A landlord reference letter helps a good tenant move into a new home.
In a short, factual letter, a landlord shares the dates of the tenancy, the rent record, the care of the home and whether they would rent to the tenant again.
This guide gives you 6 free sample letters for long-term tenants, job moves, one-year leases, tenants with pets, first apartments and early move-outs.
A free builder then lets you tap, edit, print or copy your own letter. Every letter opens with its purpose and sticks to facts you know first-hand.
The people, addresses and details in these letters are fictional. Replace them with your own true information.
This page is general information, not legal advice.
6 Landlord Reference Letter Samples
Quick jump: Reference for a Long-Term TenantReference for a Tenant Moving for a JobReference for a Tenant With a One-Year LeaseReference for a Tenant With a PetReference for a First-Apartment TenantReference for a Tenant Who Moved Out EarlyFree landlord reference letter builder
Reference for a Long-Term Tenant
48 Maple Court
Dayton, OH 45402
richard.hale@email.com | (555) 010-0931
November 12, 2026
Ms. Karen Wu
2300 Walnut Street
Columbus, OH 43215
Re: Rental Reference for Sarah Mitchell
Dear Ms. Wu,
I am writing to recommend Sarah Mitchell as a tenant. She rented the two-bedroom apartment at 215 Elm Street, Apt 3B from me for six years, from March 2020 to February 2026, and she was one of the most reliable tenants I have had.
Her rent of $1,450 a month arrived on or before the due date every month, and I never sent a late notice. She followed every term of her lease, kept the apartment in excellent condition and received no complaints from neighbors. At move-out, I returned her full security deposit.
I would gladly rent to her again. You are welcome to call or email me with any questions, and I am glad to confirm the dates and rent amount.
Sincerely,
Richard Hale
Reference for a Tenant Moving for a Job
1912 Desert View Drive
Phoenix, AZ 85016
teresa.alvarez@email.com | (555) 010-0942
November 12, 2026
Mr. David Kim
740 Congress Avenue, Suite 6
Austin, TX 78701
Re: Rental Reference for Michael Ortiz
Dear Mr. Kim,
This letter is my recommendation for Michael Ortiz, who rented the one-bedroom unit at 1420 Cactus Lane, Unit 12 from me from June 2023 to May 2026. He moved because of a job change, and I was sorry to see him go.
Michael gave me 60 days’ written notice, helped me show the unit to new applicants and left it clean and undamaged. His rent was on time all 36 months, and he answered my calls and messages within a day.
He would be a good neighbor and a dependable tenant. You can reach me by phone or email at any time that suits you.
Best regards,
Teresa Alvarez
Reference for a Tenant With a One-Year Lease
615 Pine Street
Seattle, WA 98101
kevin.brown@email.com | (555) 010-0957
November 12, 2026
Ms. Hannah Cole
1220 Burnside Street
Portland, OR 97209
Re: Rental Reference for Olivia Bennett
Dear Ms. Cole,
My reference for Olivia Bennett begins with a simple fact: she rented the studio at 615 Pine Street, Apt 9C from me from August 2025 to July 2026 and handled every part of her lease responsibly.
She communicated clearly and quickly. When a faucet began to leak, she told me the same day, which kept a small repair from becoming a large one. Her rent was on time for all 12 months, and the studio was in very good condition at the move-out inspection.
I would rent to Olivia again. You are welcome to contact me for any other details about her tenancy.
Sincerely,
Kevin Brown
Reference for a Tenant With a Pet
Paul Jensen
3310 Lake Street
Minneapolis, MN 55408
paul.jensen@email.com | (555) 010-0968
November 12, 2026
Mr. Aaron Blake
501 Grand Avenue
St. Paul, MN 55102
Re: Rental Reference for Rachel Torres
Dear Mr. Blake,
I am glad to recommend Rachel Torres, who rented the duplex unit at 3312 Lake Street from me from September 2022 to August 2026. She cared for the home as if it were her own.
Rachel kept a small dog in the unit under our written pet agreement, and the floors, doors and yard had no damage at move-out. She also shoveled the shared walkway all winter without being asked, and her neighbors often mentioned how friendly and quiet she was.
Her rent was on time for all 48 months. I would welcome her as a tenant again and am happy to answer any questions.
