What Is a Landlord Reference Letter?
A landlord letter of reference, also known as a landlord recommendation letter, offers insight into what kind of tenant someone is. Written by a current or former landlord, it supports a renter’s application by describing how they handled their lease and looked after the property. It usually covers:
- Rent payment history and lease compliance
- Property care and overall behavior
Landlords use these letters to judge reliability and responsibility. They can make a real difference when a tenant’s credit score is low or the rental market is competitive. A strong landlord letter of reference helps new landlords see how the tenant treated their last home and what to expect next.
Fill in the Gaps with a Verification Form
Some landlords use a few extra forms during the rental process to double-check tenant details. These help confirm what you’ve shared in your reference letter:
- A rental verification form confirms rent, lease dates, and property condition.
- An employment verification letter verifies the tenant’s job and income.
- A tenant background check authorization form allows a review of their rental history.
Together, they give the new landlord a fuller picture of the tenant.
How to Write a Landlord Reference Letter
A landlord reference letter works best when it’s short, clear, and truthful. It gives future landlords confidence in their decision and shows exactly what kind of tenant someone was. Here’s how to structure yours step by step.
1. Provide Your Contact Information
Begin by identifying yourself as the landlord. Include your full legal name, phone number, and email address so the new landlord can reach you for questions. Sharing your contact details builds trust and makes your reference more credible.
2. Name the Tenant
Use the tenant’s full name exactly as it appears on the lease. Also mention how long they rented from you and which property they lived in.
3. Detail the Rental Period
Next, include factual details about the rental period. These details help confirm the tenant’s history and give the letter structure. Mention:
- How long they rented from you
- Lease start and end dates
- Property’s full address (street, city, and state)
- Monthly rent amount (optional)
Here’s an example that works well:
“My name is David Thompson, and I am writing to provide a reference for Liu Yang, who has been my tenant for the past three years. Sarah rented my property located at 245 Elm Street, Denver, Colorado 80205 from June 2021 to June 2024. During this period, the monthly rent was $1,800.”
Show Dependability
Describe how dependable the tenant was during their lease. Mention that they paid rent on time and kept in touch when needed. Landlords value those qualities most. It shows the tenant met their responsibilities. To keep it simple, write:
“During their tenancy, Yang always paid rent on time and communicated clearly about any issues that arose.”
Share How They Cared for the Property
Describe how the tenant treated the property and followed the rules. You can mention their attention to cleanliness, maintenance, and cooperation with neighbors. This section helps the new landlord picture what kind of tenant they’ll be. Here’s an example that works well:
“Moreover, Yang kept the property in excellent condition and followed all building rules throughout her stay.”
Add Extra Details if They Went Above and Beyond
Include this part only if the tenant exceeded expectations. You can mention lease renewals, long-term stability, or extra responsibility. Keep it short and factual. It should feel like a bonus, not filler. For instance, you might say:
“Yang also renewed her lease twice, showing stability and a strong sense of responsibility.”
Finish With a Confident Recommendation
End your letter with a short and confident recommendation. Let the reader know you’d happily rent to the tenant again and encourage them to reach out if they have questions. This kind of closing feels professional and leaves a positive final impression. A clear closing could look like this:
“In conclusion, my experience with Yang as a tenant has been exceptional. She has been responsible, reliable, and respectful. I would gladly rent to her again in the future. If you have any further questions or need additional information, please feel free to contact me.”
After reading your letter, the new landlord may decide to move forward with a rental application approval letter or send a rental application denial letter. Your reference can help them make that decision.
Be Objective
When writing a landlord-tenant recommendation letter, keep your tone neutral and your details factual. Avoid exaggerating or leaving out important issues.
Courts have found that leaving out serious problems, such as late rent or property damage, can lead to liability. If you’re unsure what to say, it’s safer to contact the new landlord or decline to give a reference. Follow Fair Housing Act rules carefully. Do not mention:
- Race, color, or religion
- National origin or sex (including gender identity or sexual orientation)
- Disability or familial status
Avoid personal descriptions like “single mother,” “Hindu,” “uses a wheelchair,” or “from South America.” Even neutral wording can suggest bias and create legal risk.
Keep your landlord reference letter simple and professional. Clear, fact-based writing helps you stay fair, accurate, and protected.
Landlord Reference Letter Sample
See how a professional landlord reference letter should read. This landlord reference letter template shows the right structure and tone. Download it in Word or PDF when you’re ready.
