Rental Reference Letter Template

• A rental reference letter can convince a property manager you are the best person to rent an apartment from an individual or property management firm.
• Your references can use a rental reference letter template as a guide to creating a professional, persuasive reference letter.
• Choosing the right people to write rental reference letters can give your application a competitive edge.

Every property manager wants to know that applicants are who they claim to be. That’s why background checks and credit checks are almost always required. In addition, many property managers will ask for a rental reference letter to get another level of validation that you’re who you say you are. Now is a great time to get all your paperwork ready if you’re beginning your apartment search. Start with the rental reference letter and review a rental reference letter template before you create one.

What is a rental reference letter?

A rental reference letter is a written document that explains why you would make a good renter. Someone who knows you well and can vouch for your character writes a rental reference letter. Property managers typically ask people to submit at least two rental reference letters with their rental applications.

Why are rental reference letters important?

When you’re applying for an apartment, whether you live in a competitive city for renters or a suburb with plenty of options, rental reference letters can help you get the apartment you want. Rental reference letters act as validation that you are who you say you are. They also provide proof of your character. At the end of the day, landlords and property managers want to choose the right person for their rental, and a rental reference letter can help them do just that.

Rental reference letter from employer

While landlords primarily rely on credit scores and background checks, a well-written letter from an employer can provide valuable insights into a prospective tenant’s character, reliability, and financial stability. A rental reference letter from an employer serves as a confirmation of the tenant’s employment status and income. Landlords want assurance that tenants have a stable source of income to meet their rent obligations. By including details about the employee’s position, length of employment, and income range, the letter provides evidence of financial stability.

A rental reference letter from an employer carries more weight than a letter from a personal acquaintance. Landlords often view letters from employers as more reliable and objective since they come from a professional setting. It demonstrates that the tenant has a professional reputation and is regarded positively by their employer. In a competitive rental market, a rental reference letter from an employer can give tenants an edge over other applicants. It showcases the tenant’s professionalism, accountability, and positive attributes, making them stand out among potential renters. Landlords are more likely to favor applicants who come recommended by their employers.

How to write a rental reference letter

Follow these steps when writing a rental reference letter, or provide this information to your rental reference to help them easily draft your reference letter.

1. Set up your document with a letterhead and subject line Start your rental reference letter with your contact details on the top left of the page. Include a subject line stating the person the rental reference letter addresses, for example, “Re: Rental Reference Letter for Joanne Smith.”
2. Add a salutation A salutation is a friendly and professional way to start your rental reference letter. You may address the property manager directly if you know the individual’s name. It’s best to use the full name or the title and surname, such as “Ms. Franks,” to sound professional. If you don’t know the property manager’s name, you may use a generic salutation such as “To whom it may concern.”
3. Explain your relationship with the person requesting the reference The first part of the letter should explain your relationship with the person you recommend. Detail how you’re acquainted with the individual and how long you’ve known the person. For example, you may write that you are the rental applicant’s employer, and the renter has worked for you for the last five years.
4. Explain why this person would make a good renter Note some qualities that would make the person you recommend a good renter. Only include relevant information that could help the person you’re referring secure an apartment. Use a professional tone and share your honest impression of the rental applicant.
5. Conclude with a call to action Conclude your letter by inviting the property manager to contact you for further questions. You can include a closing statement, your name, and the date of writing. You may also provide your signature if printing a hard copy reference letter.

Getting started

Below we’ve provided a sample template for you to use. You can adjust the language based on who is writing your rental reference. Once you’ve chosen who you’d like to be your rental reference—whether it’s your employer, co-worker, personal acquaintance, or someone else who can vouch for your character—send the template over to them and have them fill it out.

Remember to double-check everything once they send it back to you. Are there any typos? Incorrect information? Make sure there’s nothing that might contradict what you’ve put in your rental application. The last thing you want is for your rental reference to backfire and create more confusion about who you are. Request any edits from your reference and you’re ready to send the rental reference letter off to your future landlord.

Rental reference letter template

City, State, ZIP Code

Subject: Rental reference letter for [Name]

Dear [Landlord’s name] or To whom it may concern,

I hope you’re well! I’m writing to you in regard to [Name] and their credibility as a potential tenant at your rental property. I work as a [title] at [company name] where [Name] is currently employed.

[Name] has been employed with [company name] since [month/year employment began] and I have known them for [time frame]. Additionally, I can validate [Name’s] income as [yearly salary].

It’s without any hesitation that I write this rental reference letter for [Name]. They continuously demonstrate responsibility and accountability and perform required tasks on time. They are trustworthy and honest. Additionally, [Name] is always respectful to colleagues and consistently shows up on time, ready to work.

I believe that the above-mentioned qualities will make [Name] a good, responsible tenant.

If you have any questions, feel free to contact me at [phone number] or [email].

Frequently asked questions

A rental reference letter is a document written by a person or organization that can provide valuable information about a tenant’s character, reliability, financial stability, and overall suitability as a renter. It is often requested by landlords or property managers during the rental application process.

You can select any person you feel knows you well for your reference for a rental application. A past property manager is an excellent choice, as the individual can share firsthand experience dealing with you as a renter. Professional contacts, such as current co-workers and past employers, are also good options as they can confirm your employment history and reliability. Mentors and family friends can also make good references. It’s a good idea to have several people in mind if someone cannot write the letter you requested in time.

You should submit your rental reference letter when you submit your rental application. Submitting this letter at this time helps the property manager keep your complete application together. The property manager can easily find all relevant documents when assessing your application and comparing it to others.

It’s a good idea to secure rental reference letters as soon as you decide you’re ready to start your apartment search. Getting letters back from references can take time, so asking for rental reference letters in advance can minimize delays when you’re applying for apartments. Some property managers close applications once they find a suitable renter. Having your rental reference letters ready before you find an apartment you love can increase your chances of securing it.

Rental reference letters can be provided by various individuals or entities, including previous landlords, employers, supervisors, colleagues, professional mentors, or even personal acquaintances who can vouch for the tenant’s character and suitability as a renter.

Landlords request rental reference letters to gain additional insights into a prospective tenant’s background and qualities. These letters help landlords assess the tenant’s ability to meet financial obligations, reliability, trustworthiness, and compatibility with the rental property.

A rental reference letter should typically include the writer’s name, position, and contact information. It should also mention the tenant’s name, length of their relationship, and any relevant details about their character, reliability, financial stability, and suitability as a tenant. Specific examples or anecdotes that illustrate the tenant’s positive attributes can be beneficial.

When requesting a rental reference letter, be polite and provide context about the purpose of the letter. Clearly communicate what kind of information you are seeking and why their recommendation is important to you. It is also helpful to provide any relevant details about the property or landlord who is requesting the letter.

The requirement for rental reference letters may vary depending on the landlord or property management company. In some cases, reference letters may be optional, while in others, they are mandatory. It is advisable to check the application requirements or ask the landlord directly to determine if a rental reference letter is necessary.

While a rental reference letter can significantly enhance your rental application, it does not guarantee automatic approval. Landlords consider various factors when reviewing applications, including credit history, background checks, income verification, and overall suitability. A strong rental reference letter can positively influence their decision, but other factors may also be taken into account.

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Julie is an avid sports enthusiast, beer drinker, city runner, and non-fiction reader. She's been a renter for 10 years, and has learned a thing or two in the process.