Sincerely,
Paul Jensen
Reference for a First-Apartment Tenant
Linda Foster
902 Oak Hollow Road
Raleigh, NC 27609
linda.foster@email.com | (555) 010-0975
November 12, 2026
Ms. Megan Price
4100 Peachtree Road
Atlanta, GA 30319
Re: Rental Reference for Tyler Nguyen
Dear Ms. Price,
This is my reference for Tyler Nguyen, who rented the one-bedroom apartment at 77 Birch Court, Apt 204 from me from July 2024 to June 2026. It was his first apartment, and he handled the responsibility well.
Tyler read the lease carefully, asked good questions in the first week and kept up with everything it required. His rent was on time for all 24 months, his apartment was neat at every inspection and I received no complaints about him.
I would be glad to rent to him again, and you can reach me at the phone number or email above.
Sincerely,
Linda Foster
Reference for a Tenant Who Moved Out Early
Denise Carter
1500 Magnolia Lane
Atlanta, GA 30309
denise.carter@email.com | (555) 010-0983
November 12, 2026
Mr. Samuel Reed
880 Broad Street
Nashville, TN 37203
Re: Rental Reference for James Wilson
Dear Mr. Reed,
I am writing on behalf of James Wilson, who rented the two-bedroom house at 1508 Magnolia Lane from me from January 2024 to October 2026. He moved before his lease ended and handled the change with care.
James told me about his move 60 days ahead, put the notice in writing and helped me find the next tenant by showing the house and sharing photos. He worked with me on a clear move-out date, kept every other term of the lease and left the house clean.
His rent was on time every month until he left. I would recommend him to any landlord.
Sincerely,
Denise Carter
Free Landlord Reference Letter Builder
Step 1. Which tenancy are you recommending?
Step 2. Which strength do you want to highlight?
Step 3. Tap the lines to add. Three to five keeps the letter short.
Step 4. Click any text in the letter below and type or modify to make it yours.
Replace the names, addresses, dates and every detail with your own true information. Include only facts you know first-hand, and delete any line that does not fit the tenancy.
Richard Hale
48 Maple Court
Dayton, OH 45402
richard.hale@email.com | (555) 010-0931
November 12, 2026
Ms. Karen Wu
2300 Walnut Street
Columbus, OH 43215
Re: Rental Reference for Sarah Mitchell
Dear Ms. Wu,
I am writing to recommend Sarah Mitchell as a tenant. She rented the two-bedroom apartment at 215 Elm Street, Apt 3B from me for six years, from March 2020 to February 2026, and she was one of the most reliable tenants I have had.
This letter is my recommendation for Sarah Mitchell, who rented 215 Elm Street, Apt 3B from me from March 2023 to February 2026. She moved because of a job change, and I was sorry to see her go.
My reference for Sarah Mitchell begins with a simple fact: she rented 215 Elm Street, Apt 3B from me from March 2025 to February 2026 and handled every part of her lease responsibly.
Her rent of $1,450 a month arrived on or before the due date every month of the tenancy. In all that time, I never sent a late notice.
She kept the apartment spotless. At the move-out inspection, the walls, floors and appliances were in excellent condition, and her full security deposit was returned.
She communicated clearly and quickly. When a faucet began to leak, she reported it the same day, which kept a small repair from becoming a large one.
The tenancy ran from March 2020 to February 2026.
Rent was on time every month.
I received no complaints from neighbors or from other tenants.
She followed every term of the lease.
The apartment was in excellent condition when she moved out.
She gave me 60 days’ written notice before moving.
Her full security deposit was returned.
She answered my calls and messages within a day.
She was courteous and quiet with her neighbors.
I would gladly rent to her again.
You are welcome to contact me with any questions about her tenancy.
I am glad to confirm the dates and rent amount if you need them.
Thank you for considering her application.
Sincerely,
Richard Hale
To save your letter: press Ctrl+P (Windows) or Cmd+P (Mac) and choose Save as PDF. Only the letter prints. To copy it, select the text inside the letter and press Ctrl+C or Cmd+C.
Which Starting Point Fits You?
