Landlord reference letter template
A reference letter from a landlord for a former tenant: dates of tenancy, rent paid on time, condition of the unit and whether you would rent to them again.
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A general template, not legal advice
This is a general template, not legal advice. Rules differ by state, so check anything with legal consequences with a professional before you rely on it.
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Landlord Reference Letter
Taylor Kim
Owner, Oak Ridge Rentals LLC
800 Brazos St, Suite 300, Austin, TX 78701
(555) 010-0000, taylor.kim@example.com
October 5, 2026
RE: Rental reference for Jordan Lee
To whom it may concern:
I was the landlord of Jordan Lee, who rented 123 Main St, Apt 4, Austin, TX 78701 from March 1, 2024 to September 30, 2026 (2 years 7 months) at a monthly rent of $1,450.00. I am glad to share my experience as Jordan's landlord.
Jordan paid the rent in full and on time every month of the tenancy.
At move-out the unit was in good condition, with only the normal wear you would expect from the length of the tenancy. I received no complaints from neighbors or other tenants, and I am not aware of any lease violations. The security deposit was returned in full.
I would rent to Jordan again without hesitation. If you have questions about the tenancy, you can reach me at the contact information above.
Sincerely,
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Taylor Kim
Landlord
How to use it
You are the landlord, so your name and contact details go at the top, and the letter opens with To whom it may concern, since it usually travels with the tenant to whoever they apply to next. Type the tenant, the unit, the dates and the rent, then answer the questions a new landlord asks: was the rent on time, what shape was the unit in, were there complaints, did the deposit go back in full, would you rent to them again.
The paragraphs are written from those answers. Sign the printed letter or save the PDF, and give the tenant the copy; many landlords also accept a phone call or an email from the address on the letter to confirm it is real.
Things to watch
Write only what you can document from your own records, such as the rent ledger and the move-out checklist. Leave out anything about the tenant's family, health, religion, national origin or other protected characteristics, and skip opinions about their character. If you cannot say you would rent to them again, uncheck that box; a letter that only states the facts is still a useful reference.
Calculators that go with this
Frequently asked questions
The tenant was late a few times. Should I say so?
Yes, and the letter does it plainly: type the number of late months and the payment paragraph says on time in most months with that many late payments. A reference that matches the ledger is worth more to the next landlord than one that glosses over it.
Do I have to write a reference at all?
No. There is no legal duty to give one. If you decline, tell the tenant so they can list someone else. Most landlords confirm at least the dates of tenancy and whether rent was paid, which is what this letter does when you uncheck the recommendation box.
Who signs it, the owner or the property manager?
Whoever dealt with the tenant and has the records. A property manager signs with the management company's name in the sender block. The reader may call to verify, so use a phone number that is answered.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.