Landlord Reference Letter: What It Is & How to Write (2026)

What a Landlord Reference Letter Is and Why It Matters

These reference letters are written by former or current property owners and provide information to other landlords about a person they’re considering renting to. They offer insight into whether the tenant paid their rent on time and complied with all rules, as stated in the lease agreement and landlord-tenant laws in the state.

It is a risk management tool and part of the tenant screening process that many landlords rely on. It provides a clear “verdict” regarding whether accepting the application is a good idea.

What to Include in the Letter

When writing a reference for a tenant, you will need to include:

• Tenant’s full name and contact information
• Address of the rented property
• Tenancy dates
• Payment records
• Tenant’s conduct while renting the property
• Care the tenant took to maintain the property

Offer a final recommendation, which should clearly state whether you would rent to that person again.

Tips for Writing an Honest, Professional Letter

It can help to keep thorough documentation of the tenant’s conduct while renting your property so that you can write honestly and provide evidence. Keep the letter concise and don’t bring emotion into it. Don’t mention financial details or any type of language that could be seen as discriminatory.

How to Address Late Rent or Lease Violations

If rent was late or there were lease violations, mention their frequency and whether there was a pattern. Note the resolution, too, including whether the tenant took responsibility for their conduct.

Fair Housing and Defamation Rules to Follow

This type of letter must be free of any sense of bias. There should be no mention of protected characteristics because that could violate the Fair Housing Act and put you in legal trouble. Avoid personal remarks, and stick to documented facts to avoid a defamation lawsuit.

When You Can Decline to Write One

You don’t have a legal obligation to write a reference letter. If the tenant was problematic or you don’t think you could write an honest assessment, you can decline.

Sample Landlord Reference Letter Template

You can take inspiration from the simple reference letter template below:

[Your name and address]

[Phone number]

[Date]

I’m writing on behalf of [tenant name], who resided at my property, located at [address], from [dates of tenancy]. During this tenancy, [tenant’s name] paid a monthly rent of [amount] and [describe whether payments were on time]. During this time, the property was maintained as required, and [tenant’s name] respected all of the rules laid out by the lease agreement.

[Offer a recommendation of whether to rent to the person or not]

Sincerely,

[Your signature and date]

Helping Other Landlords With Reference Letters

Writing a reference letter for a tenant can be a helpful way of protecting other landlords from irresponsible tenants while also being able to reward people who respected your rights when leasing your property. It assists both sides.