Landlord Reference Letter Template: How to Write and Customize Yours

Have you ever had a former tenant ask you for a reference letter? As a landlord, you may wonder what details to include that can help other prospective landlords. What should you cover, and what's better left unsaid?

A landlord reference letter gives other landlords a glimpse into an applicant’s character, financial history, and rental history, allowing them to make a decision on the prospective tenant.

So where do you start? In this article, we’ll explore the ins and outs of reference letters from a landlord’s perspective. You’ll discover what information to share and what to omit. We’ll also look at a sample landlord reference letter template so you can see firsthand how to find the right balance.

Let's get started!

What is a landlord reference letter?

Simply put, a landlord reference letter is a document written by a previous landlord that gives a personal evaluation and endorsement of a former tenant, based on their rental history and character.

This tenant recommendation letter serves as part of a comprehensive tenant screening process conducted by a prospective landlord. It goes beyond traditional background checks by providing a more personal and relevant perspective on the prospective tenant's character and reliability.

Downloadable landlord reference letter templates

For users seeking downloadable or free templates for a landlord letter, various platforms are available that provide customizable and easy-to-use documents. eForms, Smallpdf, and LawDistrict are three popular resources that cater to these needs, offering templates that are both practical and user-friendly.

1. eForms

eForms stands out for its comprehensive approach, providing a template that is legally sound and easy to personalize.

This platform ensures that landlords can quickly create a formal letter that includes all necessary personal details, such as the tenant’s rental history and the landlord-tenant relationship.

The simplicity of the eForms template, combined with its focus on legal accuracy, makes it an excellent choice for landlords who want to ensure their reference letters are thorough and compliant with legal standards.

2. Smallpdf

Smallpdf, known for its vast selection of business templates, also offers a landlord reference letter template that is particularly convenient for users.

The platform’s interface allows for seamless online editing, signing, and sharing of documents, making it a go-to for those who need a quick and efficient solution. The template is available for free download, and you can easily tailor it to fit the specifics of any situation.

Additionally, Smallpdf’s support for various formats ensures that the final document will be accessible across different platforms and devices.

3. LawDistrict

LawDistrict is another resource that provides a reliable landlord reference letter template.

This platform offers a well-structured template designed to meet legal standards that is also easy to customize. LawDistrict’s template covers all the critical aspects of a landlord letter, including rental history, payment reliability, and overall behavior.

What makes LawDistrict particularly useful is its focus on ensuring that the document is legally compliant, which adds an extra layer of assurance for landlords.

What should be in a landlord reference letter?

In a landlord reference letter, landlord recommendation letter, or tenant recommendation letter, you should share enough details to paint a clear picture of the tenant’s reliability during their time renting from you.

Back up your assessment with relevant examples. Your letter should include the following:

• The date when the letter was written.
• Your name, physical address, email address, and phone number.
• Personalized greeting with the recipient's name.
• Address of the rental property in question.
• Dates of the tenant's previous lease.
• Comprehensive overview of the tenant's rent payment history, including any instances of late rent payments.
• Information regarding any lease violations or breaches.
• Evaluation of the tenant's property maintenance during their tenancy.
• Any positive or negative experiences related to pets, if applicable.
• A closing statement reflecting the landlord's willingness to rent to the tenant again.
• Your signature.

Landlord letter reference tips

So, you're ready to write a landlord rental reference letter. Now what?

Here are some tips to make your rental letter effective and professional:

Be honest and relevant

Your landlord reference letter should provide insights into the tenant’s reliability as a renter. The goal of a formal letter is to give the future landlord the information they need to evaluate this prospective tenant by spotlighting behaviors that matter to you as a property owner. That means doing the following in your letter:

• Focus on relevant details: Highlight aspects of the tenant’s history that pertain to their suitability as a renter. This includes their payment history, how they handled property maintenance, compliance with rental policies, and their communication skills.
• Balance strengths and areas for improvement: Be honest about both the tenant’s positive attributes and any areas where they could improve. If there were issues, such as late rent payments or minor rule infractions, offer context to help the future landlord make an informed decision.
• Be honest: Ensure that all the information you provide is accurate and verifiable. Avoid embellishments or omissions that could mislead the new landlord.

