How to Write a Proof of Rent Letter

When a tenant is moving out of your property and they are going to a different landlord or property manager, they may need to have a proof of rent letter sent. In many ways, this letter is a reference that verifies the information that your former tenants have submitted on a new rental application. Sometimes these letters are required for a tenant to receive financing for a new vehicle or even be able to get a new job. If you fail to include the appropriate information in this letter, then a tenant might not get what they need – even if it is a new place to live. If you provide too much information, however, there is the possibility that the tenant might start litigation for privacy violations. Here's how to write a proof of rent letter that will satisfy everyone's needs.

Most Letters Just Need to Verify Residency

Many landlords and property managers try to be a little too helpful when it comes to writing a proof rent letter. Others might see this letter as an opportunity to “get even” with a tenant that might inconsistently pay their rent. Both are bad scenarios that can land you in trouble. Here are the elements that you need to include in your proof of rent letter.

  • The date you are writing the letter.
  • The business that requested the proof of rent.
  • Confirmation of the address where the tenant is living or has lived in the past.
  • The amount of time they have lived at the address.

Make sure to include personal contact information on this letter as well. Include a phone number that where you can be easily reached and an email address. If you have a dedicated website, then considered including that as well. It may be fine to include when a tenant's lease expires. Some references may need to know when the lease termination date for your tenant happens to be. This might be for a job reference or for an application that has been made for a new property.

What Are Items That Shouldn't Be Discussed?

What you shouldn't do is discuss the performance a tenant has had with their rent. If you've had to file for an eviction, that may be fine to share and may even be in the public records. If you haven't had to file for an eviction, but your tenant is late on rent every other time, that isn't something to share. Tenants may be late on their rent for a wide variety of reasons. Saying that they are late every other month may lead to privacy concerns and possible litigation. It is also best to keep any personal opinions out of this letter. Simply state the information that is requested and then offer to be of further assistance. In doing so, you will create a letter that looks professional and you will provide your tenant, even if they are a former tenant, with the reference they need to have their needs met.

Posted on Jan 29, 2015


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