, you need to know what the form contains so you can prepare for it.

What Do a Landlord Reference Forms Contain?  

Instead of writing a letter yourself, you can also fill in a landlord reference form. These are forms which already contain a lot of relevant information and all you have to do as a landlord is fill in the blanks. Typically, landlord reference forms contain:

• The name, address and contact details of the landlord. The contact details are the home number, mobile phone number and email address.
• The address of the apartment or home which was rented out by the tenant.
• The dates the tenant had lived in the apartment or home. Start date and end date must be indicated.
• Whether the tenant gave prior notice before moving out.
• The amount of rent the tenant paid for each month. Also a question whether the tenant still owes the landlord any back rent.
• Questions on whether or not and how frequently the tenant:
• paid for the rent late
• demanded a rent notice
• was given an eviction notice
• Questions on how well the tenant maintained the cleanliness and upkeep of the rented property.
• Whether or not the tenant let any unauthorized people live in the rented property.
• Whether or not you received any complaints from neighbors about the tenant. If there were any complaints, you may have to elaborate on it.
• Whether or not there was any damage to the structure or the contents of the rented property while the tenant was living in it. If there were, did the tenant inform the landlord or not?
• Whether or not the security deposit was returned to the tenant. If not, you have to explain why.
• Whether or not the tenant owned any pets which lived inside the rented property.
• Whether or not the tenant followed or initiated any pest prevention or pest eradication procedures.
• Whether or not you will agree to rent to the tenant/s again. If not, you may have to give your reasons why.
• Then at the end, you have to affix your signature as the landlord to make the form official.

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• Feature image

How to Write A Letter or Email to Your Landlord – With 8 Samples

• Janine DeVault
• Apartment Living
• February 7, 2022

Whether you need to request repairs, complain about your neighbors, or make a simple request, writing a letter or email to your landlord can be beneficial in all kinds of different situations. 

In this article, we’ll walk you through some tips for writing your landlord and offer a series of sample templates you can use as guidelines for your own correspondence. 

Basic tips for crafting a successful letter or email

Any time you write a letter or email to your landlord, keep your language clear and concise to eliminate any potential for confusion. Include relevant details such as the date of writing, the dates of any instances referenced within the letter, and your contact information and unit number.

Depending on your reason for writing a letter, you may wish to cite the details of your lease or the tenant laws in your state. If your landlord is flaky, reminding him that you know your rights may be enough to spur him into taking action. 

To write or to email?  

Both posted letters and emails can be effective ways to communicate with your landlord, and in many ways they’re interchangeable. Email is faster, and allows you to keep a clear record of your communications. And it’s easy to keep multiple parties in the loop on one email conversation.

Mailing a letter can be a great way to reinforce your request or message, especially if your landlord has been unresponsive. Make sure to include your return address so your landlord has no excuse not to write you back.

Whichever communication method you choose, the sample letters below are designed to serve just as well as for email or a mailed letter.

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Sample Templates

The following templates cover various common scenarios in which a letter to your landlord may be helpful or even required. Don’t be afraid to adjust your letter’s tone to best suit your relationship with your landlord.

Paying the rent late

A well-crafted letter explaining why your rent is late and offering solutions can be a powerful tool for staying on your landlord’s good side and lessening the penalties that typically accompany late payment. Use the following sample to craft a letter to your landlord regarding late rent payment.

For additional tips on managing this situation, check out our article on how to tell your landlord the rent will be late .

[Date] Dear [Landlord’s Name], I’m writing to inform you that my rent payment will be late this month. I was recently laid off from my job and won’t be able to make the payment on time. I have applied for unemployment benefits, but it may take up to 2 weeks before I receive my first payment. I can pay $500 on the due date, and I will pay the remainder of the rent as soon as I receive my first unemployment check. I’ve also picked up some freelancing gigs and am actively interviewing for new jobs to avoid this problem next month. Please let me know if this payment plan will work for you. I understand that my late payment may have negative repercussions on your financial situation, and I’m very sorry for the inconvenience. I’m working diligently to ensure this never happens again. Best Regards, [Your Name]

Intention to vacate

When you decide to move out of your apartment, you must give notice to your landlord. Check your lease agreement to see how many days of advance notice you are obligated to provide. If you have a good relationship with your landlord, you may wish to give early notice so he has plenty of time to find new renters.

In the letter, you should state the date you plan to vacate and remind the landlord that you wish to have your security deposit returned. You can offer to do a walk-through to assess the condition of the unit. Don’t forget to share your forwarding address so your landlord can get in touch with you in the future, if necessary. 

You can use the template below to craft your letter.

[Date] Dear [Landlord’s Name] I am writing to inform you that I will be vacating my rental at [rental address] on [date you will move out]. I’m confident that you’ll find the unit in excellent condition. As such, please send my refundable security deposit in the amount of $________  to the following address: [Your forwarding address] If you wish to discuss this or schedule a walk-through of the unit, you can reach me at XXX-XXX-XXXX. Best Regards, [Your Name]

Request for Security Deposit

In some states, your landlord isn’t required to return your security deposit unless you request it. Each state has different rules stipulating how long your landlord has to return your deposit. 

The following was written in the context of California law. Make sure to adjust the following template to conform to the laws in your state.

[Date] Dear [Landlord’s Name] I wish to request that you return my security deposit in the amount of $________, which I paid for the rental at [rental address].  I expect to receive my deposit within 21 days, as stipulated by California state law. I vacated my rental on MM/DD/YYYY and thus expect to have my deposit returned no later than MM/DD/YYYY. Please send payment to the following address: [Your forwarding address] If you have any questions or concerns, you can reach me at XXX-XXX-XXXX. Best Regards, [Your Name]

Contesting deductions from your security deposit

As long as you leave your rental unit in the same condition in which you found it (minus normal wear and tear ),  you are entitled to have your full security deposit returned. If your landlord determines that you’ve caused property damage that warrants repair, they may deduct from your deposit to cover those expenses. Unfortunately, some landlords may try to pull one over on you by making deductions that are excessive or unfair.

If you disagree with your landlord’s deductions from your security deposit you can dispute them. Do so in writing so there’s a clear paper trail.

Use the following template to craft your letter.

[Date] Dear [Landlord’s Name] I am writing to formally contest the deductions you made from my security deposit for the rental at [rental address]. Your deduction of $ _____ based on the claim that I left my rental “excessively dirty” is unjustifiable. I hired a professional cleaning service to clean the unit before I vacated and oversaw the work myself. I am confident the unit was left in impeccable condition. You will find the receipt for the cleaning attached to this letter.  Please send the remainder of my deposit, totaling $_______ to the following address within 7 days. [Your forwarding address] If I do not receive the payment by MM/DD/YYYY I will pursue legal action. If you have any questions or concerns, you can reach me at XXX-XXX-XXXX. Best Regards, [Your Name]

Request for Repairs

When it comes to repairs on your rental, it’s wise to create a paper trail of your requests in case there are ever issues regarding maintenance in the future.

In your letter, state the date the issue began, describe the problem in detail, and outline a timeline for arranging repairs.

If you have already requested maintenance and the issue is ongoing or has yet to be repaired, writing a letter is a great way to follow up and remind your landlord that you are still expecting a resolution. Don’t be afraid to pressure your landlord by referencing state laws or the terms of your lease regarding maintenance.

The following is a template you can use for a standard maintenance request. 

[Date]  Dear [Landlord’s Name] I am writing to inform you that the bathroom sink in my rental unit located at [rental address] has been leaking into the vanity cabinet since [date the issue started]. I have been unable to fix the problem on my own and request that it be evaluated by a professional. I appreciate your arranging to have this repaired as soon as possible. I can make myself available to let a technician into the rental any day this week after 2 PM. Please let me know when the technician will be arriving. If you wish to discuss this issue further, you can reach me at XXX-XXX-XXXX.  Best Regards, [Your Name]

Following up on request for repairs

In some instances, you may contact your landlord over the phone to request repairs rather than writing a letter, especially if the issue is urgent. In this case, it’s wise to write a follow-up letter confirming what you discussed to ensure that there is a record of the problem.

Use the following template to craft your own follow-up letter.

[Date] Dear [Landlord’s Name], I am writing to follow-up on the repairs we discussed over the phone on [MM/DD/YYY] As you know, on [MM/DD/YYY], the faucet in the kitchen sink of my unit, #_______, began leaking.  I contacted a plumber and had the faucet replaced. The cost of the repair came to $123.75.  As we agreed, I would appreciate it if you could send a check reimbursing me for that amount within 10 days. Thanks for your assistance with this issue.  Best Regards, [Your Name]

Vacating your rental due to uninhabitable conditions

When your landlord fails to keep your rental in inhabitable condition, they are violating the terms of your lease. If you find yourself in this situation, you can break your lease agreement and move out early without penalty. 

In your letter, detail the issues that render the unit unfit. Collect as much evidence as you can to support your claims in case your landlord disputes the issue. If you can provide photos and documentation as well as a record of communication with your landlord regarding the problems, it will all be helpful if the issue is ever escalated. 