Be concise

A well-crafted landlord reference letter should be straightforward and easy to read. Here’s how to ensure clarity:

• Use plain language: Avoid jargon or overly complex sentences. The letter should be accessible to anyone who reads it.
• Focus on key points: Address the core questions that a new landlord might have about your previous tenant, such as the following:some text
  • Did they communicate well?
  • Did they follow the rules and policies?
  • Did they take good care of your property?
  • Did they pay rent promptly?
  • Did they leave on good terms?
  • Were they a responsible and reliable tenant?

By keeping the information clear and concise, you will help the recipient assess the prospective tenant's suitability without any misinterpretation.

Legal considerations

When writing your landlord recommendation letter, there are legal and ethical considerations to keep in mind that protect all parties involved. You may want to consult an attorney to get professional legal counsel and make sure you have checked all the boxes.

• Avoid discrimination: In keeping with fair housing laws, ensure the letter does not contain any discriminatory remarks or biases based on race, color, religion, sex, national origin, disability, or familial status. You should review both federal and state fair housing laws when drafting your referral letter.
• Respect privacy: Do not disclose personal information about the tenant that could infringe upon their privacy rights. Stick to details that are relevant to their rental history.
• Avoid defamation: Be cautious about making negative statements that could be seen as defamatory. If you need to mention concerns about a tenant, focus on factual observations rather than opinions or unverifiable claims.
• Comply with state laws: Be aware of any state or local laws that may dictate what can or cannot be included in a tenant reference letter. Some regions may have specific regulations regarding these letters.
• Get consent: If possible, ask the tenant for their consent before providing a reference. This ensures transparency and helps avoid potential legal issues related to privacy.

Closing statement

A strong closing statement can leave a lasting impression. To wrap up your reference letter effectively, summarize your overall experience with the tenant and provide a clear recommendation. For example:

“In closing, I confidently recommend Jane Doe as a responsible, reliable renter based on her 3-year tenancy with me. She always paid rent on time, cared for the property, and respected policies. Please contact me for any other insights helpful in considering her application.”

Use a letter template

If you’re unsure where to start, using a landlord reference letter template can be a helpful way to structure your document. Templates provide a blueprint that you can customize to reflect your specific experience with the tenant. While templates offer convenience, remember to personalize the sample landlord reference letter below to ensure they accurately represent your tenant and your experience as a landlord.

Proofread

Before finalizing your letter, take the time to proofread it carefully. A well-written, error-free letter enhances your credibility and reflects your professionalism as a landlord. Consider asking someone else to review the letter to catch any mistakes you might have missed.

Landlord reference letter template

Here's a sample landlord reference letter you can use when another landlord requests information on a previous tenant of yours.

Include your contact information at the top:

[Your Name]

[Your Address]

[City, State, ZIP Code]

[Email Address]

[Phone Number]

[Date]

Body of the landlord reference letter template:

Dear [Recipient's Name],

I am writing to recommend [Tenant Name], a former tenant at [Rental Property Address] from [Lease Start Date] to [Lease End Date].

[Tenant's Name] consistently paid rent on time and maintained the property in excellent condition. They adhered to lease agreement terms without any lease violations and communicated effectively throughout the lease term of their tenancy.

In summary, [Tenant's Name] demonstrated exemplary tenancy and responsibility. I recommend them for your rental property and am available for any further questions or information.

Sincerely,

[Your Name]

4 additional landlord reference letter samples for different scenarios

Here are four additional sample referral letter templates designed to help you provide accurate, professional references for your former tenants.

Each template is tailored to different scenarios, ensuring you can effectively communicate your previous tenants' rental histories and behaviors to future landlords.

