As a landlord, you will get periodic requests for reference letters from previous renters. Other landlords like yourself seek these references as part of the standard screening process for new renters. Just as you would look for honest assistance from other landlords when you’re reviewing a new applicant, so too can you offer this helpful service to others.
How to Write a Landlord Reference Letter
You will probably receive frequent requests for renter reference letters, so it’s good to keep your files organized and follow a standard process for these letters.
1. Check the Renter’s File
Review the renter’s file to confirm essential details about their residency. Even if you’re familiar with the renter in question, it’s crucial that you can substantiate all your claims. If you don’t have paperwork to support what you’re saying, it’s probably best to omit the information.
2. Use a Simple Template
Keep a template on hand so you can quickly populate your letter with the right details. Sample templates are provided at the bottom of this article.
3. Detail Relevant Information About the Renter
Include relevant details about the renter in your letter such as:
- The dates of tenancy
- Their monthly rent
- If they made late payments and how often
- Whether they had pets
- Any official complaints filed against them
- Documented activity that was in violation of their lease
- The state of the unit when they vacated it
4. Summarize Your Recommendation
After providing the necessary information about the renter, you should summarize your letter with a brief recommendation either stating that you would rent to them again or that you would advise caution.
5. Include a Professional Closing
Close the letter professionally with your name, title, and contact information. If you’re printing a physical copy of the letter, leave space for your signature above your printed name.
What to Avoid in a Landlord Reference Letter
When you’re writing a reference letter for a renter it’s important to be honest and factual without inserting any unnecessary opinions. If you make any kind of negative statement, be prepared to back it up with documentation. The renter may challenge your accusations, and it’s crucial that you have organized files that support what you’re saying. You should always keep documentation regarding any:
- Complaints filed against a renter
- Calls you’ve made to the police in regards to a renter
- Notices issued to a renter
- Repairs needed to prepare the unit for a new renter
It’s not relevant to note whether you found a renter personally annoying. You can, however, mention any instances where the renter was in violation of your residential lease agreement. This may include instances where they:
- Kept an unauthorized pet
- Didn’t pay their rent on time
- Parked too many vehicles at their unit
- Had more than the allowed number of people living in the unit
- Damaged the unit
Template for a Positive Landlord Reference Letter
The following template can help you quickly put together a reference letter for a pleasant renter that you would recommend to another landlord.
[Date]
Dear [Landlord Requesting the Letter],
I am writing on behalf of [Name of Renter] who resided at [Address] as my renter from [move-in date] to [move-out date]. [Renter] was a reliable renter, always paying their rent on time and adhering to the rules of our property. [Renter] kept one [type of pet] named [Name of pet]. [Name of pet] was very well-behaved and we received no complaints. [Renter] left the unit in excellent condition, and I was able to return their full security deposit.
I would gladly recommend [Renter] as a renter for your property, as they were courteous in all our interactions and always submitted full, on-time payments. I would happily rent to [Renter] again. Please let me know if you have any additional questions!
Best,
[Your Name]
[Contact information]
Template for a Negative Landlord Reference Letter
If you’re writing in regards to someone who was not an exemplary renter, it’s important to be factual and honest without saying anything that could be considered slander. Here’s an example of a professional renter reference letter for a problematic renter.
[Date]
Dear [Landlord Requesting Reference],
I’m writing in regard to [Name of Renter] who was my renter at [Address] from [beginning of lease] to [move-out date]. [Renter] paid [his/her] [amount of rent] rent on time for most of the lease, but did submit three payments that were between one and two weeks late. I was notified that the payment would be late in one of these instances, and happily made arrangements to accept a late payment with the associated late fee, as specified in the lease agreement. In the other two instances, I had to issue additional notices regarding the late payments and was not able to collect the late fee until the following month.
[Renter] left the apartment in fair condition. There was some significant staining on the carpet and holes were left in two of the walls. The renter received only $100 of their $1,200 security deposit back as a result of the additional repairs and cleaning necessary for the unit.
I would recommend [Renter] for a unit that is more affordable than our apartments. I believe our [amount of rent] rate may have created financial strain on [Renter] which resulted in the late payments and difficulty paying associated fees. Overall, [Renter] was polite and courteous in our interactions. Feel free to let me know if you have any additional questions.
Best,
[Your name]
[Contact information]
Renter reference letters are common communications that you should be prepared to submit regularly. When you have a few templates accessible, you can add the required details quickly. Offering timely references is a great way to support your renters in their future endeavors while helping your fellow landlords make wise decisions about their rentals.
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