Here’s a sample letter you can send to your landlord in this situation. Adjust the tone of the letter to suit your relationship with your landlord. 

[Date] Dear [Landlord’s Name], I am writing to inform you that I will be vacating my rental at [rental address] on [move out date]. As you are aware, my lease doesn’t expire until [MM/DD/YYYY] but I will be moving out early due to ongoing maintenance issues that render the unit uninhabitable.  I have reported the presence of black mold in the bathroom multiple times, first on [MM/DD/YYYY] and again on [MM/DD/YYYY] and the issue has yet to be addressed.  As you know, pursuant to California Civil Code Section 1942 , I am entitled to break my lease and vacate the rental free of penalty because the mold is a health concern. As such, I expect that you will forward my damage deposit in the amount of $_____ to the following address by [MM/DD/YYYY]. [Your forwarding address] If you wish to discuss this you can reach me by phone at XXX-XXX-XXXX. Best Regards, [Your name]

Complaint about neighbors sample letter

If noisy neighbors are causing you to lose sleep at night, it may be worthwhile to have your landlord intervene. 

Ideally, a civil conversation will be all it takes to come to a resolution, but in extreme cases, having noise complaint letters on file might assist your landlord in building a case for eviction.

Before you draft the letter, review your lease agreement to see what it says about noise issues . It may be helpful to quote the language on your lease in your letter to your landlord.

Below is a noise complaint template letter to help you get started.

[Date]  Dear [Landlord’s Name] I am writing to make a formal complaint about noise from the tenants in unit #_______.  My lease states that building quiet hours are between 10 PM and 6 AM. However, these neighbors are consistently playing loud music well past midnight. The noise is impeding my ability to sleep and thus my ability to do my job.  I have spoken with these individuals three times this month on [MM/DD/YYYY], [MM/DD/YYYY], and [MM/DD/YYYY], but the issue is still ongoing. I would really appreciate it if you could speak with them regarding the noise. If we cannot resolve this situation I will be forced to begin looking for a new apartment. Thank you in advance for attending to this matter. Best Regards, [Your Name]

A Final Word

There are countless scenarios in which a letter to your landlord can come in handy. Whether you’re making a complaint, seeking assistance, or following-up on a telephone conversation, a clearly written letter can help you resolve issues and advocate for yourself as a tenant.

Remember, letters create a paper trail for both you, your landlord, and others to refer back to time and again. In the off-chance that you ever end up in a formal dispute, you’ll be glad to have this record of correspondence to reference.

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• Statement Forms

FREE 14+ Landlord Statement Forms in PDF | MS Word

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Size: 129 KB

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Size: 18 KB

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Size: 108 KB

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Size: 26 KB

When to Use a Landlord Statement Form?

A landlord statement form is a type of document which will cater the information of the landlord and the details of the tenancy. This form is used for the following instances and purposes:

For legalizing a rental business

The landlord must indicate his intentions on the landlord statement form and should not sign the document before sending the form to the notary. The notary public then checks through the form and determines if he or she will approve the landlord’s intentions or if he or she will decline the job application . However, this statement form may not always be a requirement, since there are some states and countries that put a greater value to the documents that they provide to the applicants rather than a personally drafted form.

Reporting a rental incident

For this purpose, the landlord can use a type of sworn statement form which is specifically made for landlords and tenants. If a landlord is using the form, then he must write his full legal name along with the address of his property and the names of his tenants who are currently on his premises during the incident.

After the list would be the details of the incident or the complaints which are necessary for meeting the intention of using the form. A copy of the lease agreement and other documents can be enclosed together with the form to state an evidence which can be useful for the report.

Registering to be a landlord

With the presentation of a landlord identity registration statement form, the landlord is able to prove to his tenant that he is a registered individual who manages the rental property. The form contains the address of the property, the names and the identifications of the recorded owners of the property, the details of the landlord as the managing personnel and property caretaker as well as a few details of the property along with the contact information of the owners.

Allowing a financial assistance

There are some tenants who are under a particular benefit which aids them in paying their monthly bills in school and for their rooms that they accommodate. For these tenant information , they will be required to submit a document which can only be completed by their landlord to prove their rental obligations and responsibilities.

With this, a financial assistance landlord statement form is handed to the landlord form him to state the rent details of the tenant which can either qualify the tenant for the financial aid or not. The form contains the name of the tenant, the number of household members, specifications of the lease, and the amount of unpaid rent along with the landlord’s signature.

Verifying a resident for a reimbursement

Obtaining a travel reimbursement may not be as easy as presenting the purchase receipts that a traveler or employer spent during his or her business travels. However, with the right type of landlord statement form, an employee and traveler will be able to acquire his or her reimbursement by requesting his or her landlord to complete the form as proof of service and his or her residency and the amount that he or she paid for the lodge or rental. The name of the landlord, type of property being rented, as well as the signature of the employee who went for the travel is indicated on the form.

Determining a rental place’s condition

Before a tenant starts to move his or her personal belongings on the property, he or she needs to conduct a property assessment to assure that he or she is provided with ample service and appropriate inclusions as he or she will be staying in the premises. A statement of condition form contains two sections which should be filled out by both the landlord and the tenant.

A list is on the form which itemizes and describes the furniture or things that are in the property such as the type of floor, the ceiling and even the included king-sized beds for each room in the house. If the condition of the property assessment has changed over the time duration that the tenant was staying, the landlord can either request for a fee for broken fixtures in the house or a replacement for a furniture.

Demanding for a deposit

When a landlord demands a rental deposit from his tenant, he needs to notify the tenant a few days prior to the day of the lease’ start. A specific landlord statement form is used for this purpose in order to state the monthly rental and the amount of deposit that the landlord is needing as well as the contact information of both parties.

Landlord Statement of Condition Form

Size: 72 KB

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Significant Areas in a General Landlord Statement Form

Regardless if a landlord statement form is used for any purpose, it must contain the following significant information to assure that the document will serve a great use:

Landlord’s Data

This refers to the landlord’s name along with his contact information . Some landlord statement forms also caters other essentials details of the landlord such as his identification numbers and a list of the possible licenses that the landlord was able to acquire for his rental business.

Property Description

The location of where the property can be found, as well as the block number and the property’s measurements can be found in this area. An indication of whether a property evaluation has various facilities such as pools and gardens may also be included in the form to allow the authority in learning more about the property.

Tenant’s Background

This area is often referred to as a tenant information section in other landlord statement forms as it mainly contain details of the tenant which should include his or her name and the names of the people who are residing in the premises with the client on particular days. Depending on the need of the individual who requests for the statement form, the document may include the employment details of the tenant and his or her previous tenancy addresses.

Tenancy Dates

This area centers on stating the duration of the tenant’s stay in the rental property. The starting date of residency must be similar to the signed lease agreement of the tenant and the landlord prior to the day when the tenant started to move to the landlord’s property.

Rental Amount

Although it is necessary to be direct to the point when writing down the amount of how much the tenant paid on a monthly basis, some countries require the landlord or the user of the form to fully indicate the breakdown of the fees. Payments for the usage of water and electricity, as well as the fees for fixing materials which need to be repaired can be included in this area to show a budget form allocation and prove how reasonable the fees are.

Questionnaire

This area can either be included as part of the statement form or it can be separated into a tenant questionnaire form that focuses on determining the rental subsidy, whether a tenant has been maintaining his obligation with regards to timely payments, and if there had been any complaints in the duration of the tenancy or lease.

Affirmation and Signature

This last vital area has the signature of the landlord and the date when the document was completed with the relevant details and information. The tenant’s deposit signature may also be included. However, it highly depends on the document’s purpose.

Portfolio Landlord Statement Form

Size: 542 KB

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Size: 32 KB

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Why Use a Landlord Statement Form?

It is essential that a landlord and any individual who is involved in a tenancy agreement must acquire a landlord statement form. The importance of having this document is because it serves as an effective tool which proves the residency of the tenant and the responsiveness of the landlord when it comes to dealing with inquiries and requests.

The form does not only benefit the tenant as it is also used for doing legal transactions and issues with the landlord where the transactions and the details of a possible judicial case may be written on. The landlord’s signature certifies his affirmative action with the statements and the rental claims on the form which is then verified and clarified with the aid of a legal attorney or a licensed notary public.

Nonetheless, with the listed purposes and the parts of a landlord statement form, it must always be kept in mind that an individual or user can only use the form with its full capability if it contains the right type of information, and if the details are up-to-date.

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28 Amazing Rental Reference Letters (for Tenants & Landlords)

As a landlord or a roommate or a property manager , you share a relationship with your tenant or the room partner , whether good or not-so-good. Often, the tenants might request a rental reference letter from you that they will furnish to the prospective landlord. With you as the verifier or recommending person, this letter might help them get a new apartment or property on rent without any hassle.

• 1 Rental Reference Letters
• 2 What to include?
• 3 Landlord Reference Letters
• 4 Who should write the letter?
• 5 What should a landlord reference say?
• 6 Tenant Reference Letters
• 7 How do you write a reference letter for a rental?

