How to Write a Letter Showing Proof of Residence for a Tenant

PDF download Download Article
PDF download Download Article

Sometimes your tenants need to prove that they live at a certain address. In these situations, you'll be asked to provide an address verification letter. [1] These are easy to write, but you should clarify ahead of time what your tenant needs. They might need a landlord reference letter, which is different.

Method 1
Method 1 of 3:

Getting Details from Your Tenant

PDF download Download Article
  1. Get the person's name and their mailing address. You should mail the letter directly to the person instead of giving it to your tenant.
  2. Does the tenant only need a letter stating the dates they rented from you? Or do they need more information? Clarify ahead of time what your tenant needs so that you are sure to include all of the information.
    • For example, your tenant might need a landlord reference letter, which is different from a proof of residence. With a reference letter, you give your opinion about whether you would rent to the tenant again. [2]
    • Avoid providing information that isn't requested. For example, don't include information about the rent in your letter unless your tenant asks you to.
    Advertisement
  3. Some property management companies protect themselves by having tenants sign a release. In the release, the tenant identifies what information they want released and agree not to sue you for releasing it. [3]
    • Find a release used for employment references and adjust it to fit your circumstances.
    4. Advertisement
Method 2
Method 2 of 3:

Drafting a Proof of Residence Letter

PDF download Download Article
  1. Set it up like a standard business letter . Open a blank word processing document and set the font to something legible, such as Times New Roman 12 point.
    • Use letterhead if you have one. Be sure to leave enough space at the top.
  2. A simple "Dear Mr/Ms/Mrs. [last name] will be adequate. If you don't know who you are sending the letter to, however, use “To Whom It May Concern.” [4]
  3. In the first paragraph, explain that you are writing to verify that the tenants live on your property. Also include the address where they live.
    • For example, you can write, “I am writing to confirm that Mr. Richard Alley currently lives as a tenant on my property located at 1234 End of the Road, Jonesport, Maine 04649.”
  4. You may also need to state how long someone has rented from you. You should include the dates and when the current lease expires.
    • For example, you can write, “Mr. Alley began renting form me on January 1, 2011. His current lease is set to expire on December 31, 2017.”
  5. Your tenants might want you to provide other information, depending on the circumstances. Include that information here, in its own paragraph.
    • For example, you might need to include information on the rent. You can write, “Mr. Alley's current rent is $700 a month.”
  6. State that you can be reached by telephone to answer questions and include your phone number. Type “Yours Sincerely” and then include your name and signature.
    • If you want, you can include your phone number and/or email address underneath your signature. [5]
    7. Advertisement
Method 3
Method 3 of 3:

Writing a Landlord Reference Letter

PDF download Download Article
  1. The purpose of a tenant reference letter is to inform a potential landlord about your tenant. For that reason, you should go through your records and check if you had any problems, such as the following:
    • Timely rent. Was the tenant ever late with rent? If so, did they promptly pay or did you need to pester them?
    • Complaints. Did another tenant complain about excessive noise or a pet?
    • Tidiness. When you walked through the apartment, was it kept in neat condition? Did they notify you about repairs that were needed? You might need to enter the apartment, in which case you should give your tenant proper notice.
  2. A negative reference will anger your tenant. Also, they might challenge its accuracy and claim they lost out on the place because of your reference. For this reason, you should decline to write a landlord reference if it can't be mostly positive.
    • Be honest with the tenant. Say, “I don't think I can write a positive letter. Can you ask a previous landlord?”
    • Also avoid lying in your reference letter. You might think this is a good way to get rid of a bad tenant. However, the future landlord might sue you for misrepresentation.
  3. Open a blank word processing document and set the font to Times New Roman 12 point or something similar. Your letter should be organized like a standard business letter .
    • Use letterhead if you have it, and leave sufficient space up top.
    • Use “To Whom It May Concern” as the salutation unless you know who you are addressing.
  4. Identify how long the tenant has rented from you and any other information your tenant wants included in the letter. You should also explain why you recommend the tenant.
    • For example, you might write, “I recommend Alice Jones as a tenant. Ms. Jones started renting from me on June 1, 2014 in Jonesport, Maine. Ms. Jones has been an excellent tenant, and she's never been late with rent. Because she has been so easy to rent to, I would rent to her again.”
    • Remember not to go overboard with praise. A landlord might think that you are trying to get rid of a problem tenant. Instead, use a neutral tone throughout the letter.
  5. Few tenants are perfect, so it wouldn't be surprising if a tenant was late with the rent once or twice or had a complaint about excessive noise. You can identify any problems with your tenant, and then explain how they corrected the problem.
    • For example, you can write, “During the past three years, only one tenant has complained about Ms. Jones' dog, about a month after she moved in. However, after speaking to Ms. Jones, she took her dog to a trainer, and I've never had another complaint since.”
  6. In your final paragraph, tell the future landlord how to contact you. Include your email address and telephone number.
    • For example, you can write, “Please call with questions. I can be reached at home at 111-1111 or by email at happy_landlord@email.com.”
  7. Type “Sincerely” and leave several blank lines before typing your name. Sign your letter using an ink pen.
  8. Give them a chance to review the letter before you send it off. If there's negative information in the letter, they might decide not to use it. Make a copy of the letter before mailing it.
    9. Advertisement

