Quick Answer
A landlord reference letter is a short letter you write for a former tenant, describing your rental experience with them, so their new landlord can decide whether to approve the application. Include the tenant’s name, the rental address, how long they lived there, whether they paid rent on time, and your honest assessment of them as a tenant. Keep it factual and stick to renting-related information, avoid anything that could violate Fair Housing law. Many landlords do follow up to verify a reference letter before trusting it. Use the free template below to write yours in minutes.
Need an example of a free landlord reference letter template? This article provides a sample landlord reference letter you can use to write one of your own!
When you have the good fortune of finding a great tenant, it can be difficult when they decide to leave your rental for another. In the process, the tenant may also request a landlord reference letter from you to provide additional information to their new landlord and strengthen their rental application.
However, if you don’t consider yourself a wordsmith, it might be hard to stare at a blank piece of paper and know what to write about a former tenant.
In this article, we’re going to share a few tips about writing a recommendation letter for a tenant and also provide an example of a free landlord reference letter template you can use to write your own!
What is a landlord reference letter?
Very similar to character references or professional recommendation letters, a landlord reference letter is written by previous landlords when their former tenants are applying for a new rental.
If a previous renter requests a reference letter from you, it’s normally safe to assume that you and the tenant had a good renting relationship. In general, potential new landlords will use this letter to determine whether or not the tenant is safe, reliable, and trustworthy.
Do landlords actually check references?
Yes. Landlords receiving a reference letter often follow up directly, most commonly by phone or email, to confirm it’s genuine and to ask a couple of follow-up questions the letter didn’t cover, like whether you’d rent to the tenant again or if there were any issues at move-out. This is common enough that it’s worth expecting a call, and it’s part of why your real, verifiable contact information matters on the letter itself. If you’re curious what that verification call usually covers, here’s what landlords typically ask when checking a reference.
What should I NOT include in a landlord reference letter?
When writing a reference letter for a tenant, be sure to avoid mentioning any personal facts regarding the tenant that could violate any Fair Housing Laws.
What SHOULD I include in a landlord reference letter?
If you’re stumped as to what you should include in a reference letter for a template, think about what you yourself would want to know about a tenant.
- Did the tenant pay their rent on time?
- Was the tenant clean? Friendly? Quiet? Respectful?
Asking yourself what information you’d like to know about a tenant in a landlord reference letter will give you the inspiration as to what you should include in the letter you write.
Additionally, you should also be sure to include how long the tenant rented from you, when they rented from you, and your contact information. Including your contact information can help the landlord check up on the reference letter and verify that you’re a real landlord, as opposed to a fake reference letter from a tenant.
Free Landlord Reference Letter Template
You can use the following free landlord reference letter template below to draft a recommendation for a tenant!
DATE:
TENANT NAME:
To Whom It May Concern:
[TENANT NAME] was my tenant from [DATE] to [DATE] and rented my property at [RENTAL UNIT ADDRESS].
While they lived in my rental, they:
(Include all that apply & feel free to include your own.)
- Consistently paid rent on time
- Took good care of the property
- Responded promptly to any communication I sent
- Were cordial and polite
- Had no issues with neighbors
- Cleaned up after their pet (if applicable)
- Alerted me immediately of any maintenance issues
Overall, [TENANT NAME] was a clean and respectful tenant, and I would rent to them again. If you have any further questions, please don’t hesitate to reach out to me using the contact info below.
Sincerely,
[YOUR NAME]
[YOUR BUSINESS NAME]
[YOUR EMAIL & PHONE NUMBER]
Sample Landlord Reference Letter
Following the template above, here’s an example of what a sample landlord reference letter could look like:
DATE: July 07, 2021
TENANT NAME: John Smith
To Whom It May Concern:
John Smith was my tenant from June 01, 2020 to June 30, 2020 and rented my property at 142 Wallaby Way in Springfield, Illinois.
While John lived in my rental, he paid rent on time every month and took good care of the property. He never received any complaints from neighbors, and his dog is very friendly and well-trained.
Overall, John was a clean and respectful tenant, and I would rent to him again. If you have any further questions, please don’t hesitate to reach out to me using the contact info below.
Sincerely,
Anna Johnson
AJ Properties & Real Estate
[email protected]
(555) 555-5555
Common Mistakes to Avoid When Writing a Reference Letter
Including information unrelated to the tenancy
Personal details about a tenant’s family situation, health, or background have no place in a reference letter and can create Fair Housing exposure. Stick to facts about the rental itself: payment history, property condition, and communication.
Writing a positive reference for a tenant who doesn’t deserve one
It’s tempting to write something generic and positive just to help a tenant move on, but an inflated reference can create real problems for the next landlord and for you if it’s later shown to be misleading. Stay factual, even when the review isn’t glowing.
Leaving out verifiable contact information
A reference letter without a real name, phone number, or email looks fake and won’t hold up if the new landlord tries to confirm it. Always include contact information you’d be reachable at.
Being vague instead of specific
“Good tenant” doesn’t tell the next landlord much. Specific details, on-time payments, property condition at move-out, responsiveness to communication, carry far more weight than general praise, and they’re also easier for a new landlord to verify if they follow up.
Before You Write the Letter
A landlord reference letter works best when it’s short, factual, and easy to verify: describe the tenancy honestly, skip anything unrelated to renting, and make sure your contact information is real. The template and sample above cover the letter itself, here’s what comes up most often once you’re ready to write it.
FAQ
Can I be honest in a negative landlord reference letter?
Yes, and you should be, as long as you stick to factual, renting-related information. You’re not obligated to write a glowing letter for a tenant who paid late or damaged the unit. Keep the tone professional and factual rather than personal, and avoid anything that could be read as discriminatory or unrelated to their tenancy.
How long should a landlord reference letter be?
A short one, typically a few paragraphs, one page at most. New landlords want the key facts, rental dates, payment history, property condition, general behavior, not a lengthy essay. The template above covers what most landlords need in about that length.
What if I don’t want to write a reference letter for a former tenant?
You’re not legally required to. Some landlords prefer to only confirm basic rental history, dates and address, verbally or in writing rather than write a full letter, and some property management companies have a policy against providing letters at all. If you decline, offering basic verification instead is a reasonable middle ground.
Can a landlord reference letter be sent by email instead of mail?
Yes, email is the most common way these letters are sent today. What matters is that the letter includes your real, verifiable contact information so the new landlord can follow up with questions, not the delivery method itself.
Is a landlord reference letter legally binding or required?
No, it’s not a legal document and isn’t required by law. It’s a voluntary courtesy that helps a former tenant’s application, similar to a professional reference letter for a job. New landlords aren’t obligated to request one, and you’re not obligated to provide one.
What’s the difference between a landlord reference letter and a rental verification?
A rental verification usually just confirms basic facts, dates lived there, rent amount, whether rent was paid on time, sometimes over the phone. A reference letter goes further, adding your written assessment of the tenant’s overall behavior and whether you’d rent to them again.
Conclusion
Your landlord reference letter doesn’t need to be a work of Shakespeare. Be concise and honest in your recommendations for the tenant, while also ensuring you don’t violate any Fair Housing Laws. In general, reference letters for tenants should include only information as it relates to your renting experience with them.
Next steps:
- Confirm you’re comfortable providing a reference before you start writing, it’s voluntary, not required.
- Fill out the template above with factual, renting-related details only.
- Keep a copy in case the new landlord follows up with questions.
RentRedi’s rent payment history and tenant records can help you pull these details for a reference letter without digging through old files or spreadsheets. Find the right plan for your portfolio.