Rental Reference Letters

What to include.

A rental reference letter comes from a landlord and it contains information about the tenant. This letter has different purposes including:

• Tenants use it when they intend to rent a space in a new location.
• Tenants use it for employment purposes as part of their requirements.
• Creditors require it when tenants apply for loans .

Generally, a formal rental or landlord reference letter must contain the following elements:

• The date when you wrote the letter.
• The name of the person to whom you’re addressing the letter.
• The complete name of the tenant.
• The address of the property you’re renting out.
• The inclusive dates when the tenant rented your property.
• Details about how your tenant paid their rent to you. Specify whether the tenant made payments on time or not. In case of late payments, specify if the tenant had any good reasons for paying late.
• Details about the condition of your rental property. Indicate whether the tenant cared for the property and if they left the property in good condition.
• Details about how the tenant behaved throughout the time they spent on your property. Was the tenant a good person? What kind of relationship did the tenant have with their neighbors? Would you rent your property to the same tenant again in the future?
• Your contact details as the landlord. This is very important should the recipient want to ask for more information.

Landlord Reference Letters

Who should write the letter.

A tenant can significantly increase their chance of getting a great rental unit after spending months searching for it. If you want to help them out, you can provide a rental reference letter. Of course, you as the current landlord aren’t the only person who can provide a rental recommendation letter. Other options are:

• Previous landlords The best way for a potential landlord to find out if the tenant is a good one is to ask the person they have rented from in the past. If one of your tenants still rents your property but they request this letter form you so that they can move to a new place in the future, then you can compose the letter for them.
• Property managers Property managers can also speak about a tenant’s prior experiences as a renter, shed light on their level of responsibility, and attest to their good points.
• Supervisors Although an employer isn’t the best person to share about a tenant’s financial responsibilities or rental history, they can vouch for the tenant’s personal qualities.
• Colleagues Requesting colleagues for personal references may suffice too, more especially so for tenants who aren’t on good terms with their supervisors. Colleagues can freely talk about the tenant’s accountability and professionalism with a personal touch.

What should a landlord reference say?

As a landlord, you would expect and appreciate a thorough and honest rental reference letter on potential tenants. But if you’re a former landlord, will you extend the same courtesy to the new landlord of your former tenants?

You should. If one of your tenants requests a landlord reference letter, provide the required information succinctly and honestly. Here are some tips to do this:

• Start with the salutation and date The salutation you write should be something like, “To Whom It May Concern.”
• Include information about the tenancy Include the complete name of the tenant, the address of the rented property, and the occupancy dates.
• Share payment details Indicate whether the tenant made payments late or on time. Share incidents where issues arose because of payments and how you resolved these.
• Reveal the condition of the rented property Indicate how the tenant the condition of the property when the tenant left. Did the tenant leave the property in good condition or were there any damages?
• Give details about the tenant’s behavior Did you or the neighbors have a hard time dealing with the tenant? Were there instances where you had to call the police for any reason?
• Give a summary of your relationship with the tenant In a few sentences, give your thoughts on how you feel about renting your property to the same tenant.
• Give your contact details This is an informal invitation to reach out to you if the reader needs any clarification.

The letter must only state facts related to the tenancy. You shouldn’t adulterate it with personal feelings or opinions. It’s not a good practice to discuss personal information about the tenant that isn’t related to the tenancy.

At its best, you should base this letter on facts accompanied by a brief endorsement. Based on the information contained in the letter, the new landlord will have the opportunity to assess all of the facts. Then, they can decide whether to rent their property to your former tenant or not.

Tenant Reference Letters

How do you write a reference letter for a rental.

A rental reference letter should be both brief and direct to the point. As long as the letter contains the required information, the rest of the letter can briefly talk about the tenant’s trustworthiness. When making a tenant reference letter for a rental, include the following:

• Introduction The letter should begin with a formal salutation. If you personally know the recipient, then you should write their name. This paragraph should include your name as the previous landlord name, the name of the tenant, the duration of their occupancy, the rent they paid each month, and if applicable, any payment violations that you had to deal with during the duration of the tenancy.
• Body paragraphs Since the introduction already contains all of the required rental information, this section contains relevant information about the tenant’s behavior during the occupancy to help the new landlord with their decision.
• Conclusion Usually, this consists of a brief statement – a sentence or two. This last part contains your recommendation as the former landlord. After this is your formal sign-off, date, signature, and contact details.

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FREE 18+ Landlord Statement Templates in PDF

What is a landlord statement? A landlord is a person who owns and manages a property such as an apartment, house, lot, or condominium that is either leased or rented to individuals or business entities. Landlord statements are sample statements given by a landlord to declare something about a particular thing that involves the leased or rented property.

Landlord Statement Template

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• Free Statement Samples
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Landlord statements are the main focus of this article. It is an important legal  business statement  documents that is used for whatever purpose it may serve. In this article we will cover the uses of a landlord statement, how to be able to create one, and its many different advantages. We have also included landlord statement templates that you can both use as your own or as a reference for study or other business needs. Feel free to check them out below!

Size: 129 KB

County Landlord Statement Template

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Uses of a Landlord Statement

• A landlord statement is a written statement that is used to answer any questions that an entity wants to know or ask about the landlord and his property. This entity can be a government authority or a private business to whom the landlord is applying for financial assistance or general assistance.
• A landlord statement is used as a consent form or entry form that serves as proof that a tenant has been allowed or not allowed to do within the premises or property.
• A landlord statement is filled out by prospective tenants to help or assist them on how to rent or lease a particular property and answers questions regarding the lease or rent of the property. You might also be interested in  rental billing statement templates .
• A landlord statement is used to declare or identify the identity of the landlord and his property.

There are truly a lot of things where a landlord statement is used. To learn more about other statement-related topics, you may check them out on our website. Some of the topics that you will surely find interesting are compliance statement samples and templates , narrative statement samples and templates , and notary statements samples and templates .

How to Create a Landlord Statement

Use the steps below for you to be able to easily create a landlord statement.

• Determine the purpose of your landlord statement or the reason why you need to create one. It is important that you decide on this because it will help you to think clearly about what you need to do and write on your statement.
• The next step is creating an outline or draft of the type of landlord statement that you want to make. You may also search online for a landlord statement template that is appropriate for your needs. This way it will be more convenient for you to complete the task and finish it easily.
• When creating a draft or outline, you may refer to samples or templates to guide you on what to include on your statement. You may also see  landlord notice .
• After creating your draft, prepare the sheet where you will be transferring it. Set the page layout, paper size and orientation of the paper or document you will be using. It is also important to set the margin size of your paper to the same size for all sides to give it a framed and professional look.
• One by one transfer the contents of your draft to the age or document that you have prepared. Make sure that you do not forget anything.
• Review your work to make sure that the sentences are coherent and that the details are complete. Also check for grammar or spelling errors as it may affect the meaning and purpose of the landlord statement that you have created.
• Save your work and then print the required number of copies that you need. Keep a copy for yourself and provide the other copy to the entity or agency who requested for it.
• Don’t forget to sign both copies and also have it signed by the other party as proof that you both agree to what is written in the landlord statement.

Follow the steps below If you are using a landlord statement template that you have downloaded online.

• Open the file or grant application that you have downloaded. Make sure that it is a file supported by the applications available on your device.
• Read through the landlord statement template that you have downloaded. While doing so, make the necessary changes that you want with it. Change or remove a certain part of the statement form by simply highlighting the word or words that you want to change or remove and then press the backspace button.
• Review the changes that you have made making sure that the landlord statement still means the same thing and that it is still understandable.
• When you are satisfied with it, you can go ahead and have it saved. Print the number of copies that you need.
• Sign both copies and also have the other party sign them.

That is about everything you need to be able to create a landlord statement. No special tools and definitely no special skills. You just need to know what you are doing and why you are doing so. Check out more articles regarding statement samples and templates on our website, like  Employer Statement Samples and Templates , Rental Billing Statement Templates, and  Travel Expense Statement Samples and Templates , to name a few.

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Advantages of Landlord Statement Templates

• Landlord statement samples and templates  provide a complete and comprehensive document that is easy to use and understand.
• You can easily create a landlord statement for whatever purpose with the use of the template.
• You can find different types of landlord statement template online and they are mostly for free so you won’t have a hard time looking for them. The template can be used as your reference if you ever wish to make your own template that is based on your preferences.
• You can easily edit a landlord statement as they are created in file formats that are easy to use and deal with, such as PDF, Word, and Excel.
• Landlord statements templates produce effective and accurate documents easily and conveniently.
• It is easy to print out copies of the template and kept for future use.
• It can be sent via email or any other means available to the landlord.

Templates are indeed useful. If it is a statement template that you are looking for but specifically a landlord statement template, then fear not because we have all sorts of statement templates available on our website that you can check out and choose from. We have titles, like  Declaration Statement Samples and Templates ,  Warranty Statement Samples and Templates , and  Statement of Facts Samples .

Tips for Creating Effective Statement Templates

Use the tips below to help you with creating effective statement templates.

