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Free landlord reference letter template (Word)

Reviewed by Clausery editors · · 3 min read

A letter from a current or former landlord to a prospective landlord confirming the tenant rental history, on-time rent payments, and conduct.

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A landlord reference letter (or tenant reference) is written by a past or current landlord for a tenant who is applying for a new rental. It confirms tenancy dates, monthly rent, whether rent was paid on time, any issues, and whether you would rent to them again.

Stick to factual information (dates, rent amounts, late payments, damage, noise complaints) and avoid protected-class statements (race, religion, family status, disability) that can expose you to fair-housing liability.

What to include#

  • Tenant and property. Tenant name(s), rental address and unit, tenancy start and end dates.
  • Rent history. Monthly rent amount, whether it was paid on time, number of late payments or NSF cheques if any.
  • Conduct and care. Whether the tenant kept the unit in good condition, followed lease rules, had noise or neighbour complaints, pets as allowed.
  • Security deposit. Whether the deposit was returned in full or with deductions (briefly).
  • Recommendation. Whether you would rent to this tenant again (yes/no/with conditions) and a contact number for verification.

How to fill it in#

  1. Step 1: Verify the request

    Confirm the prospective landlord identity before sharing tenant information.

  2. Step 2: Gather facts

    Check your rent ledger for late payments; review move-in/move-out condition reports.

  3. Step 3: Stick to facts

    State dates, rent, payment record and conduct objectively; skip personal opinions and protected-class references.

  4. Step 4: Sign and date

    Sign the letter and include contact information for follow-up calls.

  5. Step 5: Send it to the requester

    Send directly to the prospective landlord (give a copy to the tenant only if appropriate).

Employment verification letter

Proof of income often requested alongside a landlord reference.

Rental application

Where references are collected from applicants.

Reference letter

General professional/personal reference.

Residential lease agreement

Lease the tenant is applying for.

Free landlord forms

Full landlord/tenant template set.

Questions

Am I required to write a reference?

Generally no — unless an agreement or local law requires it. You can politely decline.

Can I say negative things?

Only factual, documented truths (late rent, eviction filings, property damage). False statements can lead to defamation claims.

Can I charge for it?

Some jurisdictions allow a small administrative fee; check local rules.

What about co-tenants?

Reference the named tenants you actually rented to — avoid commenting on occupants not on the lease.

How long should it be?

One page is standard; include dates, rent, payment record and a clear recommendation line.

Browse all free templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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