Landlord Reference Letter: Free Template (Fillable PDF) and Sample
A landlord reference letter is a short letter in which a current or former landlord confirms a tenant’s rental history for a new landlord: the address, the dates, the rent, whether rent was paid on time, and how the tenant left the unit. Below is a free fillable landlord reference letter template (PDF), a sample letter you can copy, and simple rules for writing one that is fair, factual and safe.
Free fillable landlord reference letter (PDF). One page with your contact details, the tenant and property, tenancy dates and rent, a checkbox rental record (payments, balance, lease terms, notice, condition, would you rent again), a comments box, your signature and a tenant permission line.
Fill it in on your computer, then print, sign or email it.
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What should a landlord reference letter include?
- Your name and contact details, so the new landlord can confirm the letter is real.
- The tenant’s name and the rental address.
- Tenancy dates and whether the tenant still lives there.
- Monthly rent and the payment record, such as the number of late payments in the last 12 months.
- Any balance owed today.
- Whether the tenant followed the lease and gave proper notice to move out.
- The condition of the unit, separating normal wear and tear from damage.
- Whether you would rent to them again.
- Your signature and the date.
Keep it to one page. New landlords want quick, checkable facts, not a long story.
Landlord reference letter sample
Pat Rivera, owner
[Your address] · [Your phone] · [Your email]
[Date]
Re: Rental reference for Jordan Lee
To whom it may concern,
I am writing at the request of Jordan Lee, who rented Unit 1 at 418 Maple Street, Columbus, OH, from June 1, 2024 to May 31, 2026. The monthly rent was $1,250.
According to my records, Jordan paid rent on time every month, with no late payments, and owes no balance. Jordan followed the lease, gave 60 days of written notice before moving out and returned all keys. At move out, the unit showed normal wear and tear only. I would rent to Jordan again.
Please contact me at the phone number above with any questions.
Sincerely,
Pat Rivera
The names and details in this sample are made up. Replace them with your own facts.
5 rules for writing a reference letter
- Get the tenant’s OK first. Write a reference only when the tenant asks for one or agrees to it. The form has a checkbox for this.
- Use your records. Check your rent ledger or tenant ledger before you write “always on time”. Count late payments instead of guessing.
- State facts, not opinions. “Paid rent late 3 times in 2026” is a fact. “Irresponsible” is an opinion. Facts are fairer and easier to stand behind.
- Leave out personal traits. Never mention race, color, religion, sex, national origin, family status, disability or other protected traits. They have nothing to do with rental history, and fair housing law bans discrimination based on them.
- Keep a copy. Save the signed letter with the tenant’s file.
What if the tenant was not a good tenant?
You can still answer, but stick to what your records show: dates, rent, the number of late payments and any balance owed. You can also choose to confirm only the tenancy dates and rent and stop there. Whatever you do, do not exaggerate. A false statement about a tenant can create legal problems for you, while a short, accurate letter is hard to argue with.
When a new landlord calls you instead
Many landlords check references by phone. You can use the same rental record section of the form as your script. When you are the one screening applicants, ask the same questions of every past landlord, and use our free rental application form, which collects past landlord names and phone numbers and includes the applicant’s permission to contact them.
Rules about sharing tenant information can differ by state. If you are unsure what you may say, ask a local attorney.
Checking references as part of screening? Our free tenant screening checklist (fillable PDF) lists the 10 steps, from written criteria to the adverse action notice.
Screening a new tenant yourself? Send our free rental verification form to their previous landlord.
If a tenant only needs you to confirm where they live, for example for a school or the DMV, a proof of residency letter is shorter and easier to sign.
Frequently asked questions
What should a landlord reference letter say?
It should confirm the rental address, the tenancy dates, the monthly rent, the payment record, any balance owed, whether the tenant followed the lease and gave notice, the condition of the unit, and whether you would rent to them again.
Who writes a landlord reference letter?
The tenant’s current or former landlord or property manager writes it, usually when the tenant applies for a new rental.
Can I write a reference for a tenant who sometimes paid late?
Yes. State the facts from your records, such as the number of late payments in the last 12 months and whether any balance is owed today.
How long should a landlord reference letter be?
One page is enough. Short, factual letters are easier for the new landlord to check and trust.
