A Landlord Reference Letter, or a Landlord Recommendation Letter, is a recommendation written by a current or former landlord for a prospective tenant. It is often requested as part of a rental application to complete the background check and provide a personal evaluation to strengthen the tenant’s application.
Landlord reference letters can demonstrate the tenant’s responsibility, timely rent payments, and good rental property maintenance. They are particularly important when a prospective tenant has shortfalls like a low credit score or high competition for the rental.
How to Request
To request a landlord reference letter as a tenant, follow these steps:
- Inform your landlord at least one month in advance to give them enough time to write the letter.
- Provide pointers to make it easier for your landlord to write a comprehensive letter.
- Choose a landlord with whom you had a good relationship and positive rental history.
- Use the contact information provided during your tenancy to make a polite request.
- Follow up politely but persistently if needed to ensure the letter is provided on time.
What if my landlord refuses?
Some landlords may feel uncomfortable providing written statements due to potential legal concerns. If your landlord refuses or doesn’t have time to write a reference letter, consider asking if you could provide their contact information to the prospective landlord. Providing a reference over the phone or online can be more convenient and may reduce potential legal concerns your landlord may have.
Below is a sample message for tenants with credit scores slightly lower than average to request a reference letter from their landlords:
Hi [Landlord’s Name],
I hope you’re doing well. As you know, I’m moving out of [your address] soon and am applying for a new apartment. I was wondering if you could provide a reference letter for me. Highlighting that I’ve always paid rent on time and maintained the place well would really help, especially since my credit score is a bit lower than average. I’d really appreciate it!
Thanks a lot,
[Your Name]
After You've Moved
If your landlord agreed to writing you a reference letter, remember to thank them for their effort and update them on the results.
How to Write
A strong landlord reference letter will properly convey the tenant’s reliability. It should be structured formally, and include:
- The date;
- A formal greeting;
- The landlord’s name and contact information;
- The details of the tenant’s tenancy, such as dates and monthly rent amount;
- The property’s address;
- The tenant’s payment history and track record of following the lease;
- Description of how the tenant treated the property;
- Whether the landlord would choose to rent to them again;
- The landlord’s signature.
A landlord reference letter template can help you start on the right path to writing a great reference.
What should a landlord NOT mention about the tenant in a landlord reference letter?
Do not disclose any personal information about the tenant irrelevant to their tenancy, such as their race, age, religion, marital status, or any disabilities. These details are protected under fair housing laws and should never influence the tenant’s ability to secure housing.
Step 1: Introduction
Write a brief introduction about yourself and your relationship with the tenant. Include the following details:
- Your name;
- The tenant’s name;
- The tenancy’s period;
- How much the rent was.
If you’re sending the reference letter over email, consider using a clear title like “Landlord Reference Letter for [Tenant’s name].”
Introduction Example
To Whom It May Concern,
My name is Jane Doe, and I am writing to provide a reference for John Smith, my tenant for the past three years. John rented my property at 456 Oak Avenue from April 1, 2021, to April 1, 2024. During this period, the monthly rent was $1,200.
Step 2: Body Paragraphs
In the body paragraphs of your letter, address the following questions:
- Did the tenant pay on time?
- Did the tenant respect and abide by the lease terms?
- Did the tenant maintain the property responsibly?
- How did the tenant resolve issues related to the property and the landlord-tenant relationship?
- How was the tenant’s interaction with neighbors?
- How was your experience with the tenant’s pet(s)?
Provide clear and concise details on each point to demonstrate the tenant’s ability to uphold their responsibilities under a lease agreement.
Body Paragraphs Example
While John’s credit score is slightly below ideal, he demonstrated financial reliability and commitment by consistently paying rent on time and adhering to all lease terms. He also maintained the property responsibly by regularly cleaning and performing minor repairs, ensuring it remained in excellent condition throughout his stay.
John proactively resolved any issues related to the property, promptly addressed maintenance concerns, and communicated effectively. His interactions with neighbors were always respectful and friendly, contributing positively to the community atmosphere.
Step 3: Closing
The closing statement should express the landlord’s confidence in the tenant’s suitability for the property and whether the landlord would choose to rent to the tenant again.
After giving a final recommendation of the tenant, sign the letter. Leave your contact information so the new potential landlord can reach out with any further questions.
Closing Example
In conclusion, my overall experience with John as a tenant was very positive, and I believe he would be an asset to any future rental arrangement. I would not hesitate to rent to him again. If you have any further questions or need additional information, please feel free to contact me.
Sincerely,
Jane Doe
(555) 123-4567
Legal Implications
Below are significant legal implications that landlords should consider before agreeing to write a reference letter for tenants.
Misinformation or negligence
Providing false information or purposely omitting a tenant’s problematic behavior can result in legal liability for damages. Landlords could be held responsible in tort if the new landlord suffers a loss due to misinformation or negligence. Therefore, it is crucial for landlords to be honest and accurate in their evaluation of the tenant’s rental history and conduct.
Discrimination
The Fair Housing Act prohibits discrimination based on a tenant’s sex, race, color, national origin, religion, or familial status. Landlords must avoid including any comments or information related to these protected characteristics in the reference letter.