• Use a clean sheet of paper for printing your statement template so that you can produce a presentable and neat document.
• Learn or study about the kind of statement template that you will be making so that you can create and produce an accurate and informational statement document.
• Follow the requirements or standards for creating the document if they are provided by the entity you are submitting it to.
• When making the statement on the computer using your application of choice, make sure to set the page size, page layout, and page orientation first before you start working so that you wont forget about it.
• Use the same margin size for all sides of the statement template to give it a framed look that will make it even more professional and presentable.
• Use simple words that can be understood by anyone without referring to a dictionary or without needing to ask anybody what it means. You may also see  yearly income statement samples .
• Always be clear and concise with your statements to prevent any unwanted confusion that may arise because the whole content was misunderstood.
• Use existing statement samples and other templates as your reference or guide when you are making your statement template. They will greatly help you with the layout of your template and give you ideas on what other things you can do.

We hope that you find this article useful. To learn more about statements, check out more statement-related topics like Disclosure Statement Samples & Templates , Free Cash Flow Statement Samples and Templates , and  Essential Financial Statements for Your Business .

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Letter of Recommendation for a Tenant

In this article:

• What should you include in a landlord reference letter?
• What should you avoid in a landlord reference letter?

Four tips for providing a letter of reference for a tenant

How to write a landlord reference letter, landlord reference letter samples.

As a landlord, you’ll likely be asked to write a letter of reference for a tenant at some point. Your policy may even be to request a letter of recommendation for tenants who are applying to your rental . A landlord reference letter helps you confirm that a tenant is reliable and that they can adhere to the terms of the lease — and it’s important to be able to provide the same info to other landlords when requested.

What should you include in a landlord reference letter ?

A landlord reference letter will typically include:

• The date the letter was written
• Your name, address and email or phone number
• The recipient’s name (or a generic greeting)
• The address of the property the tenant rented
• The dates of the tenancy
• Any lease violations, such as late rent payments
• Information about the tenant’s reliability, including late rent payments or lease violations
• Whether or not the tenant maintained the rental property
• Any pet violations or positive pet experiences
• A closing statement
• Your signature

If you’re the one requesting a tenant reference letter , be sure to specify that you would like one from a former landlord — you don’t want the prospective tenant to assume it can be a reference letter from a friend, colleague or roommate. 

What should you avoid in a landlord reference letter ?

Your letter of recommendation for tenants should never violate fair housing laws by discriminating against a protected class of renters. This includes treating someone differently because of their race, color, religion, sex, national origin, familial status, disability and more. You can inadvertently violate fair housing laws by referencing a person’s membership in a protected class, even if you are being complimentary.

Depending on your local laws , you may have additional protected classes to consider when discussing a tenant. It’s always a good idea to have a local lawyer review your landlord reference letter before you send it out.

Always remember to be professional, whether you’re asking for more information from a former landlord or writing a formal letter. Never let emotions or biases cast an inaccurate light on a tenant, whether it’s positive or negative.

Here are four tips to keep in mind when you write a landlord reference letter :

1. Only reference information relevant to the person’s tenancy

Did the tenant pay rent on time and take care of the property? Was their dog well-behaved and looked after properly? Describe your shared rental history with facts, not opinions. You can reference rules and policies in your lease and describe how the tenant followed or violated them .

2. Be honest

The most critical part of writing a personal reference letter for apartment s or other properties is honesty. You don’t want to mislead a future landlord about a challenging tenant, and you also don’t want to give inaccurate statements that could present a negative view of the tenant. Do your best to back all your statements up with proof, like rent receipts or late rent notices .

3. Use a template

A landlord reference letter template will make it easier to maintain your professionalism and can save time when you need to write multiple letters. You can use our sample landlord reference letters  to get started — just copy and paste into your own document and fill in the blanks.

4. Check for typos

Before sending a rental reference letter to a tenant or a landlord, be sure to read it over for any spelling errors and consider having someone else review it as well. If you’re using a template, make sure all the fields are filled in correctly — you don’t want to paste the wrong address or leave a greeting blank. 

When writing a letter of reference for a tenant , it’s generally a good practice to start with an introduction about how you know the tenant and how long you rented to them.

I’m writing this letter of recommendation on behalf of [name], a former tenant of my property at [address]. [Name] was a tenant of mine from [start] to [end].

After that, you can discuss your rental history with the tenant. Talk about their reliability, cleanliness and the rental’s condition when they moved out. Keep it positive — if you can’t recommend the tenant, consider declining to write the letter.

After the specifics, conclude your tenant reference letter with your overall recommendation.

I would gladly rent to [name] again, because they paid rent on time and were very responsible. Please contact me if you have any follow-up questions.

[Signature and contact information]

Here are some sample landlord reference letters to use when recommending tenants:

Sample letter of recommendation for a tenant

Sample letter of recommendation for a tenant with a pet.

For more articles, tips and trends about being a landlord and managing properties, visit our Rentals Resource Center .

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Landlord Reference Letter Made Simple: 6 Pro Tips

Get tips for writing a landlord reference letter for your previous tenants with this comprehensive guide.

Table of Contents

Ever had a former tenant ask you for a reference letter? As a landlord, you may wonder what details to include that can help other prospective landlords. What should you cover, and what's better left unsaid?

A landlord reference letter gives the next landlord a glimpse into an applicant’s character, financial history, and rental history, allowing them to make a decision on the prospective tenant.

So where do you start? In this article, we’ll explore the ins and outs of reference letters from a landlord’s perspective. You’ll discover what information to share and what to omit. We’ll also look at a landlord reference letter template so you can see first-hand how to find the right balance.

New and veteran landlords alike will learn to write helpful references here. So, let’s dive in!

What is a landlord reference letter?

Simply put, a landlord reference letter is a document written by a previous landlord that gives a personal evaluation and endorsement of a tenant based on their rental history and character.

This tenant recommendation letter serves as part of a comprehensive tenant screening process conducted by a prospective landlord. It goes beyond traditional background checks by providing a more personal and relevant perspective on the tenant's character and reliability.

What should be in a landlord reference letter?

In a landlord letter of recommendation, you should share enough details to paint a clear picture of the tenant’s reliability during their time renting from you.

Keep things focused on directly backing up your assessment with relevant examples. Your letter should include:

• The date that the letter was written.
• Your name, physical and email address, and phone number.
• Personalized greeting with the recipient's name.
• Address of the rental property in question.
• Dates of the tenant's previous lease.
• Comprehensive overview of the tenant's rent payment history, including any instances of late rent payments.
• Information regarding any lease violations or breaches.
• Evaluation of the tenant's property maintenance during their tenancy.
• Mention of any positive or negative experiences related to pets, if applicable.
• Closing statement reflecting the landlord's willingness to rent to the tenant again.
• Your signature.

Landlord letter reference tips

So, you're ready to write a landlord letter. Now what? Here are some key pointers to make sure your rental reference letter is effective and professional:

Be honest and relevant

Your landlord reference letter should share insights into the tenant’s performance and reliability as a renter. Provide accurate and true examples that enable the new landlord to responsibly assess your previous tenant.

Specifically, focus on details relevant to being a strong tenant—things like their payment history, property care , rental policy compliance, and communication skills. Note areas where they excelled as well as areas of improvement, and offer context if needed to explain concerning patterns.

The goal is to equip the future landlord with the information needed to evaluate this tenant by spotlighting behaviors that matter to you as a property owner. Keep details focused, truthful and relevant.

Keep information simple and concise

Make sure that the information you provide is clear, concise, and easy to understand. Use plain language to share details about the tenant's rental history and behavior.

Key points the new landlord wants to know about your previous tenant are:

• Did they communicate well?
• Did they follow the rules and policies?
• Did they take good care of your property?
• Did they pay rent promptly?
• Did they leave on good terms?
• Were they a responsible and reliable tenant?

Legal considerations

When writing your landlord recommendation letter, you should also keep some important legal considerations in mind to protect all parties involved. With that said, be sure to:

• Avoid discrimination : The letter must not contain any discriminatory remarks or biases based on race, color, religion, sex, national origin, disability, or familial status, in compliance with the Fair Housing Laws .
• Privacy concerns : Be cautious not to disclose any personal information about the tenant that could infringe upon their privacy rights. Avoid mentioning personal issues or characteristics unrelated to their tenancy.
• Defamation avoidance : Refrain from making any negative statements that could be considered defamatory. If you have concerns about a tenant, it's advisable to stick to facts and avoid personal opinions or unverifiable claims.
• State laws and regulations : Be aware of any specific laws in your state or locality that might apply to landlord references. Some areas may have specific regulations about what you should include or not include in a landlord recommendation letter.
• Consent : If possible, obtain consent from the tenant to provide a reference. It can help assure transparency and avoid any potential legal issues related to privacy.

Closing statement

End the reference letter with a concise concluding statement. An example closing statement in your formal letter is:

In closing, I confidently recommend Jane Doe as a responsible, reliable renter based on her 3-year tenancy with me. She always paid rent on time, cared for the property, and respected policies. Please contact me for any other insights helpful in considering her application.

