How to Write a Proof of Residency Letter [Free Template]

Did a tenant ask for a proof of residency letter from landlord? Oftentimes, being a great landlord means going out of your way to help out tenants when they’re in need.

In some cases, they may need the proof of residency letter to secure a new job and keep paying their rent. No matter the reason, you're able to help your tenant out when they're in need, which is something they won't soon forget.

We have everything you need to write a proof of residency letter how to write one, as well as a template you can use to simplify the whole process.

What Is a Proof of Residency Letter?

A proof of residency letter is an affidavit used to prove that someone resides at a particular address or location (typically, in a particular state). A formal letter is usually written by a landlord, but for casual purposes, it could possibly be written by a roommate, parent, or even by the resident themselves. It typically includes details like the resident's name, address, length of stay, and the name and contact information of the person verifying the information.

What Is a Family Member Proof of Residency Letter?

A Family Member Proof of Residency Letter is a written statement from a relative to confirm that someone lives at their address. It’s usually provided when the person needing proof doesn’t have documents like utility bills or a lease in their own name. The letter should include the names of both parties, the shared address, how long the person has lived there, and a statement of truth signed by the family member.

Common Uses for a Proof of Residency Letter

When your tenant needs to know how to get proof of residency, a letter is an important step. The document is used to officially verify where someone lives. It’s commonly requested in a variety of situations that require residential verification. Below are some typical scenarios where this type of letter is needed:

School Registration

A proof of residency letter for school is the most common reason tenants will request the document. Public school districts usually require confirmation that students live within their geographic boundaries to go to a specific school. Parents or guardians need to provide this letter to verify their child’s address as part of the enrollment process, helping schools assign students to the correct location.

Driver’s License or State ID

Whether you're applying for a new license or updating your current address, most DMVs ask for proof that you live in the state. It ensures the address on your ID is valid and accurate. Rules vary from state to state, so it’s a good idea to check which documents are accepted. Some agencies specifically list a proof of residency letter as one of the options.

Opening Bank Accounts

Banks and credit unions often ask for proof of where you live before allowing you to open an account. The process helps federal regulations and prevents fraudulent activity. A signed residency letter can help establish your address when you’re applying for checking or savings accounts, and it may also be needed for credit or loan applications.

Applying for Public Assistance

When you apply for government programs such as SNAP benefits, housing support, or unemployment assistance, your address often determines your eligibility. A proof of residency letter can help confirm your living situation, making it easier for agencies to process your application and offer services based on your location.

Setting Up Utilities

Before activating new utility services—like gas, water, internet, or electricity—providers may ask you to prove that you live at the property. It helps utility companies ensure they’re connecting services at the right address and billing the correct person. If you’re new to the home and don’t yet have utility bills in your name, a residency letter can bridge the gap.

Rental and Lease Applications

Landlords may ask for a proof of residency letter before moving forward with a lease agreement. It helps confirm that you’re currently living at the stated address and provides an extra layer of transparency in the application process.

Who Requests a Proof of Residency?

Typically, your tenant will request a letter of proof of residency from landlord from you directly.

However, in rare cases, an organization may reach out to you to prove residency.

It's important to note in the latter scenario, though, that you'll still need to reach out to your tenant to inform them of the request.

Privacy protection laws require you, as their landlord, to act responsibly with the tenant's personal information, even in the case of proof of residency such as this.

How to Write a Proof of Residency Letter as a Landlord

Now that we've covered the basics, let's talk about how to write a proof of residency letter.

A quick checklist before continuing. Before writing the letter, you need to know:

• What additional documents they may be requesting (if any)
• What information they're requesting (if there's anything outside the ordinary that needs to be listed on the letter itself)
• And whether it needs to be notarized (quite common)

In some cases, additional documents or information (via the letter) will be requested. Simply ask the tenant everything the third party needs before creating the letter to make sure you have it all in order.

Now, let's get to writing the letter:

1. Create a Header

First, you need to create a simple header.

You'll want to include:

• Title: "Proof of Residence" works just fine
• Landlord's full name + address
• Date the letter was drafted

It's important to make sure to format your entire letter with one simple text size as well. If you're working in Google Docs or Word, you can set the title, "Proof of Residence" to "Title" or "Header 1" and the rest to normal paragraph text.

