General information, not legal advice. This template is a starting point. Laws differ by state and city, so have a licensed attorney review your final document before you use it.
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The short version
- Get the tenant's written permission before sharing details of their tenancy.
- Stick to facts your records support: dates, rent, payment history, notice and condition.
- Leave out opinions on anything unrelated to the tenancy, and never mention protected characteristics.
- Keep a copy of every reference you give.
What a landlord reference letter is
A landlord reference letter confirms a tenant’s rental history for a future landlord. The best references read like a record, not a recommendation: when the tenancy started and ended, what the rent was, whether it was paid on time, and how the home was left. That makes them useful to the next landlord and fair to the tenant.
When to use it
When a current or former tenant asks for a reference, or when a landlord contacts you as part of an application and the tenant has given permission. Many landlords prefer to answer reference calls in writing so the answer is consistent and documented.
How to use the template
- Get the tenant’s signature on the authorization section first.
- Pull the lease and the tenant ledger.
- Fill in the tenancy details and the payment and conduct tables from those records.
- Add short factual comments only if they help.
- Sign, send and keep a copy.
What to include
- Property address and tenancy dates.
- Rent at the end of the tenancy.
- On time payment record and any balance owed.
- Whether proper notice was given.
- Condition at move-out compared with normal wear.
- Any lease violations on record.
What to leave out
- Anything about race, religion, national origin, sex, disability, family status or any other protected characteristic.
- Health information or details of a disability or accommodation request.
- Complaints the tenant made about the home or repairs, which could look like retaliation.
- Guesses and secondhand stories.
Common mistakes
- No authorization on file.
- Inflated praise to help a tenant leave, which misleads the next landlord.
- Opinions mixed with facts.
Rental history in TenantLoop
Every charge and payment in TenantLoop posts to the tenant ledger, so the payment history behind a reference is already there. Signed leases, notices and messages stay on the tenant record too.
What is in the template
A factual rental reference for a current or former tenant: dates of tenancy, rent, payment history, condition of the home and notice given, written with the tenant's permission.
- Tenancy details
- Payment and conduct
- Tenant authorization to release information
Read the whole landlord reference letter template
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General template, not legal advice. Have an attorney in your state review before use.
Using this template. Have a local attorney check it.
Do I have to give a reference?
No law requires a landlord to write one. If you do, keep it accurate, because a misleading reference can create legal risk for you.
Can I give a negative reference?
You can share truthful, factual information, such as late payments or an unpaid balance, backed by your records. Avoid guesses, rumors and personal opinions.
What if I only want to confirm the dates?
That is a common and safe choice. You can fill in the tenancy details table and skip the rest.