As a landlord, there are many things that your tenants may ask you for, one of which is a letter of proof of residency. Tenants may need proof of residency to change the address on their driver’s license, set up a utility bill, or even update their voter registration. So, what exactly does a proof of residence letter need to contain?
At Redfin, we’re here to assist you. So whether you are a landlord Rent your house in Dallas or rental property manager Apartments in Phoenixhere’s what you need to know about proof of residence letters.
What is a proof of residence letter?
A proof of residence letter is a sworn statement confirming that the person named in the letter actually resides at the current address listed. It ensures that the contact information they provide matches your official documents. As the landlord, you are a reliable source of evidence that the tenant actually lives at the address.
Therefore, the letter you submit is considered a legally binding document. A proof of residence letter confirms the recipient’s address, so your tenant has proof that they live where they say they live.
Why do tenants need a proof of residency letter?
While there are a variety of documents that can prove residency, in some cases an individual is required to provide proof from multiple sources. This is why they may require proof of residence, among other documents.
Possible situations that require a letter of proof of residence include:
- Apply for college in-state tuition
- Go to the Department of Motor Vehicles to renew (or obtain) your driver’s license
- Get a local library card
- Verify that a child lives at a specific address to attend school in a specific school district
- Create tenants who live at a specific address for a specific period of time
- Apply for a job with any government agency
- Qualify for a specific insurance plan
Proof of residence letter template
To quickly and easily generate a certificate of occupancy for your tenants, this certificate of occupancy template can assist.
today’s date
Name and address of the party applying for the residence permit
Honey____________,
This letter is to confirm [Tenant’s legal name] live in [Complete address information]. [Tenant’s name] Has been a tenant of the property since [Start date of lease]their current lease expiration date [Date].
If you have any questions, please feel free to contact me.
[Your actual signature]
your name
job title
your contact information
Past residency letter template
You will use a slightly different template for tenants who previously lived in your rental property but need to establish proof of occupancy within that time frame.
today’s date
Name and address of the party applying for the residence permit
Honey____________,
This letter is to confirm [Tenant’s full legal name] live in [Complete address information] from [Start date] arrive [End date].
If you have any questions, please feel free to contact me.
Sincerely,
[Your actual signature]
your name
job title
your contact information
Do you need your letter notarized?
While a notary is not required to stamp a letter proving residency, it often helps to make the document more formal. Many landlords will choose to obtain a notarized certification of their proof of residency, especially if they know the tenant will use the document as a cover letter for other documents establishing proof of address.
Alternative options for proof of residence
Often, your tenant will need more than one certificate to prove residency. They may use your letter in addition to other documents with their mailing address.
If your tenant asks what other documentation you have to prove residency, options include:
- Valid driving license
- utility bill
- An email is sent to your current address
- Rental agreement
- Voter registration card
- Bank Statement
- credit card bill
Proof of residence and landlord recommendation letter
A proof of residency letter is different from a landlord reference letter. A landlord reference is a letter written by an owner or manager that attests to a tenant’s good character. Letters of recommendation are often used for former tenants looking to rent in a new location.
Landlord references may help convince a future landlord that the tenant would be a good choice. This may lead to follow-up questions from potential landlords about the tenant’s monthly rent payments and other key points that make a tenant a good tenant.
A proof of residence letter only confirms that the person named in the letter actually resides at the address listed, or has been a resident for a specified period of time.
Although these two documents serve different purposes, they can complement each other in a variety of situations. A proof of residence letter primarily focuses on verifying an individual’s address history. This information may be requested for purposes such as obtaining a driver’s license, enrolling in school, or applying for government benefits. It essentially confirms the physical presence of a person in a specific location.
What should be included in a sample proof of residence letter?
Since the proof of residency letter is official proof, it should be professional. Use a business letter format, which means your residency letter should be concise and to the point. You want to get to the point as quickly as possible in your residency letter.
The necessary information your proof of residence letter should contain is:
- Your name, address and contact information
- date
- Name and full address of the person/organization making the residency application
- Full address of rental property
- Legal name of person whose residence is in question
- The time frame the individual has lived in the rental property (lease term), or whether they are a current resident
- your signature
You may consider adding a witness to sign or have the document notarized by the current tenants. Both add an extra layer of professionalism to the letter.
Provide a letter of residency to make you a better landlord
Providing your tenants with proof of residency letters is an easy way to become a good landlord. These additional pieces of evidence can make a big difference for your tenants, and as long as you have the template ready, producing a proof of occupancy letter takes almost no time. Maintaining a strong tenant-landlord relationship isn’t always easy, and this is one way to keep things running smoothly between the two of you.
