Proof of Residency Letter From Landlord (Free Template)
A proof of residency letter from a landlord is a short, signed letter confirming that a tenant lives at your rental address and since when. Tenants ask for one when they need to prove their address and the bills are not in their name, for example to enroll a child in school, open a bank account or update an ID. Download the free fillable letter below, or copy the sample text.
Free proof of residency letter (fillable PDF). One page: your contact details, who the letter is for, the residents’ names, the move-in date, current or former tenant, your signature, and an optional notary box. Type into it on screen or print it.
When tenants need one
- Enrolling a child in a school district.
- Opening a bank account or applying for a loan.
- Getting or updating a driver’s license, state ID or voter registration.
- Applying for benefits, in-state tuition or a resident parking permit.
- When a roommate is not on the utility bills or the lease.
Each office decides which documents it accepts. Some accept a landlord letter on its own, some want it together with a lease or a bill, and some need it notarized. The tenant should check the exact requirements before you write it.
What to include (and what to leave out)
| Include | Why |
|---|---|
| Your name, role and contact details | The recipient may call to confirm |
| The date and who it is addressed to | “To whom it may concern” works if the tenant does not know |
| The rental address with unit number | The address being proved |
| The full names of the residents | Match the names on their ID |
| The date they moved in | Many offices ask how long the person has lived there |
| Whether they still live there | And when the lease ends, or the move-out date for a former tenant |
| Your signature and printed name | An unsigned letter is rarely accepted |
Leave out the rent amount, payment history, Social Security numbers and anything else the recipient did not ask for. If an office does ask for rent or payment details, get the tenant’s permission first. For a future landlord who wants rental history, use the rental verification form or a landlord reference letter instead.
Sample proof of residency letter
August 3, 2027
To whom it may concern,
Re: Proof of residency for Maria Lopez
I am the owner of the rental home at 2210 Pine Ave, Unit 2, Tucson, AZ 85705. This letter confirms that Maria Lopez and her son, Daniel Lopez, have lived at this address since June 1, 2026. They currently live here under a lease that ends on May 31, 2028.
The information in this letter is true and correct to the best of my knowledge. You can reach me at (520) 555-0190 if you need to confirm it.
Sincerely,
R. Hayes, owner
Names, address and phone number are examples only.
Does it need to be notarized?
Only if the recipient says so. Many offices accept a plain signed letter, but some schools and agencies require a notarized statement. The PDF has an empty notary box at the bottom; the notary adds the acknowledgment wording used in your state. If no notary is needed, leave it blank.
Tips for landlords
- Only confirm what you know. If an adult who is not on the lease asks for a letter, you may not know whether they really live there. Do not sign anything you cannot confirm.
- Check dates against your records. Your tenant ledger and the lease show the move-in date.
- Keep a copy of every letter you sign with the lease file.
- Respond the same way for every tenant who asks, so everyone is treated equally.
Each school, agency and bank sets its own proof of residency rules.
Related free templates
Watch: how to write a proof of residency letter
Simple Rent LedgerFree landlord tutorials on YouTubeFrequently asked questions
What is a proof of residency letter from a landlord?
A signed letter in which the landlord or property manager confirms that a person lives at the rental address and since when. Tenants use it when they need to prove their address.
Is a landlord letter enough proof of residency?
It depends on who is asking. Some offices accept it alone, some want it with a lease or utility bill, and some require it to be notarized. The tenant should check first.
Should I include the rent amount?
Usually no. Include only what the recipient asks for, and get the tenant’s permission before sharing the rent or payment history.
Does a proof of residency letter need to be notarized?
Only if the recipient requires it. The free PDF has an optional notary box for that case.
Can I write one for someone who is not on the lease?
Only if you can truthfully confirm that they live there. Do not sign a letter about something you do not know.