Template 1: Reference highlighting property care

[Your name]
[Your address]
[City, state, ZIP code]
[Email address]
[Phone number]
[Date]

Dear [Recipient's name],

I am pleased to recommend [tenant name], who resided at [property address] from [lease start date] to [lease end date].

Throughout their tenancy, [tenant name] demonstrated exceptional care for the property. They maintained the home in pristine condition, addressed any maintenance issues promptly, and took the initiative to keep the property well-maintained. [Tenant name] was always respectful of the other tenant, maintained lease terms, and communicated effectively.

Given their attention to property care, I highly recommend [tenant name] as a tenant who will treat your property with respect. Please do not hesitate to contact me for any additional information.

Sincerely,
[Your name]

Template 2: Reference for long-term tenant

[Your name]
[Your address]
[City, state, ZIP code]
[Email address]
[Phone number]
[Date]

Dear [Recipient's name],

I am writing to provide a reference for [tenant name], who was a tenant at my property located at [property address] from [lease start date] to [lease end date], a period of [number of years/months].

[Tenant name] was a long-term tenant who consistently made rent payments and demonstrated reliability and responsibility. They paid their rent promptly, followed all lease agreement terms, and took great care of the property over the years. Their long-term residency is a testament to their stability and respect for rental properties.

I believe [tenant name] would make an excellent tenant for your property, and I am happy to provide further details if needed.

Sincerely,
[Your name]

Template 3: Reference for a tenant who improved over time

[Your name]
[Your address]
[City, state, ZIP code]
[Email address]
[Phone number]
[Date]

Dear [Recipient's name],

I am writing to recommend [tenant name], who rented my property at [property address] from [lease start date] to [lease end date].

Over the course of their tenancy, [tenant name] demonstrated a commendable willingness to improve. While there were initial challenges, such as [briefly describe any initial issue], [tenant name] made significant strides in addressing these concerns. They became more proactive in their communication, made maintenance requests, paid rent on time, and adhered to the lease terms consistently.

[Tenant name]'s commitment to improvement makes me confident in recommending them as a responsible tenant for your property. Please contact me if you have any further questions.

Sincerely,
[Your name]

Template 4: Reference for a tenant who left on good terms

[Your name]
[Your address]
[City, state, ZIP code]
[Email address]
[Phone number]
[Date]

Dear [Recipient's name],

I am writing to recommend [tenant name], who lived at my rental unit at [property address] from [lease start date] to [lease end date].

[Tenant name] consistently paid their rent on time, took care of the property, and adhered to all lease agreement terms. When it came time to move out, they did so in a professional manner, providing adequate notice and leaving the property in excellent condition. [Tenant name] and I parted on very good terms, and I would welcome them back as a tenant without hesitation.

I believe [tenant name] would be a reliable tenant for your property, and I am available for any further questions you may have.

Sincerely,
[Your name]

Maximizing tenant transitions: Effective screening and property management with Azibo

When a landlord provides a referral letter for a tenant, it’s often because that tenant is moving on to a new rental. This transition might leave the landlord with a vacant unit that needs to be filled.

Effective tenant screening becomes important to ensure the next tenant is a responsible tenant. Azibo offers a comprehensive solution for landlords looking to streamline their tenant screening process. With Azibo, landlords can access credit reports, background checks, and eviction history to make informed decisions.

In addition to tenant screening, Azibo offers a range of other features that can help landlords manage their rental properties more effectively. From rent collection to expense tracking, Azibo provides an all-in-one platform that simplifies property management.

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Use downloadable or free landlord reference letter templates

Using downloadable or free templates for landlord reference letters is a convenient and efficient way to write a comprehensive letter.

However, landlords should customize these templates to reflect their specific property and tenant relationship. Tailoring ensures the letter is professional, relevant, and personalized, enhancing its effectiveness in helping tenants secure future housing.

If you are unsure what to include, revisit the tenant's lease application or have a quick conversation with them. Tools like those offered by Azibo can further streamline the process, making property management easier.

Ultimately, a well-crafted reference letter supports your tenant and positively reflects your role as a landlord.