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What Is A Landlord Reference Letter and a Landlord Reference Form?
A landlord reference letter is a document that is written by a landlord. This document is typically requested by a tenant so that he or she can prove previous tenancy as well as ensure another landlord of his or her exemplary tenancy records. As a landlord, you may be asked by your previous tenants to write a landlord reference letter whenever they decide to rent another property.
A landlord reference form, on the other hand, is provided by the new landlord of the tenant. This form is used to ensure the completion of all the details that the new landlord will use for referencing. There are landlords who require a tenant to fill-in the entire landlord reference form before giving access to the property for rent.
Importance of Using a Landlord Reference Form
Before we dive in on the processes of developing and using a landlord reference letter, let us first discuss the benefits of having another rental document which is the landlord reference form. Aside from providing a landlord reference letter, tenants may also be asked to answer a landlord reference form as a part of the new tenancy’s essential processes. A few of the reasons why it is important to use a landlord reference form include the following:
Key Points to Present in a Landlord Reference Letter
Only 5% of landlords actually put their trust that tenants will keep the good condition of their rented properties (source: visiolending). This can be very alarming for tenants especially if you already plan to leave the property and you need a landlord reference letter based on the requirements of your new landlord. However, as long as there is a good relationship between you and your landlord, there should be no problem whenever you want to request for a landlord reference letter. Speaking of the specific document, a basic landlord reference letter is expected to be informative. If you are a landlord and you accepted to write a reference letter for your previous tenant, here are the key points for discussion that you can include in the document:
1. The Tenancy Behavior of the Tenant
Review your rental agreement and see if the records of your previous tenant specify that he or she was able to abide in all of the agreement’s specifications. Discuss the behavior of your tenant in terms of his or her relationship with the other tenants of the property, the way the tenant looks at his or her payment responsibilities, and the maintenance of the property that the tenant rented.
2. The Actual Experiences That You’ve Had As the Tenant’s Landlord
Since you are dealing with the tenant for a particular time period, it is essential for you to provide some examples of instances or circumstances that showed the characteristics of the individual. Share some experiences that can assure the new landlord that the tenant is very keen when following house rules and regulations. Through this, your landlord reference letter can be more believable.
3. The Specific Items Related to the Tenant’s Previous Tenancy
Aside from actual interactions and tenant behavior, your landlord reference letter should also disclose a number of information about the tenancy. Do not forget to write the duration of the tenant’s stay in the space that he or she rented, the total amount of the rent, and the monthly payments that the tenant was able to give on time. It will depend on you if you still want to add more information as long as your final landlord reference letter is still not overwhelming.
9 Steps for Making an Effective Landlord Reference Letter
If you want to start writing a landlord reference letter, we suggest you to have a clear process of document development in mind. Having a step-by-step guide to follow can make the creation of the landlord reference letter more organized. Listed and discussed below is a nine-step process that can help you make an effective landlord reference letter with ease and efficiency.
Step 1: Download a Well-Formatted Landlord Reference Letter Template
Use a letter of recommendation template or a reference letter template that you think is the best to optimize for the formatting of your landlord reference letter. Focus on the layout of the template and not on the information that it contains as you still need to change the content of the pre-formatted guide that you have chosen.
Step 2: Use a Header to Provide Your Details
The header of your landlord reference letter should include your name, the name and address of the property that you are managing, and your contact information. You need to make sure that your name and other details are accurate so that the new landlord can address you properly if he or she decides to respond to the letter that you have sent.
Step 3: Write The Date When You Have Written the Landlord Reference Letter
Make sure to write the date of the letter’s creation. This is very beneficial especially in cases where the letter has not been delivered on time. Write the complete and exact date when you have finalized the letter and sent it to the new landlord.
Step 4: Specify the Information of the New Landlord in a Detailed Inside Address
Create an inside address which contains the name of the landlord as well as the specification of the business address where the landlord reference letter will be sent. Ask your previous tenant about this information to make sure that the details that you will put in the inside address are correct and updated.
Step 5: Use a Formal Salutation
It is recommended for you to address the new landlord formally. Use his or her last name in the salutation to make the document look more professional. You can also use a generic but still formal salutation if the tenant fail to give you the name of the new landlord.
Step 6: Create an Informative Landlord Reference Letter Introduction
Let the letter recipient be aware of the landlord reference letter’s purpose or reason of usage. State the name of the tenant who requested you to write the letter. Do not forget to include the name of the property that you are managing and the duration of the lease agreement that you’ve had with the specific tenant.