Use a letter template

It’s understandable to feel apprehensive about reference letters — knowing what to say isn't always easy. That’s where leaning on a landlord reference letter template can help. Templates serve as handy blueprints that take the guesswork out of structuring your document.

Of course, you'll need to tailor and tweak the landlord reference letter samples to match your specific experience. Tweak the tone and swap in your specific lease details. Make it your own while benefiting from best practices available to you online.

Be sure to proofread your reference letter for any errors, typos, or grammatical mistakes.

A well-written and error-free letter for a tenant enhances your credibility as a landlord and reflects your professionalism. Consider asking someone else to review the reference letter for a supplemental perspective.

Landlord reference letter template

Here's a sample landlord reference letter you can use when another landlord requests information on a former tenant of yours.

Include your contact information at the top:

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

Body of the landlord reference letter template:

Dear [Recipient's Name],

I am writing to recommend [Tenant Name], a former tenant at [Rental Property Address] from [Lease Start Date] to [Lease End Date].

[Tenant's Name] was consistently punctual with rent payments and maintained the property in excellent condition. They adhered to lease agreement terms without any violations and communicated effectively throughout their tenancy.

In summary, [Tenant's Name] demonstrated exemplary tenancy and responsibility. I recommend them for your rental property and am available for any further information.

Reference letter for landlord

Writing a quality reference letter doesn't have to be painful or time-consuming if you follow some basic tips. We have covered guidelines on honesty, relevance, legal considerations, word choice, and more to set you up for success.

Keep it simple and factual without exaggeration or complex vocabulary that could confuse the reader. Share details that paint a picture of the tenant’s behavior and character to equip the next landlord in their decision-making process.

If you're still feeling uncertain on how to proceed, reread the tenant’s original lease application or reach out to them as a refresher before writing your landlord letter of reference. Taking a few minutes to follow our recommendations will produce win-win situations for all.

Landlord reference letter FAQs

How recent should the landlord reference letter be.

Ideally, a reference letter should be recent, preferably covering the tenant's most recent rental period. This ensures that the information is current and reflective of the tenant's current circumstances.

Can a landlord decline the provision of a reference letter?

Although reference letters are not obligatory for landlords to provide, refusing to do so without valid reasons can create issues. Open communication and transparency in such cases are necessary to maintain a positive landlord-tenant relationship .

Are digital or email versions of landlord reference letters acceptable?

Yes, digital or email versions of landlord reference letters are generally acceptable. As long as the content is clear, well-structured, and comes from a verifiable source, landlords often appreciate the convenience of electronic communication.

Important Note: This post is for informational and educational purposes only. It should not be taken as legal, accounting, or tax advice, nor should it be used as a substitute for such services. Always consult your own legal, accounting, or tax counsel before taking any action based on this information.

Nichole co-founded Gateway Private Equity Group, with a history of investments in single-family and multi-family properties, and now a specialization in hotel real estate investments. She is also the creator of NicsGuide.com, a blog dedicated to real estate investing.

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WTO / Letters and Emails / Reference / 8 Samples of Landlord Reference Letters (for a Tenant)

8 Samples of Landlord Reference Letters (for a Tenant)

Landlords are often asked to write solid reference letters for their ex-tenants whenever the tenant needs to relocate to a different residential property. The reference letter from the landlord serves to strengthen their rental applications and help them secure a new residential property with another landlord. This request is usually made when the tenant has been living in the property for some time and their tenancy agreement has ended on good terms or naturally.

In the reference letter, the landlord should provide a detailed description of their experience with the specific tenant, highlight the tenant’s valuable attributes and character traits, and provide the new landlord with valuable insights into how they were able to maintain an excellent renting relationship with the former tenant and vouch for the tenant’s candidacy.

This article provides a practical guide for writing landlord reference letters, including the components of the letter, things to avoid while writing it, and essential tips to keep in mind to ensure that you write a strong recommendation letter for your tenant.

What is a Landlord Reference Letter?

It is a formal document written to provide information regarding a particular tenant’s rental history and behavior.

You can write this letter for your former tenant. Reference letters from landlords are essential because they give the new landlord a first-hand account of the tenant’s character and how well they maintained their previous tenancy agreement. This is relevant for the new landlord, as it will enable them to determine whether or not the tenant is safe, reliable, and trustworthy.

Who Can Ask for a Reference Letter from the Landlord?

Tenants seeking to rent a new residential property with another landlord can request the previous landlord write them a reference letter. However, this is usually the case when they have lived on the property for some time and have established a good relationship with the specific landlord.

On the other hand, renters who frequently move from one residential property to another may also ask for reference letters. Still, in this case, they should seek references from previous landlords who know them well enough to provide them with solid recommendations.

What Should I Include in the Letter?

Landlords writing reference letters should provide adequate factual information in their letters to help new landlords ascertain whether a given applicant is suitable for the property or not.

Here are the essential details that you should incorporate in your letter:

Your name, address, and email or phone number

The first essential item of an effective reference letter from a previous landlord is the sender/writer’s identifying information and contact details. The details to write in this section include your name, mailing address, and contact information.

Teresa Houston, 2211 Shady Ave. Prospect, AK 99801 (234)555-5555

After providing the information given above, leave a single blank line and provide the date on which you are writing the letter.

April 14, 2022

Recipient’s information

The letter should also include the recipient’s name and address . Include the recipient’s correct title, such as Mr./Mrs./ Ms., depending on their gender, preceded by their name and address.

Mr. James Smith, 1342 Shady Avenue, Prospect, AK 99801

Formal salutation

At the beginning of your reference letter from the landlord, write a formal salutation using their correct title and last name. Including a formal and personalized salutation in the reference letter establishes the cordial tone necessary for building rapport with the letter’s recipient.

Dear Mr. Smith,

Introduction

The next step requires you to provide an introductory paragraph that immediately communicates the letter’s purpose and grabs the reader’s attention. Then, as is customary with any reference/recommendation letter, you should introduce the tenant and describe all their pertinent rental information. This entails providing the tenant’s name, the physical address of the property the tenant rented,  the exact dates of tenancy, monthly rent amounts, and the type of tenancy agreement (e.g., lease or month-to-month) that the tenant signed.

If possible, include any specific terms and conditions of the tenancy agreement that the tenant did not adhere to, such as late payment violations, to enable the landlord to decide on the specific applicant.

This reference letter is to recommend Kylie Hopkins, who was my former tenant at the Twinkle Apartments in Prospect, AK 99801, between November 2018 and May 2022. Ms. Hopkins rented an apartment in building A, unit number 7, On the complex’s first floor. She signed a lease agreement on December 1, 2018, with a monthly rent of $1,480, payable in full each month. Ms. Hopkins was one of the most reliable tenants I have ever had. She always paid all her rent on time and did not violate any terms of our lease agreement.

The body of the letter should describe your knowledge of the tenant. The section can be written using either a single body paragraph or more paragraphs. Generally, this section of your letter should delve into the tenant’s behavior that demonstrates their reliability as a resident.

To help prospective landlords make an informed decision about whether or not to rent out to this particular tenant, you should provide all the pertinent information about the tenant’s conduct within your rental property, including whether or not the tenant maintained your rental property, any positive pet experiences, or pet violations (if applicable). Review the sample body paragraph provided here and use it as a reference point when writing your reference letter’s body.

Ms. Hopkins was an exemplary tenant. She never bothered her neighbors and maintained absolute respect for the property she rented. I have never received complaints from my other tenants about her or her visitors. She always kept the apartment clean, tidy, and in proper condition. For the entire period that Ms. Hopkins has been my tenant, her conduct has always been exceptional, and I must commend her for that.

The last section of your reference letter from the landlord should reiterate why you feel your former tenant is the ideal candidate for renting the specific property. Express your confidence in the tenant’s ability to maintain a clean and safe living environment for themselves and their neighbors, a quality that most landlords often look for when selecting prospective tenants. Afterward, provide your contact information in the form of a reliable email address or mobile phone number.

I am happy that Ms. Hopkins chose to rent from me for all these years, and I have no uncertainties about recommending her as a responsible, reliable tenant to any prospective landlord looking for someone to rent out their residential property. If you need further clarifications or you have any questions for me regarding Ms. Hopkins’ suitability as a tenant, kindly contact me at (234)555-5555.

Lastly, include a formal sign-off or complimentary close such as sincerely, yours honestly, regards, etc., then write your name and provide your signature.

Regards, Teresa Houston [Signed name].

Landlord Reference Letter Template

[Sender’s name]

[Sender’s address]

[Sender’s contact information]

[Recipient’s name]

[Recipient’s title]

[Recipient’s address}

Dear [recipient’s title and last name]

I am writing to recommend [Applicant’s name] as a tenant for your property. [Applicant’s name] has been a tenant of mine since [date].

I have known [Applicant’s name] for over three years, and during that time, I have observed him to be an excellent tenant. [Applicant’s name] has always paid his monthly rent in full and on time and is generally responsible for the house. He takes great pride in his rental home and regularly takes good care of it, mowing the lawn, weeding the garden, and keeping the house clean. Besides, [Applicant’s name] is a quiet person and doesn’t make any unnecessary noise within the rental premises.

