How to Write a Landlord Reference Letter for Former Tenants

A landlord reference letter allows property owners and/or managers to confirm the reliability of a prospective tenant. Because this document is so critical to landlords in showing tenants are capable of adhering to the lease terms, you should always be able to provide the same information to other landlords when requested.

Rental history reports are just one thing landlords rely on when looking at prospective tenants. It's important to understand that you'll likely have to write a letter of reference for a tenant at some point as a landlord.

What is a Landlord Reference Letter?

You can share your experience renting to a particular tenant as a landlord to another landlord through a rental recommendation letter or a landlord reference letter. Through the landlord letter of recommendation, you can provide details on the landlord-tenant relationship you had with the applicant to a new landlord.

What to Include In a Landlord Reference Letter

Not sure what to include in your letter of recommendation for renter applicants? Make sure you include the following:

• The date the letter was written
• Your personal information (name, current address, email, and phone number)
• The landlord’s name (if available)
• The tenants name
• The address the tenant rented
• The dates of the tenant occupied the property
• Any notable lease violations (ex. late rent payments)
• Notes on the reliability of the tenant
• Whether or not the tenant maintained the rental property
• Any pet details (violations or positive experiences)
• Your closing statement
• Your signature

Remember that if you’re asking a tenant for a rent recommendation letter, you need to specify that you’d like it to come from a previous landlord.

What Not to Include In a Landlord Reference Letter

With so much legality surrounding the landlord-tenant relationship, you must be careful when writing your rental letter of recommendation. You should always avoid specific details about a tenant in your letter of tenancy, including familial status, religion, national origin, color, race, or sex.

You can utilize a landlord reference letter template to stay in line. Still, you must ensure you are familiar with your local landlord-tenant laws to avoid any issues later.

5 Tips for Writing a Landlord Reference Letter

When writing a reference, always maintain your professionalism. Here are a few additional tips for when you're crafting your landlord reference letter.

1. Keep It Relevant

Rather than relying on your feelings or opinions of a renter, describe your rental history with the tenant with strict facts. Remember, always remain professional. If you’re unsure where to begin, try seeing what policies the tenant followed and did not by looking back at your lease.

2. Be Honest

Honesty is always the best policy, especially when writing a landlord reference letter for a tenant. Only present truthful statements, preferably backed up with proof like late rent notices or other rent receipts, to give the future landlord an accurate depiction of the tenant.

3. Be Professional

Remember that as a landlord, you are running a business. As such, you always want to maintain your professionalism. Your landlord reference letter is not the time to air dirty laundry unless you can back it with factual proof.

4. Keep Fair Housing Laws In Mind

Depending on your local fair housing laws, there may be additional protected classes to consider when drafting your letter and discussing the tenant. Your reference letter should not violate any of these fair housing laws. Have your lawyer review your letter before sending it out to be safe.

5. Use a Free Letter of Recommendation Template

When all else fails, look at a free letter of recommendation template. Thankfully, these are readily available on the internet. Or, keep reading to find our trusted referral letter template.

Free Landlord Reference Letter Template

Here is a great sample landlord reference letter for you to utilize:

“Date:

Name(s):

For Address:

Dear [NAME OF LANDLORD],

I am the landlord for the rental property at [ADDRESS]. I’m writing this letter of recommendation on behalf of my previous tenant, [NAME OF TENANT], who resided in my rental property located at [RENTAL ADDRESS] for [TENANCY DATES]. [NAME OF TENANT] moved in on [MOVE-IN DATE] for a lease term of [LEASE DURATION], which expired on [EXPIRE DATE].

[NAME OF TENANT] has proven to be a reliable tenant and has exhibited a strong history of making on-time rent payments through the course of the lease duration. They maintained the property well and cleaned it prior to moving out of the property. I never received any complaints from neighbors or lease violations during their tenancy.

I would gladly rent to [NAME OF TENANT] again and recommend them as a tenant. If you have any questions for me, I can be reached at [CONTACT INFORMATION] between the hours of [TIME FRAME].

Best,

[YOUR SIGNATURE]

Final Thoughts

Now that you understand that a landlord reference letter can be equally valuable, if not more so, than rental history reports, you might carefully draft your next one. Thankfully, using these helpful tips and even the sample landlord reference letter provided, you’re well equipped.

And if you're looking for more high-quality tenants to fill your available units, don't forget to list your rentals on Apartment List! We're committed to connect property owners with renters who love and respect their homes.