When you’re a landlord looking to lease your property, you want to ensure that the tenant you pick is a responsible one. Sometimes a tenant screening background check, credit report, and proof of income simply aren’t enough. In these cases, it’s best to ask for a landlord reference letter.
What is a landlord reference letter?
A landlord reference letter is a statement that:
- Details what kind of experience it was leasing property to the tenant
- Usually takes the form of a written document, but can be served in a variety of mediums
- Serves as a character reference for your tenant
When narrowing down your choices, a landlord reference is a valuable resource for landlords, and can make or break your tenant selection.
Who should ask for the landlord recommendation letter?
When requesting a landlord recommendation letter:
- Ask the potential tenant for his or her previous landlords’ contact information so that you can reach out
- Inquire about recent landlords, but don’t discount older landlords
- Approach more than one, and research them if possible
All this cross-referencing is to prevent your tenant from providing fraudulent references, since your tenant could forge the documents or connect you to a friend masquerading as his or her previous landlord.
You should ask for the landlord recommendation letter before signing a lease agreement, and it should be considered along with a rental application.
Different methods to provide a reference
Contrary to the name, a landlord reference letter doesn’t have to be a written document. Thus, there are a number of different ways that your tenant’s ex-landlords could provide you with a reference.
Here are the most common ways of providing a landlord reference letter:
Phone
The least formal method, some landlords prefer to call the ex-landlord and ask for a verbal statement. Easy to execute, all you need is a phone number and a firm grasp of what questions you would like to ask the previous landlord.
Fax/Email
If you would rather have a written statement, you could also ask the previous landlord to compose a landlord reference letter and send it over by fax or email. The advantage of having a written reference letter is that with everything spelled out, misunderstandings should be minimal. Also, you’ll have evidence of what the landlord said in case your tenant wants to contest it.
Online
Landlords also have the option to use online services, such as Renter, Inc.’s Modern Landlord Reference Checks or Landlord-Reference. These services are databases where landlords can submit references for tenants and also look up or request references for prospective tenants. Landlords are incentivized to submit references and the statements they give are verified, making this an accurate and hassle-free alternative.
Seven tips for writing a character reference letter for the new landlord
If you’re a landlord who was contacted to provide a landlord reference letter, there are a few things to do to maximize your reference’s effectiveness in informing the next landlord what he or she should expect when taking on your ex-tenant.
When writing a character reference, these are the points to keep in mind:
1. Speak the truth
Even if you’re trying to get rid of a bad tenant, don’t lie when giving your reference. Not only does this do a disservice to your fellow landlords, but if your statements are obviously misleading, the next landlord may even sue you.
You should also be careful with any references you give through an online service. Online services are especially wary of unsubstantiated claims because they could result in lawsuits against the site.
2. Use specifics
When you’re giving your landlord reference, be as specific as possible and avoid vague statements. If you can think of definitive instances when the tenant made late rent payments or caused trouble with the neighbors, include them and describe what happened.
This gives the new landlord the ability to take into account the transgressions and decide if they’re severe enough to reject the tenant.
3. Have the receipts
With any claims you make in your landlord reference, have evidence on hand to prove that it happened. To make this easier, when interacting with the tenant, make sure that it’s in written form (ie. over a messaging service or email).
If the interaction happened in person, follow up and clarify over a written form of communication about what happened, so you still have a record of it.
Having receipts ensures that if the tenant objects to the statements you made in your landlord reference, you have evidence to the contrary.
4. Did the tenant pay on time?
In most cases, whether or not the tenant pays rent on time is important information for the new landlord. Landlords want to know if the tenant is reliable so that they know if the tenant is a dependable source of income. If it’s always a struggle to collect rent on time, landlords want to know if they’re going to risk losing money by renting their property.
5. Did the tenant take care of the property?
Cleanliness is an important consideration when choosing a tenant. If the tenant is really messy, it could make the move-out process a pain, since the tenant could leave the property in a much worse state than he or she found it. If very severe, the neglect could damage the property itself, leading to more loss for the future landlord.
Similarly, if the tenant has housemates, cleanliness will be even more significant because it could cause conflict with the other tenants sharing the space.
6. Was the tenant disruptive?
Does the tenant have trouble living in a quiet neighborhood? If so, notify the new landlord if the tenant ever had any complaints from neighbors. Being a social person isn’t necessarily a black mark against a potential tenant.
However, if they can’t get along with others or if they’re constantly causing noise complaints, that could lead to landlords dealing with unhappy neighbors or housemates, since the property owners will be the ones responsible.
7. Keep communications open
At the very end of your landlord reference letter, don’t forget to include your contact information! That way the new landlord can contact you if they have any further questions about the tenant.
It’s also a show of good faith that allows the new landlord to verify that the reference isn’t fraudulent and that you’re actually the tenant’s ex-landlord.
Landlord reference letter sample and templates
If you’re having trouble getting started, take a look at this sample landlord reference letter for ideas or download one of our templates below.
Landlord reference letter (Positive Experience)
Download the Landlord Reference Letter template (Positive Experience)
November 8, 2018
John M Linscott
4853 Lawman Avenue
Fairfax, VA 22030
To whom it may concern,
I am writing this letter on behalf of Tammy A Roberson, a tenant at my one-bedroom apartment located at 71 Market Lane, Arlington, VA 22243 since December 2017. The rent I charged her was $1,200/month, excluding utilities.
During the time that Tammy stayed at the property, I’ve enjoyed having her as a tenant. With the exception of one time where she was late paying rent due to stress from exams, Tammy usually turns in her rent in a timely manner. In addition, she’s respectful and clean, with her neighbors never lodging any complaints. And even though she’s pretty social, her small get-togethers never caused any issues. When Tammy moved out, she left the apartment neater than when she initially moved in. I haven’t had to use her deposit to make any serious repairs, either.
When Tammy notified me of her intent to move out in favor of an apartment closer to her new job, she gave plenty of advance notice and complied with all provisions of the lease agreement. I will miss having her as a tenant and wouldn’t hesitate to rent to her again in the future.
If you have any further questions, feel free to reach out to me. I will happily answer any further concerns you may have.
Sincerely,
John M Linscott
(571) 581-5768
Landlord reference letter (Negative Experience)
Download the Landlord Reference Letter template (Negative Experience)
November 14, 2018
Lewis M Griffith
2304 Benson Park Drive
Oklahoma City, OK 73160
To whom it may concern,
I am writing this letter on behalf of Robert J Jimenez, a tenant at my two-bedroom apartment located at 3334 Eagle Drive, Oklahoma City, OK 73160 since June 2017. The rent I charged him was $1,500/month, excluding utilities.
During the time that Robert stayed at the property, I haven’t enjoyed having him as a tenant. Robert has been unable to turn in his rent in a timely manner. In addition, he often neglects the premises, leaving the property a mess and causing neighbor complaints. When Robert moved out, I spent a lot of time restoring the property for the next renter. I even had to use his deposit to fix the sink in the bathroom.
When Robert finally notified me of his intent to move out in favor of an apartment with a bigger kitchen, he did not give advance notice and did not comply with the provisions of the lease agreement. I will not recommend taking on Robert as a tenant and would reconsider renting to him again in the future.
If you have any further questions, feel free to reach out to me. I will happily answer any further concerns you may have.
Sincerely,
Lewis M Griffith
(405) 525-9956
