How To Write a Letter Showing Proof of Residence for a Tenant
Tenants need to prove that they live at a certain address.You will be asked to give an address verification letter.You should clarify what your tenant needs before you write these.They may need a landlord reference letter.
Step 1: Do you want to address the letter to someone?
Get the person's name and mailing address.The person should receive the letter instead of the tenant.
Step 2: What information to include?
Does the tenant need a letter stating the dates they rented from you?Is there more information they need?Clarify what your tenant needs prior to the event so that you can include all of the information.A landlord reference letter is different from a proof of residence.If you wrote a reference letter, you could give your opinion on whether or not to rent to the tenant again.Provide information that is not requested.Unless your tenant asks you to, don't include information about the rent in your letter.
Step 3: Obtain a signed release from your tenant.
Some property management companies make their tenants sign a release.In the release, the tenant identifies what information they want released and agrees not to sue you for releasing it.You can find a release used for employment references by adjusting it.
Step 4: You should format your letter.
It should be a standard business letter.The Times New Roman 12 point is a good example of what you can do with a blank word processing document.If you have one, use it.It's important to leave enough space at the top.
Step 5: Salutations are included.
Dear Mr/Ms/Mrs.The last name will be adequate.Use "To Whom It May Concern" if you don't know who you're sending the letter to.
Step 6: The purpose of the letter should be stated.
Explain in the first paragraph that you are writing to verify that the tenants live on your property.The address where they live should be included.You can write "I am writing to confirm that Mr. Richard Alley currently lives as a tenant on my property located at 1234 End of the Road, Jonesport, Maine"
Step 7: Do you know the duration of the lease?
You may have to state how long someone has been renting from you.Dates should be included when the lease expires.You can write, Mr.On January 1, 2011, Alley began renting form me.His lease is set to expire in December.
Step 8: Additional information should be provided.
Depending on the situation, your tenants might want you to provide other information.In its own paragraph, include that information.It is possible that you need to include information on the rent.You have the ability to write, Mr.The rent for Alley is $700 a month.
Step 9: The letter needs to be closed.
If you include your phone number, you can be reached by phone to answer questions.You can include your name and signature by typing "Yours Sincerely".Underneath your signature, you can include your phone number and email address.
Step 10: Do you have any problems with your tenant?
A tenant reference letter is used to inform a potential landlord about your tenant.You should check your records to see if you have any problems, such as Timely rent.The tenant was late with their rent.Did they promptly pay or did you have to pester them?There were complaints.Did a tenant complain about the noise?There is a hint ofiness.Was the apartment clean when you walked in?Did they tell you about the repairs that were needed?You should give your tenant proper notice if you need to enter the apartment.
Step 11: Don't write a negative reference.
Your tenant will be upset by a negative reference.They could argue that they lost out on the place because of your reference.If the landlord reference can't be mostly positive, you should not write it.Tell the tenant what you know.I don't think I can write a positive letter.Do you want to ask a previous landlord?This is a good way to get rid of a bad tenant.You could be sued by the landlord for misrepresentation.
Step 12: Put your letter in a container.
You can set the Times New Roman 12 point to be in a blank word processing document.Your letter needs to be organized like a business letter.If you have it, leave enough space up top.Unless you know who you are addressing, use "To Whom It May Concern" as the salutation.
Step 13: Tell the facts.
How long the tenant has rented from you should be in the letter.Explain why you recommend the tenant.You could write, "I recommend Alice Jones as a tenant."Ms. Jones rented from me on June 1st in Jonesport, Maine.Ms. Jones has never been late with her rent.I would rent to her again because she has been so easy to rent.A landlord might think that you're trying to get rid of a tenant.Use a neutral tone throughout the letter.
Step 14: Negative information can be put in context.
It wouldn't be surprising if a tenant had a complaint about excessive noise or was late with their rent a few times.You can point out any problems with your tenant and explain how they solved them.Only one tenant has complained about Ms. Jones' dog since she moved in three years ago.After speaking to Ms. Jones, she took her dog to a trainer.
Step 15: State that you're willing to answer questions.
Tell the landlord how to contact you in your last paragraph.You should include your email address and telephone number.Please call with questions, that's how you can write it.I can be reached at home or by email.
Step 16: You should sign the letter.
Before typing your name, type "sincerely" and leave several blank lines.Use an ink pen to sign your letter.
Step 17: You should show the tenant your letter.
Before you send the letter off, give them a chance to read it.If there is negative information in the letter, they might not use it.You need to make a copy of the letter.