A tenant may ask you to write a rental reference letter in order to help them rent another place down the road. Writing a rental reference letter doesn’t take much time, but some landlords may get confused about what to say.
As a landlord, you appreciate an honest and thorough rental reference on prospective tenants, but are you extending the same professional courtesy to your former tenant’s new landlord?
When a tenant requests a rental reference letter, it’s important to deliver the information honestly and succinctly. Although writing a rental reference letter doesn’t have to take a long time, especially if you have your tenant’s file in front of you for reference, you want to make sure to do a good job.
What is It? A Rental Reference Letter?
A rental reference letter, also known as a recommendation letter, is written to a former tenant’s potential new landlord. Yes, it’s true, these types of letters do not always have to come from previous landlords, they can be provided from other sources that help verify a tenant’s reliability, but most of the time, an existing landlord loves to see a previous landlord’s recommendation.
How To Write A Rental Reference Letter
As a tenant, it’s so much easier to provide a template to your previous landlord to help save time, this way they can customize or edit it as they want. However, not all tenants may think to do this, which is perfectly okay in today’s world of modern technology considering how many templates you can find online nowadays. These are some tips to help you write a reference letter for tenants.
Honesty is the Key
Don’t overdo the details. It’s essential to always tell the truth. With many recommendation letters, it’s important to be able to back up what you write too just in case you receive a phone call or an email for verification. It is important to be honest when writing rental reference letters. You definitely don’t want to steer a future landlord the wrong way by providing a great recommendation for a tough tenant. With anything, if you can provide proof to back up what you’re saying like a receipt or late rent notices, that’s even better.
Keep It Short
Most landlords don’t want to read nine pages of essays on why they should rent to tenants. To find the right tenant they need to review dozens of applications, do background checks, and so on. It’s important to keep this letter short and sweet and to the point.
Stick To Facts
You should think about this: Often, written agreements are more important than oral agreements. It’s essential to stick to the facts when writing this rental reference letter so that nothing backfires so to speak in the long run.
Professionalism is key
A reference letter won’t be taken seriously if it’s not professional sounding. Reiterating the above: Keep to the facts and remain relevant. Write Send the letter as if it were your own. Just like anything you’re writing and sending off, check for the basics like spelling issues and grammar. Another person could also review your work. If you’re using a template, be sure you filled in all the blanks correctly instead of leaving the standardized text in there!
Keep it structured
A The following structure is common for rental references:
Date of writing
Your name and contact information (usually email, direct phone)
Addressee or address “to whom it may concern”
Introduction
Body of the letter (we cover what to include below).
Conclusion
Sign-off
Signature (if comfortable providing)
What Should You Do A Rental Reference Letter Include?
So, we went over the structure of the letter, but let’s really break it down to the bare minimum and in simplest terms. Below are the steps to follow and the contents of the rental reference letters.
#1 Date:
Make sure you include the date at top of your letter. Undated letters are not credible.
#2 Contact Information
Your first and last names are usually included. However, sometimes, people include their email address as well as their direct phone number. If you’re a landlord receiving a recommendation letter and need assistance on how to contact the previous landlord, check out this video:
#3 Addressee
If you do not know the potential landlord’s name a formal “to whom it may concern” This will work just fine.
#4 Introduction
Just a simple introduction of who you are will work great here, we’ll get down to more details below.
#5 Tenancy Information
This information should be included in the body. Be sure to include the tenant’s first and last name, the address of the rental property and the dates that the tenants were on the property. Include the date that the tenant paid their rent on time if possible. Include evidence that the tenant maintained the property well and took good care of it.
If the tenant had a pet, the landlord will ask for information such as the behavior of the pet and any noise complaints. Remember, as we mentioned above, it’s important to stick to the facts and not insert your opinion anywhere. Sometimes landlords will point to clauses in their leases and say that the tenant followed them.
#6 Property Care and Condition
It’s crucial to note how the property was maintained. Note any damage. Tenants who left everything in perfect condition, as per lease terms, etc. Notate this as well. Your rental reference letter should not be in violation fair housing laws. It’s important to keep in mind that you can inadvertently violate such laws by mentioning a person’s race, sexual orientation etc. Even if you’re being kind.
Your personal preferences will determine the type of your Local lawsYou may be eligible for additional protected classes that you should consider when you write this letter. It’s always a good idea to have legal review your letter before you send it out.
#7 Tenant’s Behavior:
Notify the landlord if any neighbor lived at the property, or any other person who may be living there. Don’t reveal personal information about the tenant. Stick to the facts.
#8 Landlord-Tenant Relationship:
As stated above, it is important to keep the conclusion short and sweet. Make sure you include whether you would rent the property to the tenant again. After evaluating all facts, the future landlord can make the final decision on renting to the tenant.
#9 Sign Off
A Simple signatures or the signing of your name are sufficient.
Landlord Reference Letter Sample
Sometimes it’s easiest to see what a rental reference letter should include with an example or a starter template that you can customize.
July 15, 2022
To Whom it might concern
I’ve been asked to write a rental reference letter on behalf of James Kitts, who rented an apartment from me at 2202 Elm Street from June 1, 2021 through June 30, 2022.
James paid rent every month for the 1 year lease on time, except once when he called me to inform me of a family emergency. He made arrangements to pay the full amount by the 15th of each month, plus any late fees. He honored that agreement.
James maintained the apartment in excellent condition and alerted me promptly to any maintenance issues. There were two very minor damages at the move-out inspection. He was quiet and respectful and I don’t have any complaints from him.
I would rent James again if given the opportunity. If you have any questions regarding James’ tenancy, please call me at 555-5555.
Sincerely,
Ms. Landlord
Get the Best Reference Letter
Remember that it is not your responsibility to share every detail of your tenant’s file with the world. Let the facts speak for them and be a good landlord by creating a brief, informative letter for your tenant. Make sure to share this article and leave a comment below!
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