Renters may need you to verify various aspects of their residency while they rent from you. A proof of residency letter simply confirms that the renter really does live at your property, making these letters one of the most straightforward things a renter can request.
Still, you’ll want to look for certain things before you start writing that letter, such as why you received the request, who will get your letter, and what type of information the recipient needs from you. Here’s what you need to know as a landlord, as well as an example of a residency letter to help get you started.
A proof of residency letter, sometimes also called an affidavit of residence or proof of residence letter, is a sworn statement that a given person truly resides at a particular address. The Department of Motor Vehicles (DMV) often requires this type of letter when someone applies for a driver’s license or street parking, but other parties may request these letters as well.
Landlords and employers commonly write these letters and attach additional documents, like a lease agreement or IRS Form W-4 respectively, as supplemental proof that the person in question indeed resides where the residence letter says they do. If the person submitting the letter cannot include supplemental evidence, they can get the letter notarized instead.
Unlike other letters renters may request, a proof of residency letter is a simple, straightforward, and factual statement. You don’t need to vouch for your renter or give any sort of recommendation about their great qualities as a tenant. You just affirm to a third party that the renter indeed rents from you and resides where they claim to reside.
Of course, you should never lie and write a proof of residency letter for someone that does not currently rent from you and live in one of your units. Doing so is not only unethical, but it can create tons of legal trouble for you if you’re ever caught.
You should look for certain information when asked to write a residential proof letter in order to find out exactly what the third party requires you to cover. You can typically make these letters personal, but should answer just the questions the third party asks you.
In other cases, your renter may make the request directly without understanding exactly what their recipient needs. You can then take a more general approach and cover information these recipients usually want. It’s a safe bet to include information such as:
Whenever a third party (not your renter) requests the proof of residency letter, you will need to obtain the renter’s consent, due to the personal nature of the information required. Third parties that could request a proof of residency letter include:
If you get a request from any party besides your renter, let the renter know you got that request. Then, look for written permission from your renter stating that you may provide the requested information to the third party. That protects you from your renter potentially filing a lawsuit against you for giving out their personal information without their consent.
Understanding why your renter needs a residential proof letter can help you ensure you include pertinent information. Some examples include:
If a renter requests a letter to verify residency and you don’t know where to start, a proof of residency sample letter can help. You can tailor this template to fit your needs:
[Address of Recipient]
To Whom It May Concern:
I am the landlord of [Renter’s Name]. I am writing to confirm that [Renter’s Name] resides at my rental property: [Write the address of your property in this format: Street Number, Street Name, Unit Number where applicable, City, State, Zip Code].
[Renter’s Name]’s lease term began on [start date of lease]. The lease term will end on [end date of lease].
[Renter’s Name] pays rent of [rent amount] each month on [time of payment, such as the first of every month]. [Renter’s Name] lives in the unit/home with [list others who reside with the renter, if applicable].
You may contact me for addition information at [provide your contact details].
[Your signature, dated]
[Your typed name, dated]
Understanding what a proof of residency letter entails will ensure that you can adequately assist your renter with supplying the necessary information to whoever needs it. While these letters are relatively straightforward in terms of things a renter might request of you while they live at your property, writing a proof of residency letter is still an important part of your role as a landlord. Getting it right will help you build a stronger relationship with your renter.
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