When you’re a landlord looking to lease your property, either a new rental or property you’ve leased for many years, you want to ensure the tenant you pick is a responsible one.
Sometimes a tenant screening background check, credit report, and proof of income aren’t enough.
In these cases, asking for a landlord reference letter along with your rental application and Background Check Authorization Form is best.
What is a Landlord Reference Letter?
A landlord reference letter is a casual statement (does not need to be a formal letter) that:
- Details what kind of experience it was leasing property to the tenant (rental history, etc.)
- Usually takes the form of a written document, but can be served in a variety of mediums
- Serves as a character reference for the tenant
When narrowing down your choices among applicants looking for a new home in your rental property, a landlord reference is a valuable resource.
It can make or break your tenant selection.
Who Should Ask for the Landlord Reference 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 prevents 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 reference letter before signing a lease agreement, and it should be considered along with a rental application.
Methods to Provide a Reference
A landlord reference doesn’t have to be a written document. There are several ways your tenant’s ex-landlords could provide you with a reference.
Here are the most common ways of providing a landlord reference:
Phone
The least formal method is that 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.
Email
If you would rather have a written statement, you could also ask the previous landlord a set of questions over email. The advantage of having written questions and answers 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 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
If another landlord, property manager, or anyone else has contacted you to provide a landlord reference letter, there are a few things to do to maximize your reference’s effectiveness.
In essence, your landlord reference letter will notify 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. Be Truthful
Even if you’re trying to get rid of a bad tenant, don’t lie when giving your reference letter. Not only does this do a disservice to your fellow landlords, but if your statements are false or 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 giving your landlord reference letter, be as specific as possible and avoid vague statements. If you can think of definitive instances when the tenant made late monthly rent payments or caused trouble with the neighbors, include them and describe what happened.
This allows the new landlord to consider the transgressions and decide if they’re severe enough to reject the tenant.
Do not comment on a tenant’s sex, race, color, national origin, religion, disability, or familial status in your reference letter to avoid violating Fair Housing Laws.
If you are unsure what to say and what to avoid in your reference letter, consider having an attorney review the document before submitting it to another landlord.
3. Have the Receipts
For claims you make in your landlord reference letter, 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, including rent receipts, ensures that if the tenant objects to the statements you made in your landlord reference, you have evidence to the contrary.
Also, refer to any documentation covering the applicant’s violation of lease terms, such as complaints from neighbors.
4. Did the Tenant Pay on Time?
In most cases, rental history is important information for the new landlord. Landlords want to know from your reference letter if the tenant is reliable to determine if the tenant is a dependable source of income.
If it’s always a struggle to collect rent on time, landlords want to know that fact and if they will 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 messy and filthy, 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 landlord.
Similarly, cleanliness will be even more significant if the tenant has housemates because it could cause conflict with the other tenants sharing the space.
When writing a landlord reference letter, be honest about the tenant’s cleanliness and care for your property.
6. Was the Tenant Disruptive?
Does the tenant have trouble living in a quiet neighborhood? If so, alert the new landlord in the reference letter of any complaints from neighbors against the tenant.
Being a social person isn’t necessarily a black mark against a potential tenant. However, suppose they can’t get along with others or are constantly causing noise complaints.
That could lead to landlords dealing with unhappy neighbors or housemates since the property owners will likely be responsible.
7. Keep Communication Open
At the very end of your landlord reference letter, in the closing statement or below your signature, don’t forget to include your contact information (including full name, phone number, email, and street address).
That way the new landlord can contact you if they have any follow-up questions or need additional information about the tenant.
Including complete contact information is also a show of good faith that allows the new landlord to verify that the reference isn’t fraudulent and that you’re the tenant’s ex-landlord.
Landlord Reference Letter Sample and Templates
If you’re having trouble getting started, look at this sample landlord reference letter for ideas.
Alternatively, download and customize one of our sample letter templates below.
Landlord Reference Letter (Positive Experience)
Use this letter template as an example of a positive tenant referral.
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 reference 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 monthly rent I charged her was $1,200/month, excluding utilities.
While Tammy stayed at the property, I enjoyed having her as a tenant. Except for one time when she was late paying rent due to exam stress, Tammy turned in her rent promptly. 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 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 contact me. I will happily answer any further concerns you may have.
Sincerely,
John M Linscott
(571) 581-5768
Landlord Reference Letter (Negative Experience)
Use this letter template as an example of a negative tenant 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 reference 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 promptly. 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 contact me. I will happily answer any further concerns you may have.
Sincerely,
Lewis M Griffith
(405) 525-9956