Focus solely on relevant details such as the tenant’s ability to pay rent on time, adherence to lease terms, and maintenance of the property. Including only pertinent information helps ensure the reference letter is fair and legally compliant.
Writing Tips
In a landlord reference letter, aim to be concise, objective, truthful, and understanding.
Be concise
Landlords have demanding schedules involving rent collection, maintenance requests, and other essential tasks. Respect their time by keeping your message brief and direct.
Conciseness
John always paid rent on time.
Redundancy
John never gave me a problem with his rent and always paid the correct amount before it was due.
Be objective
Using unbiased language makes a reference more credible and persuasive. Personal or subjective comments may violate the Fair Housing Act.
Unbiased experience
John communicated with me politely.
Biased language
John was an absolute delight to see.
Be truthful
Avoid exaggeration as it can backfire. Only speak the truth based on your experience as a landlord.
Truthful comment
John and I were able to communicate well and reached a compromise when problems occurred.
Exaggerated statement
John was a perfect tenant in every way.
Landlord Reference Letter: Examples
Example #1: Tenant with Lower Credit Score
May 23, 2024
To Whom It May Concern,
My name is Emily Clark, and I am writing to provide a reference for Michael Harris, who has been my tenant for the past three years. Michael rented my property located at 456 Oak Avenue from April 1, 2021, to April 1, 2024. During this period, the monthly rent was $1,200.
While Michael’s credit score is slightly below ideal, he demonstrated financial reliability and commitment by consistently paying rent on time and adhering to all lease terms. He maintained the property responsibly, regularly cleaning and performing minor repairs, ensuring it remained in excellent condition throughout his stay.
In addition, Michael interactions with neighbors were always respectful and friendly, contributing positively to the community atmosphere.
In conclusion, my overall experience with Michael as a tenant was very positive, and I believe he would be an asset to any future rental arrangement. I would not hesitate to rent to him again in the future. If you have any further questions or need additional information, please feel free to contact me.
Sincerely,
Emily Clark
[email protected]
(555) 123-4567
Example #2: Tenant Moving for Job Relocation
May 23, 2024
To Whom It May Concern,
My name is Robert Brown, and I am writing to provide a reference for Sarah Johnson, who has been my tenant for the past two years. Sarah rented my property located at 789 Pine Street from May 1, 2022, to May 1, 2024. During this period, the monthly rent was $1,500.
Sarah is moving due to a job relocation, and during her tenancy, she consistently paid rent on time and fully adhered to all lease terms. She treated the property with great care, ensuring it was well-maintained and pristine.
Sarah was always quick to report any issues and worked collaboratively to resolve them. She had excellent interactions with the neighbors and contributed positively to the community. Her small dog was also well-behaved and caused no issues.
In conclusion, my experience with Sarah 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.
Sincerely,
Robert Brown
[email protected]
(555) 987-6543
Landlord Recommendation Letter for a Tenant Sample
Create your own landlord recommendation letter by copying the free sample or download a customizable template below.
LANDLORD RECOMMENDATION LETTER FOR TENANT
___________________ [Date]
To Whom It May Concern,
My name is ___________________ [Landlord’s name], and I am writing to provide a reference for ___________________ [Tenant’s name], who has been my tenant for the past _________ [Duration]. ___________________ [Tenant’s name] rented my property located at _____________________________________ [Property Address] from _____________ [Start date], to _____________ [End date]. During this period, the monthly rent was _____________ [Rent amount].
___________________ [Tenant’s name] is moving due to ___________________ [Reason to relocate], and during their tenancy, ________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________ [Provide an example of the tenant’s positive conduct or responsibility, e.g., they consistently paid rent on time and fully adhered to all lease terms].
Moreover, ___________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________ [Provide another example of the tenant’s positive conduct or responsibility, e.g., they treated the property with great care, ensuring it was well-maintained and pristine].
In addition, __________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________ [Provide a third example of tenant’s positive conduct or responsibility, e.g., they had excellent interactions with the neighbors and contributed positively to the community].
In conclusion, my experience with ___________________ [Tenant’s name] as a tenant has been exceptional. They have been responsible, reliable, and respectful. I would gladly rent to them again in the future. If you have any further questions or need additional information, please feel free to contact me.
Sincerely,
___________________ [Landlord’s name]
________________________ [Landlord’s email]
________________________ [Landlord’s phone]
Frequently Asked Questions
Can a landlord refuse to provide a reference letter?
Yes. Since there are legal implications to a reference letter, a landlord should only write one for a good tenant. If the landlord doesn’t feel comfortable writing a reference letter for a current or former tenant, they should reject politely. While it is kind to do so, landlords are not required to write a recommendation.
How far back should a landlord reference letter cover?
A landlord reference letter should typically cover the tenant’s rental history for the past 3-5 years.
What should I do if my previous landlord gives me a negative reference?
If you receive a negative reference, address the issues proactively and honestly with your prospective landlord, providing context and examples of improvement. Additionally, consider offering a co-signer or guarantor to strengthen your application.
How important is a landlord reference letter compared to other application materials?
While a landlord reference letter can provide a personal endorsement, it should complement other application materials like credit reports and employment verification.
