Landlord Reference Letter Sample: Free & Effective

Drawing on years of experience crafting landlord reference letters, this article offers a step-by-step guide, complete with personal insights and a practical template, to help both seasoned and first-time landlords write impactful recommendations that can significantly influence housing opportunities.

Key Takeaways

  • Purpose of a Landlord Reference Letter: To provide a potential landlord with insight into the tenant’s behavior and reliability.
  • Essential Components: Contact information, tenancy details, payment reliability, care for property, and overall recommendation.
  • Personal Tips: Be honest, focus on positive experiences, and avoid unnecessary details.
  • Free TemplateUtilize the provided template to simplify the process.

Step 1: Start with Your Contact Information

Begin your letter by listing your name, address, phone number, and email address at the top. This ensures the recipient knows how to reach you for any follow-up questions.

Step 2: Include the Date and Recipient’s Information

Add the date of writing the letter. If you know the recipient’s name and address, include that as well. If not, “To whom it may concern” is a suitable alternative.

Step 3: Introduce Yourself and Your Relationship to the Tenant

In the opening paragraph, introduce yourself, specifying your role (e.g., the property manager, landlord) and how long you’ve known the tenant. This establishes the context of your relationship.

Step 4: Detail the Tenancy

Specify the duration of the tenancy, the property address, and any other relevant details like the type of property and the rent amount. This provides a clear picture of the tenancy background.

Step 5: Discuss the Tenant’s Reliability and Behavior

Highlight the tenant’s punctuality in rent payments, care for the property, and adherence to lease terms. Mention any positive interactions or how they contributed to a positive community environment.

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Step 6: Offer a Final Recommendation

Conclude with a straightforward recommendation. If you would rent to the tenant again, say so. This is the most critical part of the letter and should be clearly positive if you’re endorsing the tenant.

Step 7: Provide a Closing Statement and Your Signature

End with a courteous offer to provide further information, followed by your signature and printed name.

Template for a Landlord Reference Letter

[Your Name]
[Your Address]
[City, State, Zip]
[Phone Number]
[Email Address]


[Recipient’s Name or “To whom it may concern”]
[Recipient’s Address]
[City, State, Zip]

Dear [Recipient’s Name or “To whom it may concern”],

I am writing to provide a reference for [Tenant’s Name], who rented [Property Address] from [Start Date] to [End Date] as their [Your Position, e.g., Landlord]. During this period, [Tenant’s Name] consistently demonstrated responsibility and reliability in paying rent on time and maintaining the property in good condition.

[Tenant’s Name] has shown a great respect for the property and adhered to all the lease terms without exception. [He/She/They] was always cooperative and maintained a good relationship with the neighbors and myself. There were no complaints from other tenants, and [Tenant’s Name] always communicated any concerns promptly and effectively.

I highly recommend [Tenant’s Name] as a tenant. [He/She/They] would be an asset to any property and is welcome to rent from me again in the future. Should you require any further information, please do not hesitate to contact me.


[Your Signature]
[Your Printed Name]

Personal Tips from Experience

  • Be Specific: Use concrete examples when possible. Instead of saying “the tenant is responsible,” mention that “the tenant promptly reported maintenance issues and facilitated their resolution.”
  • Stay Positive but Honest: It’s important to remain truthful in your recommendation. If there were minor issues that were resolved, it’s okay to mention them in the context of the tenant’s willingness to address them.
  • Keep It Professional: The letter should be formal and professionally written. This is a business letter, so maintain a professional tone throughout.

Engage with Your Readers

I would love to hear about your experiences with writing or receiving landlord reference letters. What tips can you share? What challenges have you faced? 

Please leave your comments and questions below. Your insights not only enrich our discussion but also help others in our community navigate their landlord-tenant relationships more effectively.

Frequently Asked Questions (FAQs)

A professional and inviting office setting with a person sitting at a desk, writing a letter

Q: What is a Landlord Reference Letter?

Answer: A landlord reference letter is a document provided by a previous landlord that outlines my experience as a tenant. 

It typically includes details about my reliability in paying rent on time, the condition in which I kept the property, and my overall conduct as a tenant. It’s a valuable tool for landlords to assess potential tenants.

Q: How do I get a Landlord Reference Letter?

Answer: To get a landlord reference letter, I simply ask my previous landlord for one. It’s best to request it after moving out, especially if I had a positive rental experience. 

I make sure to provide them with enough time to write it and offer to provide any necessary information they might need.

Q: What should be included in a Landlord Reference Letter?

Answer: A good landlord reference letter should include the dates I rented the property, comments on my ability to pay rent on time, the condition of the property during and after my tenancy, and any other relevant information that reflects my qualities as a tenant. 

It’s also helpful if the landlord mentions any positive interactions or experiences they had with me.

Q: Can a Landlord Reference Letter be bad?

Answer: Yes, a landlord reference letter can be negative if I had issues during my tenancy, such as late rent payments, property damage, or complaints from neighbors. 

However, most landlords will discuss these concerns with me first before including them in a reference letter. It’s important for me to address any potential negative points beforehand.

Q: Do all landlords require a Landlord Reference Letter?

Answer: Not all landlords require a landlord reference letter, but many do as part of the rental application process. It provides them with a sense of security about who they are renting to. 

Even if it’s not required, I find that providing one can improve my chances of securing a rental, especially in competitive markets.

2 thoughts on “Landlord Reference Letter Sample: Free & Effective”

  1. Merci pour cette proposition, à nous de l’adapter. C’est un vrai plus car nous n’avons pas l’habitude et nous risquons d’être maladroit.

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