Step 7: Use Another Paragraph to Describe the Behavior of the Tenant During His Stay in Your Property
There are different items that you can discuss to support your willingness to serve as a reference for the tenant. Provide information about the amount of monthly rent that the tenant is paying. You can also discuss the ability of the tenant to pay the rent in full and on time. Use other instances, experiences, and actual interactions as key points of your discussion. Use new paragraphs if you feel the need to do so.
Step 8: Allow the New Landlord to Feel Comfortable to Reach Out For Further Inquiries
In the last part of your landlord reference letter, leave a statement about your openness to connect with the new landlord if he or she has additional questions or inquiries. Leave the e-mail address or contact number where you can be reached. Being polite when writing the entire landlord reference letter can be an opportunity to establish a new business-to-business relationship.
Step 9: End the Landlord Reference Letter With a Complimentary Close and Your Signature
Finalize and polish the content, format, and discussion flow of the landlord reference letter before you write a complimentary close. Affix your signature at the bottom part of the letter, a few lines below the complimentary close, before handing or sending the document to your desired letter recipient.
Advantages of Having the Best Landlord Reference Letter
A landlord reference letter can be beneficial to the new landlord, the previous landlord, and the tenant. The positive impact of a well-developed landlord reference letter can be felt by all parties involved which is why you have to ensure that you will take the time to curate the content of the specific document. Here are some of the advantages of having the best landlord reference letter which can further push you to focus on the mindful creation of the letter:
Dos and Don’ts for Developing a Detailed Landlord Reference Letter
Have you ever created a landlord reference letter within the entire duration of your work experience as a landlord? If you need additional guidelines for the development of an impressive landlord reference letter, make sure to check out the discussion that we have prepared below. Here are some of the tips that you can optimize so you can develop a detailed landlord reference letter:
1. Do Give Information About the Tenant’s Behavior and Character
A landlord reference letter is not only used to assure another property owner or landlord about the tenancy records of a particular tenant. This document can also provide details about the way the tenant interacts with his or her landlord. You can also specify the behavior of the tenant especially when it comes to paying his or her rent on time. This information can be very useful in terms of identifying the characteristics and qualities of the tenant who is seeking to have another tenancy.
2. Do Ensure That You Will Be Honest When Writing the Landlord Reference Letter
It is essential for you to be as honest as possible when developing the content of the landlord reference letter. Assure the new landlord that all the things that you are disclosing in the document are true to the best of your knowledge. Being real when it comes to the specifications of the letter can help you relay your relevant experience as a landlord which can set the expectations of the new landlord in terms of the tenant’s characteristics.
3. Do Make the Landlord Reference Letter Professional Looking
There are actually no strict requirements on format and content when it comes to creating a landlord reference letter. However, it will be best if you can maintain your professionalism when writing a specific document. At the end of the day, the letter can still be a representation of your business’ standards on quality. Use a formal or a business format when developing the layout of the document so you can ensure that your final letter draft will look business-appropriate.
1. Don’t Include Any Personal Issues Which Can Be Deemed As Derogatory or Discriminating
Your landlord reference letter should be objective and courteous. Respect the tenant in the best way possible especially when it comes to his or her ethnicity, sexual preference, beliefs, race, and gender. If you have any personal issues related to these matters, better keep it to yourself than sound discriminating. Including these items in your landlord reference letter can also affect the image of your business or property negatively. If you believe that you will only say negative things about the tenant based on your actual experiences and interactions with him or her, it will be best to develop a refusal of a request for a letter of recommendation.
2. Don’t Put Too Much Information in the Landlord Reference Letter
It is recommended for you to make your landlord reference letter as brief as you can. Let your landlord reference letter be short and simple. You do not need to over-complicate your presentation as the new landlord of your previous tenant only needs a number of information related to the tenancy records of the individual who requested you to write the document.
3. Don’t Exaggerate Any Information That You Will Write in the Letter
Always be factual when writing a landlord reference letter. Do not falsify any information as there are tenancy records and documents that can always be used to counter check your statements. More so, do not be exaggerated when discussing issues and concerns just for the materialization of your personal intentions. Avoid disputes with your previous tenants by ensuring that the content of your landlord reference letter are fact-based, objective, and unbiased.
Do not forget to download any of the editable templates and printable samples that we have listed in this post. We highly recommend the usage of references as these tools can make the job of creating a landlord reference letter faster and easier. For the tenants out there whose requests for a landlord reference letter has been granted, make sure to send your landlords a thank you letter for recommendation or a thank you letter for acting as your reference.