I would highly recommend [Applicant’s name] as a tenant, and I hope that this recommendation will help you make your decision in his favor. Kindly feel free to contact me at [provide your contact information] if you have any questions or need further information. Thank you for your time, and I wish you all the best.

[Your name]

[Signature]

Landlord Reference Letter Sample

This reference letter is to recommend Kylie Hopkins, who was my former tenant at the Twinkle Apartments in Prospect, AK 99801, between November 20XX and May 20XX. Ms. Hopkins rented an apartment in building A, unit number 7, on the complex’s first floor. She signed a lease agreement on December 1, 20XX, with a monthly rent of $1,480, payable in full each month. Ms. Hopkins was one of the most reliable tenants I have ever had. She always paid all her rent on time and did not violate any terms of our lease agreement.

I am happy that Ms. Hopkins chose to rent from me for all these years, and I have no uncertainties about recommending her as a responsible, reliable tenant to any prospective landlord looking for someone to rent out their residential property. If you need further clarifications or you have any questions for me regarding Ms. Hopkins’ suitability as a tenant, kindly contact me at (234) 555-5555.

Regards,  

Teresa Houston  

The landlord reference letter provided serves as an excellent guide for writing similar letters, primarily due to its well-defined structure and detailed content. The structure aids in presenting the tenant’s history and characteristics logically and comprehensively, making it a valuable template for anyone seeking to draft a similar letter.

Key to the letter’s effectiveness is its inclusion of specific details like the tenant’s address, unit number, lease duration, and rent amount. These specifics add credibility to the reference by demonstrating the landlord’s familiarity with the tenant and their rental history. The body of the letter emphasizes the tenant’s positive qualities, such as timely rent payments, respect for neighbors, and maintenance of the property. This focus on positive attributes effectively reassures the prospective landlord of the tenant’s reliability and responsibility, making it a persuasive tool in the tenant’s favor.

The professional tone maintained throughout the letter, coupled with a direct recommendation in the conclusion, further enhances its impact. The letter’s concluding offer to provide further information and the inclusion of contact details and a space for the landlord’s signature add layers of authenticity and personal touch. This approach not only makes the reference more trustworthy but also provides an avenue for the prospective landlord to verify the tenant’s suitability, reinforcing the letter’s role as a comprehensive and credible endorsement for the tenant.

Free Templates

Given below are landlord reference letter templates:

What Should be Avoided in a Landlord Reference Letter?

While writing a reference letter from a landlord , there are certain things that you should avoid mentioning or including in the letter. This includes mentioning any personal facts about the renter that could violate any fair housing laws established within your local state.

For example, it is recommended that you do not include any information related to the tenant’s race, gender, sexual orientation, religion, familial status, disability, nationality, or any other protected categories. Another thing to avoid while writing such a letter is any information that may be deemed confidential, such as the renter’s income and tax status or previous eviction history.

Finally, it would be best if you didn’t make any false statements about the tenant in your reference letter. To ensure you comply with the local and national housing laws, consider having an attorney review your reference letter from the landlord before sending it out.

Effective Tips

To ensure your landlord reference letter is effective and able to add value to your former tenant’s rental application process, consider the following essential reference letter writing tips:

Honesty is the most important thing when writing a letter of recommendation or reference letter. You should not deliberately hide any information or present false information, knowing that it may lead to the denial of your former tenant’s application. Instead, you should provide a reference letter that is honest and truthful, outlining all the positive and negative aspects of your former tenant’s tenure so that you can help the property owner make a more informed decision.

Check for typos

Before sending out your letter, you should always go over it for any spelling or structural errors and ensure it is error-free. After proofreading your letter, ask someone else to check it for typos. This will help you identify any mistakes that can prevent your former tenant’s rental application process from being successful.

Only add relevant information

One of the main reasons for writing a reference letter is to provide the prospective landlord with information about your former tenant, including their qualifications and character as a tenant. Avoid including irrelevant information that might look extra to the property owner and focus only on information related to the applicant’s rental history and reliability.

Key Takeaways

• A landlord reference letter is an important document that plays a significant role in helping your former tenant secure the rental unit they are looking for.
• The reference letter provides a first-hand account of your former tenant’s character and their relationship with you as their landlord. It also covers the tenant’s pertinent rental information, including the building they rented, the property’s address, the length of the lease, monthly rent payments, etc.
• A good reference letter from a landlord should be factual and provide the prospective property owner with valuable information about the tenant that can help them decide on the applicant’s rental application.
• All reference letters should be written following the standard business letter format , include only the most essential information, and be free of grammatical or spelling mistakes. Most importantly, you should make sure that the letter does not include personal facts about the tenant that could be deemed to violate any of the rules established in the Fair Housing Act.

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10 Landlord Documents and Forms (Free Template Downloads)

As a landlord, there’s a lot you need to keep track of. 

Communications, maintenance visits, rent collection, you name it. There’s just too much to manage effectively without a little help.

As a landlord, documents of all kinds are essential in that effort to properly manage your properties.

Whether it's a rental application, lease agreement, security deposit, or eviction notice, at every stage there’s likely a form that corresponds with that event or part of the rental process. 

Below, we’ve gathered a list of downloadable forms and templates for a variety of situations.

While not necessarily an exhaustive list, this is an extensive starting place that should set you up for success, or help you refine an already established process.

To jump straight into our massive repository of landlord documents and forms, check out our rental form and template resources at: Real Estate Rental Form Templates for Landlords & Prop Managers .

Important Landlord Forms

There are many different forms and documents a landlord should keep on hand and/or store for future use. 

Fortunately, you can use a template for many of these documents.

Here are some of the most important or most commonly used forms to keep on hand along with a link to downloadable templates of each: 

1. Lease agreement 

The most basic and important of all rental agreements, a lease agreement is the formal agreement binding tenant and landlord.

That can be a month-to-month lease or a lease term, typically of 12 months. 

Your lease agreement is more than just a place for a signature, though.

It’s important to make sure to disclose all important information related to your policies within your lease agreement.

Not only so that your tenant is aware of them, but so that if your tenant breaks one of those policies later you can reference their signed lease agreement agreeing to follow said policies. 

• Download the Residential Lease Agreement Template.
• Download the Commercial Lease Agreement Template .
• Download the Month-to-Month Lease Agreement Template .

2. Rental application

The second most important document, a rental application is much less complex than the lease agreement.

This is pretty standard and doesn’t typically differ much, as most rental application templates have the same basic information.

Having said that, it’s important to use this format and to collect the applicant’s signature before screening.

• Download the Rental Application Template . 

3. Lead disclosure form

Almost always paired along with the lease agreement, providing a lead disclosure form to new tenants is required by law.

The point is to disclose information related to the potential health hazards of lead-based paint in older properties. 

• Download the Lead-Based Paint Disclosure Guide and Downloadable Template .

4. Security deposit receipt

A security deposit receipt is used as official recognition that you have collected a security deposit along with the date, amount, and importantly the location where the funds are being stored.

In most states you’re required by law to disclose to the tenant where you’re keeping the security deposit funds, as they’re still technically their funds, not yours. 

• Download the Security Deposit Receipt . 

5. Security deposit return letter

And at the end of the lease, you’ll also provide a security deposit refund document.

This is important to provide in case the tenant attempts to dispute that you never returned their security deposit. 

The page should detail any deductions and what those deductions were used to pay for.

• Download the Security Deposit Return Letter .  

6. Eviction notice

An eviction notice is one of those things you wish you’ll never need… 

… but you’re glad you have it when you do. 

In most states, some kind of eviction notice must be delivered to the tenant before you’re allowed to evict them.

As a companion to our eviction notice template below, make sure to check your state and local laws regarding evictions.

Not only do you not want to misstep, but virtually every state– and even city or county– is different.

• Download the Eviction Notice Template. 

7. Lease termination form

A lease termination form is typically used in situations where you need to terminate a month-to-month lease. 

Similar to what we mentioned above about eviction notices, it’s important to check with your state and local laws as the amount of notice you must given tenants will vary depending on your area. 

• Download the Lease Termination Template .  

9. Maintenance checklist

A maintenance checklist is vital for keeping track of and documenting the condition of your units.

This can be used as a move-in checklist to get the tenant to sign-off on the condition of the property on move-in as well as during the lease during routine inspections. 

• Download our Apartment Maintenance Checklist
• As well as our HOA Maintenance Checklist  

10. Turnover checklist

On the flip side of this, you’ll also want a checklist for when a tenant is moving out.

That’s where the turnover checklist comes in. 

You’ll preferably schedule an appointment to inspect the unit or property with the previous tenant present while marking up the checklist so that they can sign off on the assessment (and there isn’t any funny business). 

• Download our Make Ready Apartment Turnover Checklist 

Importance of Forms And Documents

Why is it so important to have the right forms as a landlord?

If you’re new to property management, you might be trying to get a leg-up and prepare yourself with everything you need to be a successful landlord.

The right forms and documents are important for a number of reasons.