Sample Letters

Community Q&A

Search
Add New Question
  • Question
    What about a letter to the bank to prove I pay my rent?
    Community Answer
    You can show the bank a receipt from the landlord.
    Thanks! We're glad this was helpful.
    Thank you for your feedback.
    If wikiHow has helped you, please consider a small contribution to support us in helping more readers like you. We’re committed to providing the world with free how-to resources, and even $1 helps us in our mission. Support wikiHow
    Yes No
    Not Helpful 7 Helpful 9
  • Question
    How do I show proof of residency if I am living at home with parents and I am unemployed?
    CageyCat
    Top Answerer
    Your parents can write a letter. Also, if you receive mail at their home, especially bills, those can give some legitimacy to your claim of residence.
    Thanks! We're glad this was helpful.
    Thank you for your feedback.
    If wikiHow has helped you, please consider a small contribution to support us in helping more readers like you. We’re committed to providing the world with free how-to resources, and even $1 helps us in our mission. Support wikiHow
    Yes No
    Not Helpful 2 Helpful 0
  • Question
    May any landlord refuse to confirm residency of their tenants?
    CageyCat
    Top Answerer
    It should not matter to the landlord to write a confirmation letter. If the landlord refuses, you might call the city law office where you live to verify that the landlord is allowed to rent out the property. For example, is it zoned residential? Does he or she have an occupancy certificate?
    Thanks! We're glad this was helpful.
    Thank you for your feedback.
    If wikiHow has helped you, please consider a small contribution to support us in helping more readers like you. We’re committed to providing the world with free how-to resources, and even $1 helps us in our mission. Support wikiHow
    Yes No
    Not Helpful 0 Helpful 1
Ask a Question
200 characters left
Include your email address to get a message when this question is answered.
Submit
      Advertisement

      Tips

      Submit a Tip
      All tip submissions are carefully reviewed before being published
      Name
      Please provide your name and last initial
      Submit
      Thanks for submitting a tip for review!

      You Might Also Like

      How to
      Write a Letter for Proof of Residence
      How to
      Write an Effective Letter of Warning to a Tenant
      How to
      Write a Letter
      How to
      Write a Postcard
      How to
      Write a Complaint Letter to Human Resources (With Templates)
      How to
      Format a Formal Letter (with Examples)
      How to
      Write a Response Letter
      How to
      Address an Envelope to a Married Couple
      How to
      Write a Letter to Your Teacher
      The Complete Guide to Writing an Informal Letter
      How to
      Write Persuasive Letters
      How to
      Write a Letter of Permission
      How to
      Write an Apology Letter
      How to
      Start a Love Letter
      Advertisement

      Expert Interview

      Thanks for reading our article! If you’d like to learn more about renting, check out our in-depth interview with Nathan Miller .

      References

      1. ↑ https://www.hrhelpboard.com/contract-letters/address-proof-letter.htm
      2. ↑ https://www.commercialtrust.co.uk/btl/landlord-advice/tenant-referencing/landlord-reference-letter/
      3. ↑ https://definitions.uslegal.com/l/landlord-tenant-consents/
      4. ↑ http://howtowritealetter.net/letter-of-verification.html
      5. ↑ http://templatelab.com/proof-of-residency-letters/

      About This Article

      Article Summary X

      To write a letter showing proof of residence for a tenant, ask the tenant who you're addressing the letter to and what specific details to include. Open the letter with a simple salutation like, "To Whom It May Concern," and state that you're writing to verify that the tenants live on your property. Provide the tenant's address, the duration of their tenancy, and any additional information requested. Close the letter by providing your full name and contact information, then mail the letter directly to the requester rather than giving it to your tenant. If you want to learn how to write a reference letter for a landlord, keep reading the article!

      Did this summary help you?
      Thanks to all authors for creating a page that has been read 1,657,467 times.

      Reader Success Stories

      • Marilyn Speed

        Mar 20, 2016

        "Very helpful. Easy to comprehend how to write a proof of rental letter for a tenant."
      More reader stories Hide reader stories
      Share your story

      Did this article help you?

      Advertisement