Landlord Reference Letter Template: Examples for Tenants & Landlords
You have found the perfect flat, the application is nearly done, and then the new landlord asks for one more thing: a reference from your previous landlord. Or you are the landlord, and a former tenant has just asked you to write one.
A landlord reference letter is a short letter from a previous landlord confirming that someone was a good tenant: they paid rent on time, looked after the property, and left it in good condition.
Most pages give you one generic template. But a five-year tenancy reads differently from a three-month tenancy. Below are four copy-paste templates, one for each situation.
Which Template Do You Need?
| Situation | Template | Who writes it |
|---|---|---|
| A tenant rented for a year or more | Template 1: Standard reference | Landlord |
| A tenant needs to ask for one | Template 2: Request email | The tenant |
| A tenant had a pet | Template 3: Reference with a pet | Landlord |
| A tenancy lasted only a few months | Template 4: Short tenancy | Landlord |
What to Include in Every Landlord Reference Letter
Keep the letter to one page, around 200 to 300 words, with six parts:
1. Who you are. Your name, your role, and the property.
2. The tenant's name and the property address. The tenant's full name and the address they rented.
3. The tenancy dates. The move-in and move-out dates, or "current tenant" if they still live there.
4. The rent record. Whether rent was paid on time and in full.
5. How they treated the property. Whether they kept it clean and left it in good condition.
6. Your recommendation and contact details. Say whether you would rent to them again, then give your phone and email.
Template 1: Standard Landlord Reference Letter
Use this when a tenant rented from you for a year or more.
[Your Name] | [Address] | [Phone] | [Email]
[Date]
To Whom It May Concern,
I provide this reference for [Tenant's Full Name], who rented my property at [Property Address] from [Move-In Date] to [Move-Out Date]. [First Name] paid rent of [Monthly Rent Amount] on time and in full every month. [He/She/They] kept the property in good condition. I received no complaints from neighbours, and the deposit was returned in full.
I would rent to [First Name] again without hesitation.
Sincerely, [Your Full Name]
Worked example: standard reference
To Whom It May Concern,
I provide this reference for Amira Khan, who rented my property at 14 Oak Lane, Springfield, IL 62704 from June 1, 2022 to May 31, 2025. Amira paid rent of $1,150 on time and in full every month. She kept the property in good condition. I received no complaints from neighbours, and the deposit was returned in full.
I would rent to Amira again without hesitation.
Sincerely, Sarah Mitchell
Template 2: Tenant Asking a Landlord for a Reference
If you are the tenant, do not just ask "can you write me a reference?" Send a short email with your new landlord's details, the deadline, and the facts.
Subject: Reference request: [Your Full Name], [Property Address]
Dear [Landlord's Name],
I am applying to rent a new home at [New Property Address], and the landlord has asked for a reference. Would you be willing to write one for me?
I rented [Property Address] from [Move-In Date] to [Move-Out Date], and my rent was [Monthly Rent Amount] per month. The new landlord is [New Landlord's Name], reachable at [New Landlord's Email or Phone]. They need the reference by [Deadline Date]. I am happy to send a short draft you can edit.
Best regards, [Your Full Name] | [Phone] | [Email]
Give a deadline: without one, your request sits at the bottom of your landlord's inbox. And offer a draft.
Template 3: Landlord Reference for a Tenant With a Pet
Pets are the most common reason a rental application gets rejected.
[Your Name] | [Address] | [Phone] | [Email]
[Date]
To Whom It May Concern,
I provide this reference for [Tenant's Full Name], who rented my property at [Property Address] from [Move-In Date] to [Move-Out Date], with [pet: type and name]. [First Name] paid rent of [Monthly Rent Amount] on time and in full every month. [Pet's Name] caused no damage beyond normal wear and tear. [First Name] followed all pet rules in the lease. The deposit was returned in full.
I would rent to [First Name] again without hesitation, including with [Pet's Name].