Save time when you need to future reference

There will be times, whether good or bad, when you’ll need to reference something that should have been documented.

If you’re unorganized or don’t document important aspects of your tenant relationship, you could find yourself regretting it in the form of wasted time.

But that’s not all…

Protect yourself and your property investment from legal woes

Even if you do a stellar job screening tenants, you’ll occasionally have issues, one that could result in a lawsuit. 

In this case, the right documentation could save your hide big time. 

For example, a tenant could claim that you violated one of their rights. 

However, if the lease agreement they signed clearly states your policy on said matter– and they signed it– that could be all the protection you need.

Or, if you need documentation of unpaid to take a tenant to court yourself, having that would be essential to winning your case.

Make tax time easier

Having your financial documents in order can also make-or-break you at tax time.

You’ll want data on any purchases, sales, exchanges, rental income, and expenses to make things as easy as possible when it comes time to report as this is all information you’ll need to dig up eventually anyway.

Additional resources

Looking for more great resources?

Whether you’re a landlord or property manager, the DoorLoop blog is filled with resources to help you save time and optimize your process.

Make sure to check out these additional resources: 

• Property Management Resources
• Real Estate Rental Form Templates for Landlords & Prop Managers  
• Property Management Blog | Sales, Marketing, & Business Tips   

Frequently Asked Quesitons

David is the co-founder & CMO of DoorLoop, a best-selling author, legal CLE speaker, and real estate investor. When he's not hanging with his three children, he's writing articles here!

The information on this website is from public sources, for informational purposes only and not intended for legal or accounting advice. DoorLoop does not guarantee its accuracy and is not liable for any damages or inaccuracies.

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Home > Blog > Tenant Screening > Free Landlord Reference Letter Template

Free Landlord Reference Letter Template

Searching for a free landlord reference letter template?

When you have the good fortune of finding a great tenant, it can be difficult when they decide to leave your rental for another. In the process, the tenant may also request a landlord reference letter from you to provide additional information to their new landlord and strengthen their rental application.

However, if you don’t consider yourself a wordsmith, it might be hard to stare at a blank piece of paper and know what to write about a former tenant.

In this article, we’re going to share a few tips about writing a recommendation letter for a tenant and also provide an example of a free landlord reference letter template you can use to write your own!

What is a landlord reference letter?

Very similar to character references or professional recommendation letters, a landlord reference letter is written by previous landlords when their former tenants are applying for a new rental.

If a previous renter requests a reference letter for you, it’s normally safe to assume that you and the tenant had a good renting relationship. In general, potential new landlords will use this letter to determine whether or not the tenant is safe, reliable, and trustworthy.

What should I NOT include in a landlord reference letter?

When writing a reference letter for a tenant, be sure to avoid mentioning any personal facts regarding the tenant that could violate any Fair Housing Laws .

What SHOULD I include in a landlord reference letter?

If you’re stumped as to what you should include in a reference letter for a template, think about what you yourself would want to know about a tenant.

• Did the tenant pay their rent on time?
• Was the tenant clean? Friendly? Quiet? Respectful?

Asking yourself what information you’d like to know about a tenant in a landlord reference letter will give you the inspiration as to what you should include in the letter you write.

Additionally, you should also be sure to include how long the tenant rented from you, when they rented from you, and your contact information. Including your contact information can help the landlord check up on the reference letter & verify that you’re a real landlord (as opposed to a fake reference letter from a tenant).

You can use the following free landlord reference letter template below to draft a recommendation for a tenant!

TENANT NAME:

To Whom It May Concern:

[TENANT NAME] was my tenant from [DATE] to [DATE] and rented my property at [RENTAL UNIT ADDRESS]. 

While they lived in my rental, they:

(Include all that apply & feel free to include your own.)

• Consistently paid rent on time
• Took good care of the property
• Responded promptly to any communication I sent
• Were cordial and polite
• Had no issues with neighbors
• Cleaned up after their pet (if applicable)
• Alerted me immediately of any maintenance issues

Overall, [TENANT NAME] was a clean and respectful tenant, and I would rent to them again. If you have any further questions, please don’t hesitate to reach out to me using the contact info below.

[YOUR NAME]

[YOUR BUSINESS NAME]

[YOUR EMAIL & PHONE NUMBER]

Sample Landlord Reference Letter

Following the template above, here’s an example of what a sample landlord reference letter could look like:

DATE: July 07, 2021 TENANT NAME: JOHN SMITH To Whom It May Concern: JOHN SMITH was my tenant from June 01, 2020 to June 30, 2020 and rented my property at 142 Wallaby Way in Springfield, Illinois.  While John lived in my rental, he paid rent on time every month and took good care of the property. He never received any complaints from neighbors, and his dog is very friendly and well-trained. Overall, John was a clean and respectful tenant, and I would rent to him again. If you have any further questions, please don’t hesitate to reach out to me using the contact info below. Sincerely, Anna Johnson AJ Properties & Real Estate [email protected] (555) 555-5555

In conclusion, your landlord reference letter doesn’t need to be a work of Shakespeare. Be concise and honest in your recommendations for the tenant, while also ensuring you don’t violate any Fair Housing Laws.

In general, reference letters for tenants should include only information as it relates to your renting experience with them.

Disclaimer: This content is not intended to substitute, replace, or be construed as professional legal advice. It is for referential purposes only and not meant to replace the advice of your legal counsel, legal representation, and or lawyer. Please consult your professional legal representation or lawyer to ensure your eviction notice letter is compliant with any local, state, and/or federal laws.

Fists fly between landlord and ex-tenant: Broadview Heights Police Blotter

• Updated: Aug. 07, 2024, 10:31 a.m.
• | Published: Aug. 07, 2024, 7:34 a.m.
• John Benson, special to cleveland.com

BROADVIEW HEIGHTS, Ohio

Fight: Wallings Road

On July 16, police were dispatched to a Wallings Road address regarding a fight between a landlord and his former tenant.

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Troubled landlord Springfield Gardens sells remaining properties, but not to buyer city courted

• Updated: Aug. 08, 2024, 7:33 p.m.
• | Published: Aug. 08, 2024, 7:13 p.m.

This apartment building at 72 Pearl St. in Springfield was sold by the troubled Springfield Gardens along with the rest of the Armoury Square buildings in July 2024. The Republican

• Jim Kinney | [email protected]

SPRINGFIELD – Blight-ridden landlord Springfield Gardens has sold its remaining Springfield properties to a landlord accused of negligence following a New Year’s Day 2017 Holyoke fire that claimed three lives.

In a move that frustrated Springfield officials, the buyer was not the developer the city was working with in hopes of sealing a deal to renovate Springfield Garden’s troubled inventory of buildings, said Timothy T. Sheehan, chief development officer.

If you purchase a product or register for an account through a link on our site, we may receive compensation. By using this site, you consent to our User Agreement and agree that your clicks, interactions, and personal information may be collected, recorded, and/or stored by us and social media and other third-party partners in accordance with our Privacy Policy.

City of Atlanta releases statement about Red Martini Lounge

Atlanta police were called out to the Red Martini Restaurant and Lounge along Peachtree Street in Buckhead after a landlord-tenant dispute on Aug. 7, 2024.  (FOX 5)

ATLANTA - The City of Atlanta has released a statement regarding the eviction of Buckhead's Red Martini Lounge, characterizing the incident as a private dispute between the landlord and the business. 

The statement, issued by the Nightlife Division of the Mayor's Office, indicated that city officials will monitor the situation closely while reaffirming their commitment to supporting local nightlife establishments.

Red Martini was evicted on Wednesday following a year-long dispute between the lounge's owners and their landlord. Brian Alt, who identified himself as the bar's owner, claimed that the eviction occurred despite his timely payment of rent.

Court documents reveal that the landlord-tenant dispute began in August 2023. A Fulton County Magistrate Court judge ruled in favor of the landlord, Raph + Rita Ventures, LLC, in December. Judge Todd Ashley noted in the ruling that the landlord had terminated the lease on August 4, 2023, and that Red Martini had been a tenant at sufferance since August 11, 2023, when it forcibly retook possession of the premises, excluding the landlord.

The court's decision also outlined the rent costs owed by Red Martini and ordered the removal of the tenants in December.

RELATED: Remains of Red Martini lounge looted after being evicted from Buckhead location

Following the eviction, looters reportedly arrived at the premises, stealing items including televisions and boxes of liquor, which were loaded into moving trucks.

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Can You Negotiate Rent?

Finding the perfect rental that checks all of your boxes - location, amenities, square footage, and budget - can seem like a daunting task. But what happens if you’ve found the right place and it’s slightly out of your budget? Or maybe you’re renewing your lease and the rent has increased? There’s one way you may be able to reduce your monthly rental budget without moving to a new place, and that’s by negotiating rent. Negotiating rent may sound intimidating, and you may wonder if you can even negotiate rent. We’ll outline the best practices and key takeaways to help you negotiate rent successfully.

Can you negotiate rent?