2. Add a Greeting

If you know who the letter is being addressed to, include their name. Otherwise, use "To Whom It May Concern".

3. State the Purpose of the Letter

The body of the letter is simple and to the point.

You'll want to state that you are the landlord of the tenant (stating both your name and their name in full) and that you acknowledge they currently reside at your property, making sure to mention the full property address.

Also make sure to include how long they've resided at that address, as depending on the purpose for the letter length of residency may be important.

4. Add a Statement of Truth + Signature

Below the main body paragraph, include this sentence in full exactly as it's written below:

"I swear and affirm under penalty of perjury that the facts set forth in this statement are both true and accurate."

Finally, end with your signature to make it official.

These are both key, as without this statement as well as your signature, the letter may not be accepted.

Proof of Residency Sample Template

Now, let's put it all together into a sample template you can use.

A proof of residency letter should be simple and straightforward, so try not to add anything other than what is absolutely required.

Here it is:

Proof of Residence
[Landlord Name]
[Full Property Address]
[Full Property Address]
Date: [Date]

To Whom It May Concern,

I, [Landlord], the landlord of [Tenant], am writing to you to acknowledge that
said tenant currently resides at [Full Property Address]. [Tenant] has resided at
said address since [Month], [Year].

I swear and affirm under penalty of perjury that the facts set forth in this
statement are both true and accurate.

Sincerely,

[Landlord Signature]

Proof of Residency Letter Example

Pretty straightforward, right?

Now, let's plug in an example to see what a completed letter would look like:

Proof of Residence
Jane Johnson
123 Property Drive.
Los Angeles, CA 90000 
Date: 1/13/2025

To Whom It May Concern,
I, Jane Johnson, the landlord of John Baker, am writing to you to acknowledge that
said tenant currently resides at 456 Rental Drive, Los Angeles, CA. John Baker has
resided at said address since October, 2020.

I swear and affirm under penalty of perjury that the facts set forth in this
statement are both true and accurate.

Sincerely,

[Jane's Signature]

Privacy & Compliance Tips

As a landlord, you’re responsible for handling your tenant’s information with care. Even when writing a simple proof of residency letter, it's important to notify your tenant of any requests and avoid sharing details without their consent. Always ensure the letter contains only the necessary information and nothing that could violate your tenant’s right to privacy.

Dos and Don’ts of Writing a Residency Letter

Writing a proof of residency letter from landlord seems simple, but there are a few best practices to follow. Be sure to verify that the tenant actually resides at the property and that their lease is active before confirming anything in writing. Avoid making verbal statements or issuing letters without documentation to back it up—what you say in the letter matters and could be scrutinized later.

How to Politely Decline a Residency Letter Request

There may be situations where writing a proof of residency letter isn’t appropriate—for example, if the person requesting it isn’t on the lease or isn’t legally residing in the unit. In these cases, respond professionally and explain that you can only confirm residency for named leaseholders. Keeping your response respectful helps maintain professionalism while protecting your liability.

If you don’t want to, or feel unable to, provide a proof of residency letter, you can also suggest other methods of documentation:

• Utility Bills: Recent statements from electricity, water, gas, or internet providers that list the tenant’s full name and current address.
• Rental Agreement: A signed lease or rental contract can serve as valid evidence of someone's residence.
• Bank Statement: A current statement from your bank that clearly shows a tenant’s name and address.
• State-Issued ID or Driver’s License: If a license or ID card includes an up-to-date address, it’s often accepted as proof.
• Voter Registration: An official voter registration card may also qualify as residential verification, depending on the agency.

These documents are often used either instead of a written letter, depending on what’s required by the requesting organization.

Keep Good Records

Each time you write a proof of residency letter, keep a copy for your own records. Note the date it was issued, who it was for, and what it was used for in case there are questions later. Good record-keeping can help protect you if a future dispute arises or if documentation is needed for your own reporting purposes.

Writing Proof of Residency Letters Builds Goodwill with Your Tenants

While writing a proof of residency letter may only take a few minutes, it can leave a lasting impression on your tenant. Acts like these show that you’re willing to support them when needed, which can increase trust and satisfaction. In the long run, positive interactions like this can help with lease renewals, timely rent payments, and stronger landlord-tenant relationships.

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