Have you received a request for a landlord reference letter? It’s not uncommon for a landlord to request a reference letter as part of a new rental application. Whether you had the perfect tenant who always paid monthly rent on time or had a tenant who seemed to cause constant concern, prospective landlords want to know this information.
In this article, we’ll explore how to write a landlord reference letter, including the main components to include, a sample reference letter template, and a few best practices when piecing together your document.
What is a Landlord Reference Letter?
A landlord reference letter is a document provided by a previous landlord to a prospective landlord. This letter provides important information about a tenant’s rental history and is commonly requested on a rental application. These details help a new landlord determine if the individual would be a good tenant.
A landlord recommendation letter looks to reduce risk for future landlords by giving honest feedback about the renters. For example, your landlord recommendation letter might include information about the tenant’s behavior if the tenant was constantly fighting with other tenants or details about other lease violations, like late payments.
What is Included in a Landlord Reference Letter?
A landlord reference letter can contain various items, depending on what the tenant or new landlord requests. However, there are a few fundamental components included in most landlord recommendation letters. Let’s explore these items in more detail.
Landlord Information
The landlord’s address, full name, email address, and phone number will be listed on the letter. These contact details are important if the new landlord wants to verify the authenticity of the landlord recommendation letter or if they have further questions.
Tenant Information
Basic information about the tenant will also be included, like their name and address. It’s important to use the tenant’s full name or any name that they are currently going by to prevent any confusion. For example, if the tenant goes by a nickname, be sure to include that name on the landlord reference letter.
Lease History
Information about the lease agreement, such as the move-in date, move-out date, monthly rent amount, the rented property address, and other tenancy information, will be listed. While you can’t provide eviction records in your letter, you can mention that you did evict the tenant.
Rent Payment History
This is one of the most important factors on a landlord reference letter. A prospective landlord wants to know if the tenant paid rent on time, if they were responsible with communicating any delays, and any other relevant information about rent payments. If the tenant paid rent on time, be sure to state that in your letter.
Rental Property Condition
Any maintenance issues, like poor property upkeep, should be included in the letter. Landlords want to know that the prospective tenant will take care of their rental property. If the tenants left the rental property in excellent condition or good condition upon move out, be sure to include that as well. Your property condition summary might also include information about a pet.
Tenant’s Behavior
A letter for a tenant may also include a section on their behavior. Is the tenant honest and responsible, or have you had frequent complaints or concerns from neighbors or other tenants? Any lease violations resulting from the tenant’s behavior should be clearly stated. For example, if the tenant lets their pet dog bark at all hours, include that in your letter. Landlords will often hesitate to rent to a tenant with a history of numerous complaints.
Landlord Recommendation
Most landlord reference letters will include a recommendation on whether the landlord would rent to the tenant again. If you would sign another lease with the tenant, state your reasons why. This could be that the tenant paid rent on time, there were no lease violations, or that they kept the property in pristine condition. On the contrary, if you would not rent to the tenant again, state your reasoning. Other additional information that you want to include is at your discretion.
How to Write a Landlord Reference Letter
Landlord reference letters should have a defined structure. Below is a landlord reference letter template that you can follow.
To Whom It May Concern, I [landlord name] am writing this letter of recommendation on behalf of [tenant name], a former (or current) tenant at my property at [property address]. [Tenant name] was a tenant from [lease start date] to [lease end date]. There were a total of [number] occurrences where rent was late. Monthly rent was [rent amount]. This next section will contain information about the tenant’s behavior, property maintenance, complaints, and any concerns. This next section will contain your closing statement. Be clear about whether you would or would not recommend the tenant. If you have any questions, feel free to contact me at any time. Sincerely, [Landlord name] Phone: [Landlord phone number] Email: [Landlord email] |
Six Tips for Writing a Landlord Reference Letter
There is no one-size-fits-all approach when it comes to writing a landlord reference letter. The letter you produce for a tenant will depend on the situation. For example, some renters will only need a brief statement about the terms of the lease and their payment history, while other landlords might request a detailed letter. Here are six tips for writing a landlord reference letter.
Be Honest and Sincere
Landlords request a letter from previous landlords to avoid signing the wrong tenant. One of the most important tips when writing a landlord letter is to be honest and sincere. You should not mislead a landlord about a tenant’s character or cover up their flaws. While personal judgments should be kept out of the statement, back up your claims with facts. For example, if the tenant made late payments, provide proof of how late the rent payments were, such as saying, “The tenant was ten days late on rent five out of the six months.”
Never Violate Fair Housing Laws
Your landlord reference letter should never violate Fair Housing Laws or discriminate against any protected classes of renters. This includes discrimination based on race, religion, sex, familial status, disability, color, or national origin. Making any reference to these characteristics could violate housing laws. Similarly, do not disclose any personal information, such as the tenant’s credit score or place of employment. To avoid inadvertently violating Fair Housing Laws, have a lawyer review your letter.
Keep Detailed Records for Former Tenants
A former tenant may request this letter from all previous landlords, even those from a few years back, which is why it’s essential to keep detailed records of your rental experience. Your records should contain all relevant information, including a listing of each pet the tenant had, the tenancy dates, the tenant’s payment history, and a detailed record of each concern or problem and how it was remediated. Using robust software to manage historical lease forms and all relevant tenant information will help keep your records organized.
Check for Typos
Nothing can ruin your landlord recommendation letter’s credibility quicker than simple typos. Make sure you have the tenant’s name, property address, payment information, and all other details spelled correctly. You don’t want to cause any confusion by putting the wrong tenant name or address. If the tenant rented multiple properties or units from you, be sure to specify which property you are referencing.
Use a Reference Letter Template
Use a landlord reference letter template to streamline the process. If you have multiple properties or units, you may receive letter requests every few months. By using a standard template, you can expedite the process and keep your letters consistent. Use our free template above or search for another template online.
Say No
If you had a terrible experience with a tenant, you don’t have to write a recommendation letter. In fact, it’s a standard practice to decline writing a letter for a tenant with whom you did not have a great experience. Saying no to a landlord reference letter can also help you avoid any legal liability, such as defamation lawsuits or noncompliance with Fair Housing Laws.
Summary
While landlords will use online tenant screening software or a portable tenant screening report to vet tenants, they may still request a recommendation letter. Remember, your landlord reference letter doesn’t need to be long. A few sentences and key details will be sufficient. If the new landlord has any questions, they will follow up.
