There will come a time in your journey as a landlord when you are asked to provide a reference for your tenant, usually in the form of a written letter. As a landlord yourself, you might even require your applicants to provide a reference letter from their previous landlord. A landlord reference letter helps you and other landlords decide that a tenant is reliable, both in paying rent in full on time and following the terms of the lease.
How to Provide a Tenant Reference
You may find that a tenant’s new landlord will contact you over the phone. Your prior tenant may list your contact information on their application under the references section, and you will likely be asked to answer several questions about the tenant’s rental history. For instance, did they pay rent on time? Did they break the terms of their lease? Did they cause unnecessary damage to your property? Did they leave the property in good condition?
On the other hand, you may also receive a request from a former tenant asking if you will write a favorable reference letter and send it to their future landlord.
Tips for Providing a Letter of Reference for a Tenant
Just as you are in every other aspect of your job, it’s important to remain professional when writing a reference letter for your prior tenant, regardless if your experience with them was positive or negative.
- Be honest
It’s vital to be honest when writing a landlord reference letter for a tenant. In order to give the future landlord an accurate depiction of the tenant, only present them with truthful statements, preferably backed up with proof like rent receipts or late rent notices.
- Only include relevant information
Writing a reference letter is not the time to reflect on past arguments or issues with your tenant that have left you with hard feelings. Describe your rental history with the tenant with facts, not opinions or feelings. Remember, remain professional. Look back to your lease to see what policies were followed and which were not.
- Use a template
It’s important to keep your reference letters in the same format so that things remain precise and professional. A landlord reference letter template will also save you time, especially if you have multiple letters to write. After you copy and paste our template and fill it in with your information, take a final glance to make sure there are no spelling errors or fields left blank.
- Follow fair housing and local laws
Your reference letter should not violate any fair housing laws, and depending on your local laws, there may be additional protected classes to consider when drafting your letter and discussing the tenant. Prior to sending out your reference letter, we suggest having your lawyer review it.
How to Write a Landlord Reference Letter
It’s best to begin your reference letter by stating how you know the tenant, how long they rented from you, and the beginning and end dates of the tenancy. Afterwards, you can work your way into discussing your rental history with the tenant. Remember, be completely honest and professional. You can bring up points such as their cleanliness and reliability. If they left your property sparkling clean, mention that. If they damaged the unit beyond normal wear and tear, you may feel it’s important to mention that as well. Even after thoroughly screening tenants online with a platform like Apartments.com, red flags can fly under the radar. Giving a thorough reference letter can address topics that a screening may not.
If you feel as though you cannot recommend the tenant based on a negative rental history with them, it may be best to decline writing the letter. However, if the landlord-tenant relationship was overall positive, it’s acceptable to make note of any potential red flags while keeping a positive tone. To conclude your letter, provide your overall recommendation for the tenant.
Landlord Reference Letter Samples
[Your Name]
[Company Address]
[Street Address]
[City, State, Zip Code]
[Date]
To whom it may concern,
I’m providing this tenant reference letter on behalf of [Tenant Name] at [Your Rental Property Address] from [Lease Start Date] to [Lease End Date].
[Tenant Name] was a responsible and reliable tenant who was timely in their rent payments. They received no complaints from neighbors, no lease terms were violated, and they left the rental unit in good condition upon move out.
I am pleased to give my recommendation for [Tenant Name] as a tenant and would gladly rent to them again. Please contact me if you have any follow-up questions.
Sincerely,
[Signature]
[Full Name]
If the tenant has a pet…
[Your Name]
[Company Address]
[Street Address]
[City, State, Zip Code]
[Date]
To whom it may concern,
I’m providing this tenant reference on behalf of [Tenant Name] at [Your Rental Property Address] from [Lease Start Date] to [Lease End Date]. They had a [Type of Pet] living with them named [Pet Name] during the lease.
[Tenant Name] was a responsible and reliable tenant who was timely in their rent payments. They received no complaints from neighbors, no lease terms were violated, and they left the rental unit in good condition upon move out. We refunded their security deposit in full.
I am pleased to give my recommendation for [Tenant Name] as a tenant and would gladly rent to them again. Please contact me if you have any follow-up questions.
Sincerely,
[Signature]
[Full Name]
Remember: When Writing a Reference Letter, Honesty Is Key
It’s important to be honest with both your tenant and the future landlord. If your rental history with this tenant was not positive, it’s likely in your best interest to tell the tenant you’re unwilling to give a recommendation. You may give your honest opinions in the letter, but the purpose of the letter is to persuade the future landlord to approve the tenant’s application so they can move into a new home. Keep that in mind when you agree to write a reference letter. If you had a great experience with the tenant, say so! A great reference letter from a landlord speaks volumes to a fellow property owner. As you begin writing your reference letter, remember to remain professional, positive, and honest.