| Your tenant | Builder choice | What to highlight |
|---|---|---|
| A tenant who rented from you for several years | Long-term tenant | The dates, the monthly rent, the record of on-time rent and the condition of the home |
| A tenant who left for a new job or location | Tenant moving for a job | The notice given, the help with the next tenant and the clean move-out |
| A tenant with a shorter, one-year lease | Tenant with a one-year lease | Clear communication, on-time rent and the move-out condition |
What to Include in a Landlord Reference Letter
| Part | What to write |
|---|---|
| Your details | Your name, address, email and phone number as the landlord |
| Date | Today’s date |
| Recipient | The prospective landlord’s name and mailing address, or a department if that is all you have |
| Subject line | A short line such as Rental Reference for the tenant’s name |
| Opening | Say you are writing to recommend the tenant, and name the rental address and the dates |
| Rent record | Whether rent was on time and the monthly amount, if you want to share it |
| Care of the home | The condition of the home at move-out and any inspections |
| Lease and communication | Whether the tenant followed the lease and how they communicated |
| Closing | Whether you would rent to them again, how to reach you and Sincerely with your name |
What to Include and What to Leave Out
The federal Fair Housing Act protects people from housing discrimination based on race, color, national origin, religion, sex, familial status and disability, so a reference letter should stay with the facts of the tenancy. Nolo also notes that application questions should be asked of all applicants and should relate to the ability to meet the lease terms.
| Include | Leave out |
|---|---|
| Tenancy dates and the rental address | Race, color, national origin, religion, sex, familial status or disability |
| Rent record, such as on time every month | Guesses about the tenant’s income, health or private life |
| Care of the home and inspection results | Comments on family size or who lives with the tenant |
| Notice given and how the move-out went | Opinions you cannot support with facts |
| Whether you would rent to them again | Negative stories or personal disputes |
| Your contact details | Details about neighbors or other tenants |
How a Tenant Can Ask for a Reference
| Step | What a tenant can do |
|---|---|
| Ask early | Ask about 2 to 4 weeks before you apply, so the landlord has time to write |
| Ask politely | Say you are applying for a new home and would value a short reference |
| Share the facts | Give the landlord your rental dates, the new landlord’s name and address and a deadline |
| Offer an easy format | Send the builder’s sample or a few bullet points as a starting point |
| Say thank you | Follow up with a short thank you note |
Mistakes to Avoid
- Writing without facts. Include the dates, the rental address and the rent record.
- Adding opinions you cannot support. Stay with what you know first-hand.
- Mentioning protected characteristics. Leave them out of the letter entirely.
- Making it too long. One page is plenty.
- Forgetting contact details. Add a phone number and email so the new landlord can follow up.
- Missing the date or the recipient. Add today’s date and the new landlord’s address.
Landlord Reference Letter Checklist
Tick each item as you finish. Your letter is ready when the counter reaches 5.
Frequently Asked Questions
What is a landlord reference letter?
It is a short letter from a landlord that describes a tenant’s rental history, such as the dates of the tenancy, whether rent was on time, how the tenant cared for the home and whether the landlord would rent to them again.
How do I start a landlord reference letter?
Open with your purpose: say you are writing to recommend the tenant, and name the rental address and the dates of the tenancy. Then share the rent record and your experience.
What should a landlord include?
Your name and contact details, today’s date, the prospective landlord’s name and address, the tenant’s name, the rental address and dates, the rent record, the condition of the home and whether you would rent to them again.
What should a landlord leave out?
Leave out race, color, national origin, religion, sex, familial status and disability, which are protected under the federal Fair Housing Act, and any guess, opinion or private detail you cannot support with facts.
How long should the letter be?
Three or four short paragraphs on one page is enough. Specific facts such as dates and on-time rent matter more than long praise.
Can a landlord refuse to write a reference?
Writing a reference is a choice. Check your lease and local rules, and if you cannot write a positive, factual reference, you can decline politely.
Who should the letter be addressed to?
Address it to the prospective landlord or property manager by name when you know it, and add their mailing address. Check the application for the exact name and address.
Does a reference letter replace a background check?
No. The FTC notes that landlords may check items such as housing court records and eviction actions. A reference letter adds your first-hand experience, and it does not replace those checks.
How can a tenant ask a former landlord for a reference?
Ask politely 2 to 4 weeks before applying, share your rental dates and the new landlord’s details, give a deadline and send a thank you.
Should the letter be signed?
Yes. Sign it, type your name below the signature and include your phone number and email so the new landlord can follow up.
Conclusion
A good landlord reference letter is short, factual and kind. Open with your purpose, share the dates and the rent record, and close by saying whether you would rent to the tenant again. Use the builder above to write yours today.
Related Reading
- Proof of residency letter from a landlord
- Letter stating that someone lives with you
- Realtor reference and recommendation letter samples
- How to write a personal reference letter
Sources: U.S. Department of Housing and Urban Development, Housing Discrimination Under the Fair Housing Act; Federal Trade Commission, Tenant Background Checks and Your Rights; Nolo, Legal and Illegal Reasons Landlords Can Reject a Rental Application. The people, addresses and details in these letters are fictional. This page is general information, not legal advice.