Writing a Rental Verification Letter [Free Samples]

A rental verification letter verifies a tenant’s current rent amount and provides proof of their residence. This is common when a tenant is applying for loan or enrolling in school.

Right Amount Of Information

It’s important that the letter give just the right amount of information, so it fulfills the tenant’s requirements, but doesn’t violate their privacy. 

A landlord may be asked to give a rental verification letter as soon as possible because the tenant is in a hurry to submit his or her application. It’s an easy letter to write, and may be very short. 

Many banks will not accept a letter from a landlord when a person is trying to prove residency, because these are easily forged and may contain false information.

The borrower needs to get a letter from a real estate agent or property manager because these are registered professionals. 

However, if the person can prove their rental payments with bank statements, the bank may accept a letter from a landlord.

Rental Verification Letter Tips

Here are some tips for landlords to follow when they need to write a verification letter:

  1. If the request comes from the tenant, there’s no problem. However, if the request comes from an outside agency, the landlord should verify the request to prevent identity theft by someone posing as a bank or other organization in order to get information on a tenant.
    It is up to the landlord to make sure the requesting party is legitimate. This may mean looking up the requesting organization online and calling a number on the website or contacting the tenant to make sure the request is legitimate.
  2. The tenant should authorize the information being given by his or her landlord to the requesting organization.
  3. Landlords should make sure they have records of the tenant’s rent payments. These records should include the moving-in date, the amount of rent they paid and whether they paid on time. The letter should include the length of time the tenant has lived in the property and when the lease expires.
  4. If the landlord is a real estate company, the letter should be written on letterhead. It should be addressed to the proper person. The tenant will be able to give that information to the landlord. 
    It is not recommended to give a generic letter that could be used for any purpose. An unscrupulous tenant could use it to rent another property and skip out on the original lease agreement.
  5. The first sentence should explain who is writing the letter and why. It should also give the name of the tenant, so the purpose of the letter is clear. The writer may be a property manager or the owner of the property. 
  6. The landlord can include, if applicable, a statement on the character of the tenant. For example, the landlord may say that the tenant was an exemplary tenant and kept the property in excellent condition.
  7.  The letter should also include the landlord’s contact information if it is not in the letterhead. The landlord should invite queries about the tenant if required. 

Intended To Prove Residence

A rental verification letter is intended to prove residence for a person. It is not intended to be used as a complaint platform. 

If the landlord has any complaints about the tenant, the landlord should directly take that up with the tenant, so the problems can be resolved. If this isn’t possible, the landlord can consult a lawyer and take the tenant to small claims court.

Here are some examples of rental confirmation letters. Because it will be used as a legal document to prove payments, it should be written in a formal corporate manner. 

Before sending the letter, the landlord should display it to the renter to ensure that they approve of the contents. It should be sent certified mail, with a copy kept by the landlord.

Sample 1 - Rental Verification Letter

Your Name
Your Address
City, State, Zip Code

DATE

Name of Person Requesting the Verification Letter
Address of Above Person
City, State, Zip Code

RE: Rental Verification

Dear [Name of Requesting Person]:

This letter serves as formal confirmation that [name of renter] has been in my rental house for the previous three years at [Address of Rental House]. Tenant’s name has a lease that finishes on [DATE] and moved in on [DATE].

He pays $1,200 every month and has never missed a payment deadline. He is a nice renter, and when the time comes to extend the lease, I will gladly do so. 

If you have any queries about the verification of [Name of Tenant’s] residence, please contact me at [Phone Number] or [Email Address].

Sincerely,

Signature
Your Name

Sample 2 - Rental Verification Letter

Jonathan Bridges
89 Elmont Street
Clintonville, Ohio 43280

November 11, 2021

Action Rental Agency
125 N. High Street
Suite 201
Columbus, Ohio 43215

Re: Verification of Residency for Clayton Riley

Dear Ms. Wallace,

Clayton Riley, my tenant, was the subject of your request for evidence of residency. Clayton lives at 129 Oak Lane in Chillicothe, Ohio, which is one of my rental properties. 

For the past ten years, he has been a resident of this facility. The date of his official move-in was December 21, 2010. He and his wife, Pam Riley, and their two children, Wilma and Willy, currently live at this house.

The Rileys’ pay a monthly rent of $980. They’ve been great renters, and I haven’t had any issues with them since they moved in. 

The rent is always paid on time, and they make certain that the property is kept in excellent condition. I’ve had very few service concerns with the house and have always been happy when I’ve needed to go inside.

Clayton’s lease is set to end on December 31, 2020. At this time, he want to relocate to a different location. We’ll miss having him as a tenant, but he’ll be a fantastic renter for you. 

This family comes highly recommended from me. Please contact me at 740-789-0921 if you have any further questions.

Sincerely,

Jonathan Bridges

Sample 3 - Income Verification Letter

ABC Apartment Complex
12990 Red Wolf Lane
Columbus, Ohio 43223

July 07, 2021

Global Industries
6800 Laughing Town Lane
Chattanooga, TN 68903
Attn: Thomas White

Dear Mr. White,

We received your request for income and employment verification for Jessica England. Jessica has been employed with Global Industries for six years. 

Her official date of hire is 07/07/2015. Her official title her at our company is a shift supervisor for the packing division.

Though Jessica is a supervisor, she receives an hourly salary. Currently, her hourly salary rate is $18.90 an hour. She is eligible for overtime and as you can see from attached report, she gets quite a bit. 

She averages about 15-20 hours of overtime each week. Jessica is good employees whose work status is in good standing. There are no threats of lay-offs to this position and we intend that we will have her around for quite some time.

If you have any further questions, or we can be of assistance in any way, please be sure to call me back at 740-908-1290. My office hours are Monday through Friday from 7:30 am till 4:00 pm.

Sincerely,

Lynn Remington
HR Manager

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