Yes, you can negotiate rent, but not every landlord will be receptive to this. Landlords are running a business, and asking them to reduce their revenue is not ideal for them. However, if you find that your property manager or landlord is curious or more lenient about the rent price, you may be able to negotiate your rent.

How to negotiate rent

Sometimes, it can be easier for new tenants to negotiate the monthly rent payment than existing tenants with a lease up for renewal. But if the landlord is open to rent negotiations and you have the right leverage, it’s possible, even when renewing a lease or rental agreement . Here’s what you should know to set yourself up for success when negotiating rent.

Do rental market research

Researching the rental market is a good skill to develop and maintain. Getting to know the surrounding rental rates for apartments and homes with similar amenities can help you to negotiate your rent. During your rental research, you probably found a few places you'd be willing to sign a lease to rent. Make a list of how they compare with the unit you're currently renting.

Keep this list in the back of your mind as you respectfully speak with the property manager or landlord. If you let them know their unit is one of the few you're looking at, you may have more bargaining power. If the property manager or landlord believes their unit is your only option, they may not feel compelled to lower the rent.

Similarly, if you’re renewing your lease in the same apartment, check the current rent prices of other units in your building. Suppose a comparable unit has a rent price that’s considerably less than what you’re currently paying. In that case, this can be a positive sign to negotiate your rent with your leasing agent or property manager.

Local rent prices aren’t a secret, and you can find them in newspapers, Craigslist, or real estate listing sites . Though rent prices can change daily, having a rent range in mind can give you a significant advantage in negotiations.

Choose the right counteroffer

Go into negotiations understanding what you want to accomplish. Start by determining what the proper rent amount is to offer when you start negotiations. If you offer too low, you may end up insulting your landlord. That’s not the best way to start your landlord-tenant relationship. You also don't want them to think you haven't done your research about current market rents.

Researching local rental rates similar to your apartment in cost and amenities is valuable information for a counteroffer as it gives you some hard limits to your price. When making the right counteroffer, start a little lower than you'd be willing to pay. Starting with a lower rent allows compromise, so both parties consider it a win-win negotiation.

Negotiate during the off-season

The time of year can be significant for rent negotiation. Rentals are often seasonal, and there are times when renting demand is higher than the supply of units. Choosing the wrong time of year can make it harder, but not impossible, to negotiate your rent.

The peak season for renting is often during the spring and summer. Negotiating your rent may work, but the landlord has less incentive to agree to a lower price during the busy time of year. The landlord is in a position of power as they know there’s a lack of available apartments and housing units compared to the number of tenants moving.

In the off-season, typically fall and winter, renters are not moving quite as readily, and vacant units may not fill as fast. During this time, landlords are more likely to negotiate to avoid too many vacancies. This may also apply to monthly fluctuations. Many leases finish at the end of a month, and vacancies are higher during the first week than the second week of the month. Therefore, property managers may be more open to your offer during the last week of each month.

Negotiate before your lease ends

Timing is crucial for a successful negotiation. If your current lease is coming to an end, it's best to negotiate rent a couple of months in advance. Starting the conversation early will help you decide if you can negotiate a rent decrease or if moving is the better option. This gives you time to go back and forth with the landlord and find a new apartment, if necessary.

If the landlord senses that you’re in a rush with no other options, they may be less willing to negotiate. You also don’t want the landlord to feel like they were forced into making a decision. By giving them time, they can do their research as well to determine if the ongoing tenancy at a different rent rate makes sense.

Prove you’re a good tenant

It's human nature to want to do business with people you know, like, and trust. Suppose you've never rented from that particular landlord. In that case, letters of recommendation from personal references may help convince your landlord that you'd make a reliable tenant, even at a lower rent price.

Recommendations from your previous landlords should show that you paid rent on time, didn't cause problems with other tenants, left the unit in good condition, and had a cosigner (if one was necessary). These factors speak to your character and potentially give you leverage over an average or subpar tenant.

If you’re renewing your lease, you can use a similar approach to remind your landlord that you have the qualities of a good tenant, such as informing them of rental issues respectfully, paying your rent on time, and helping others in the building. Your landlord may have forgotten your positive qualities, so remind them how helpful it is to keep an existing tenant in the apartment.

Consider adjusting the terms of your lease

You could effectively prevent a rent increase by considering different lease terms, such as a longer lease. However, this may not be the right route unless you’re planning on living in your current residence for a while.

In some cases, this could mean extending your lease term from one year to 18 months. Your landlord may also benefit from changing your move out date to a better time of the year, one where they can fill the unit faster than your original lease term. For example, you could offer to move out at a different time, like the summer rather than winter. The question then becomes whether they would be willing to decrease your rent in exchange for adjusting to a longer term lease.

Leverage amenities at other properties

If rents across your area are more or less the same but amenities vary, it’s in your best interest to discover all you can about other apartments. If there are units with more amenities for less rent, use these rentals to argue for a lower monthly rent.

Suppose your apartment is close to work, school, or in your ideal neighborhood, but it doesn't have a pool. However, an apartment nearby charges less for rent and has a pool and communal gym. If you’re willing to move to this other property that costs less and has better amenities, you could use information about this apartment as leverage for lowering rent.

Consider non-monetary concessions

What do you do if your landlord or property manager is firm on rental rates and won't budge? Consider asking for other items you'd typically have to pay extra for that won't cost them anything.

• For example, consider asking for a second parking pass if you have visitors often or a free parking space.
• Or, if you won’t be using your apartment during certain months, you could ask to sublet the apartment. Subletting would save you money and avoid the trouble of moving out permanently.
• Landlords know that word-of-mouth marketing brings credibility. Ask if you can get a referral fee for helping your landlord fill vacant units.
• If your building allows pets, and you don't have one, can you negotiate lower rent because your unit will be easier to clean when you move out?
• If you don't have a car, can your landlord offer your spot to another tenant and give you a discount on rent?

Offer the landlord something of value in exchange

Depending on how much you want to lower your rent, would you consider doing something for the landlord to help them in exchange for a discount on your rent? For example, most buildings have an on-site manager. If the landlord is not the on-site manager, could you help with those tasks in exchange for a lower rent?

This may include things like cleaning, maintenance, administrative, or marketing tasks. Helping your landlord with some of these activities could reduce their expenses and justify a rental rate reduction. Note that this is more likely to work in smaller apartment complexes.

Or would you be willing to pay several months of rent upfront to receive an overall reduced average rent? Some landlords may appreciate not having to hunt down late rent payments. Not all landlords accept rent in advance, but if they initially decline the offer, consider opening an escrow account and showing them the statement. This would give them peace of mind that your rent is covered for a few months.

Takeaways when negotiating rent

While negotiating rent can be time-consuming and involves a lot of research and communication, the benefit of a reduced rent can be great. These five tips can be helpful once you’re ready to negotiate.

Negotiate in person

This might be intimidating, but when you ask the landlord for a rent decrease via letter, email, or phone call, it's much easier for them to say, "No." Having a face-to-face conversation may make it more challenging for your landlord to refuse you immediately. It's best to have these conversations in person no matter what you negotiate, including rent. Plus, an in-person meeting is a great chance to lean on any rapport you've built in the past or to build new rapport before diving into negotiations.

Prepare documents

When negotiating your rent with your landlord, bring rental pricing for other units with you and a list of amenities. You can also make a summary of your rental payments, references, a credit report, or other documentation to help you make your case for a rent reduction. The goal is to show that you've done your research and have evidence that a reduced rent is fair.

Have a plan

If lower rent is not your goal, know what you want from your negotiations, such as if you're looking for something specific, like a parking space, lower pet fees, access to amenities, or subletting your unit over the summer. In your plan, include how to accomplish your goal - such as how to ask what you want and what you’re willing to negotiate. If negotiations don’t go well, have a backup plan for moving. This can help you from agreeing to terms that you’re not willing to settle for, without worrying that you don’t have another place lined up.

Be polite and patient

Many seasoned landlords don’t expect tenants to be confident, courteous, and patient when negotiating rent. You don’t want to be too aggressive or too compliant in your negotiations. Be respectful and negotiate for what you want. Don't sugarcoat the situation if issues need to change. By staying diplomatic, you may come to a compromise that works and is better than what you had before.

Ultimately try again

Starting rent negotiations with your landlord or property manager can be scary. However, if you've been a great renter and haven't caused problems, there’s no reason not to have that conversation if you want to negotiate your rent. If you ask and they deny you a different rental rate, that's fine, but it doesn't mean you can't try during a different time of the year or when a few units are vacant. If you're reliable and renewing your lease at a lower rate saves your landlord the costs of finding a new tenant, you're in an excellent position to negotiate your rent at another time.

Negotiating your rent can be tricky and uncomfortable. Suppose you're a good tenant or a prospective tenant and can negotiate your rent respectfully. In that case, you could potentially lower your rent and build a better relationship with the landlord or property manager. As with any lease agreement, be sure to get your newly-acquired deal in writing as proof of your successful negotiation.

Redfin does not provide legal, tax, or financial advice. This article is for informational purposes only and is not a substitute for professional advice from a licensed attorney, tax professional, or financial advisor.

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