Landlord Reference Letter 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.
Use this template
Free, no sign up. Fill it in by hand or edit the Word file.
General template, not legal advice. Have an attorney in your state review before use.
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.
Last reviewed
Before you use it
- 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.
How to fill it in
- Underlined spaces are blanks to fill in. The small label says what goes there.
- Shaded boxes mark rules that change by state. Look up the rule where the property is located.
- Delete clauses that do not apply, and add any disclosures your state or city requires.
General template, not legal advice. Have an attorney in your state review before use. Last reviewed October 29, 2026.
Landlord Reference Letter
Write only what your records show, and get the tenant's written permission first (the authorization at the bottom works). Stick to facts you can support, such as dates, amounts and payment history, and leave out opinions about anything unrelated to the tenancy.
- Date
- To (name of the new landlord or company)
- Their address or email
- Re: Tenant name
To Recipient name,
Tenant name has asked me to confirm their rental history at a property I own or manage. The details below come from my records.
Tenancy details
| Item | Details |
|---|---|
| Property address | |
| Tenancy start date | |
| Tenancy end date, or still a tenant | |
| Monthly rent at the end of the tenancy | |
| Number of people on the lease |
Payment and conduct
| Question | Answer |
|---|---|
| Rent paid on time | Always / Usually / Not usually |
| Number of late payments in the last 12 months | |
| Any balance owed now | |
| Proper notice given before moving out | |
| Condition of the home at move-out, beyond normal wear | |
| Complaints or lease violations on record | |
| Would you rent to them again |
Additional comments based on the tenancy: Optional factual comments
If you would like to confirm this letter, you can reach me at Phone and email.
Sincerely,
Tenant authorization to release information
I authorize Landlord or company name to share information about my tenancy, including rent payment history and the condition of the home, with Recipient name for the purpose of my rental application.
General template, not legal advice. Have an attorney in your state review before use.
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