Sincerely, [Your Full Name]
Worked example: reference with a pet
To Whom It May Concern,
I provide this reference for Daniel Okafor, who rented my property at 8 Willow Court, Springfield, IL 62704 from March 1, 2023 to February 28, 2026, with a dog named Biscuit. Daniel paid rent of $1,300 on time and in full every month. Biscuit caused no damage beyond normal wear and tear. I would rent to Daniel again without hesitation, including with Biscuit.
Sincerely, James Whitfield
Template 4: Short-Tenancy Reference (Property Manager)
A tenancy of three to six months is short, and a reference for one has to be honest about that. Keep it factual and do not pad it with praise you cannot support.
[Your Name], [Your Title, e.g. Property Manager] | [Company Name] | [Phone] | [Email]
[Date]
To Whom It May Concern,
I provide this reference for [Tenant's Full Name], who rented the property at [Property Address] from [Move-In Date] to [Move-Out Date], a tenancy of [number] months. During this period, [First Name] paid rent of [Monthly Rent Amount] on time and in full. [He/She/They] kept the property in good condition. The deposit was returned in full.
Based on this tenancy, I would consider renting to [First Name] again. Please contact me at [Phone] or [Email].
Sincerely, [Your Full Name], [Your Title]
Note the softer wording: "I would consider renting to them again" rather than "without hesitation".
How to Write a Fair Reference When the Tenancy Was Not Perfect
Not every tenancy goes smoothly. But a careless negative letter can cause real trouble.
Stick to facts you can prove. "Rent was late in March and April 2025" is a fact. "He was a bad tenant" is an opinion, and opinions are where disputes start.
Say what happened, then stop. A fair letter for a mixed tenancy might read: "Rent was paid late twice, then in full after a reminder. The property was left in good condition."
Do not write a negative letter to punish someone. If the tenancy was genuinely bad, say so factually, or decline to write a reference at all.
If you are the tenant and the reference is unfair, ask the landlord to correct the wrong facts, in writing.
What Never to Write: Fair Housing Rules
In the United States, the federal Fair Housing Act bars housing discrimination on the basis of race, colour, national origin, religion, sex, familial status, and disability.
Never mention: race or ethnicity, religion, national origin, disability or health, family status (including children or pregnancy), age, or sex. Do not write "a lovely young family" or "a quiet single man".
Never mention: income, employment, or creditworthiness as your opinion. Those belong to the application and the credit check, not to your letter.
Do mention: only the tenancy itself: dates, rent, property condition, lease compliance, notice given, complaints, and whether you would rent to them again. This guide is general information, not legal advice.
Mistakes That Weaken a Reference Letter
Writing about things you did not see. Only vouch for what you personally know.
Repeating praise with no facts. "A wonderful tenant" means nothing on its own.
Forgetting contact details. A reference with no phone number or email looks anonymous.
Making it too long. One page, around 200 to 300 words, forces you to choose your strongest facts.
Leaving the brackets in. A letter that still says "[Tenant's Full Name]" is more common than you would think.
Frequently Asked Questions
Who can write a landlord reference letter?
A previous landlord or property manager is the strongest writer. A neighbour or friend can write one instead, but it carries less weight.
How long should a landlord reference letter be?
One page, or roughly 200 to 300 words: long enough for the dates, the rent record and a recommendation, and short enough to read in a minute.
Can I write my own landlord reference letter?
No: a reference only works if it comes from someone else. You can help your landlord with a short note: the deadline, the new landlord's details, and the facts of your tenancy.
What if my previous landlord will not write a reference?
First ask why: sometimes it is simply a lack of time, and a draft (Template 2) solves it. If they still refuse, use a reference from a different landlord or an employer.
Do landlords actually check reference letters?
Yes, many do. The usual follow-up is a short call to confirm the letter is genuine and ask: would you rent to this tenant again, and was the deposit returned in full?