It is common for a tenant to ask their landlord for a verification of occupancy letter. Whether they are obtaining a loan, enrolling in school or whatever the reason, they may need proof of their residence.
There are many organizations that require such a letter when applying for any type of state or federal assistance.
Normally these letters need to be done in a timely fashion and thankfully they are not hard to put together.
State Rental history
The rental verification letter needs to state the rental history of the person. Whether they pay their rent on time or not may or may not need to be included in this letter.
Typically, the recipient is looking to verify a stable residence and nothing more. An agency needs to make sure that this person lives within a certain jurisdiction or that they have stable housing.
The amount of rent or any details involving contracts etc. doesn’t have to be placed in this letter, unless asked for.
use business format
Because these letters are usually going to larger agencies that keep official files on the person, the letter needs to be in proper format and be written in traditional business style.
These letters can get a bit specific and there may not be one templet that will work for all. Communicating with the tenant should provide good details about what is needed on the letter.
The goal is to not get really personal, but keep it straightforward. For instance, if the person is a horrible tenant and they never pay their rent on time, this is not what this type of letter deals with.
Begin the letter with proper structure, the landlords information should be first, followed by the date, then the requestor’s information. It is acceptable to put a subject line on this style of letter.
Always try to address to a person specifically, rather than the generic term, “To Whom It May Concern.” Start the letter out with giving the tenants full name and their address.
state lease dates
Be sure to say how long they have lived in the home or apartment and how much their rental rate is. It is also appropriate to give their lease dates. For instance, the person has livened in the home since May of 2002.
This statement can be helpful if a prospective employer or agency needs to see that the person has stability. For other letters it will have no bearing. This is why knowing what agency or what specifics are needed in the letter can be helpful.
The subsequent paragraphs should state any further information that is needed. Give the other party a number where they can call with any questions.
Place the proper salutation at the end of the letter and ensure that there is an official signature and printed name. Here is a sample Rental Verification Letter.
In this sample, the parties need verification as they are moving to another home. The letter should include rental information, like rent amounts and if they pay on time.
Sample Rental Verification Letter
89 Elmont Street
Clintonville, Ohio 43280
July 07, 2020
Action Rental Agency
125 N. High Street
Columbus, Ohio 43215
Re: Verification of Residency for Clayton Riley
Dear Ms. Wallace,
I received your request for proof of residency of my tenant Clayton Riley. Clayton lives in one of my rental homes at 129 Oak Lane in Chillicothe, Ohio.
He has been a resident of this home for the past ten years. His official move in date was July 07, 2011. He currently resides in this home with his wife, Pam Riley and their two children, Wilma and Willy.
The Riley’s have a rental amount of $980 a month. They are excellent tenants and I have not had any problem with them since the day they moved in.
The rent is always paid on time and they are always sure to keep the property in great condition. I have had few service issues to the home and have always been pleased when I have had to go into the home.
Clayton is under a lease that expires on December 31, 2013. It is his wishes to move to another location at this time. We are going to be sad to lose him as a renter, but he will make a great renter for you.
I have no problems recommending this family. Should you have any questions, please feel free to call me at 740-789-0921.
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