What is included in a Landlord Reference Letter?

This Landlord Reference Letter template covers: whether the current or former landlord is acting through an agent the recipient’s details (ie the potential future landlord’s details or their agent’s details) when the tenant rented the former or current landlord’s property what type of property the tenant rented from the former or current landlord information about any characteristics the former or current landlord would recommend about the tenant information about the tenant’s history of paying their rent information about any issues that the former or current landlord had with the tenant whether the tenant had any pets and if so, whether they were well-behaved

Why do I need a Landlord Reference Letter?

Tenants’ current or previous landlords can write letters for the benefit of prospective future landlords who are deciding whether or not to rent out their property to the tenant. Landlord Reference Letters contain important information about a prospective tenant, which helps inform future landlords’ decisions on whether they will rent to a particular tenant. For example, a landlord reference letter could describe how a tenant was responsible and financially stable, making the future landlord want to rent to them. Or the letter could explain how the tenant was regularly late paying their rent and received nuisance complaints, making the future landlord more likely to choose to rent to someone else. Obtaining a relevant reference gives a future landlord peace of mind that they are renting to a satisfactory tenant, or it may warn them against renting to an unsatisfactory one. In addition, details about the type of property a landlord previously rented to the tenant might be useful for a prospective landlord who is considering whether this particular tenant will be suitable for their property.

How should I write a Landlord Reference Letter?

When you write Reference Letter you should: be accurate and fair not be misleading or include irrelevant personal information about the tenant(s) provide contact information, in case further detailed information is needed

Can a landlord refuse to give a reference?

Landlords are under no obligation to provide tenants with a reference. However, if they do choose to provide one, landlords should be mindful that it must be totally truthful. Any misleading information could have legal implications.

Do I have to provide a positive reference?

As long as the landlord can back up any claims and comments they have made in their reference, their comments will typically be legal. However, landlords should be wary of stating anything untrue, misleading, or discriminatory in their references.

Can I charge tenants for a reference letter?

Landlords cannot charge tenants for reference checks, including reference letters. For more information, read Tenant fees .

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Other Names: Tenant Reference Tenant Reference Letter Tenancy Reference Character Reference Letter Landlord Reference Landlord Recommendation Letter Rental Reference Rental Reference Letter Reference Letter from Landlord Landlord Letter of Reference Previous Landlord Reference Letter

Landlord Reference Letter document preview

What is a Landlord Reference Letter?

A Landlord Reference Letter is a record of a landlord’s experiences renting to a tenant or multiple tenants. Landlord Reference Letters help a tenant’s potential new landlord make an educated decision as to whether they will rent to the tenant.

For the avoidance of doubt, references to ‘tenants’ also apply to Welsh ‘contract holders’ unless otherwise specified.

When should I use a Landlord Reference Letter?

Use this Landlord Reference Letter:

if you are a landlord or an agent acting on behalf of a landlord
if you are writing a reference about the landlord’s current or former tenant(s)
only for tenancies based in England, Wales or Scotland

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To ,

Re:

This letter is to confirm that was tenant from to while they rented my property at . The rental property is a .

During the period when the tenant lived at the property, they:

Overall, would rent to again. If you have any further questions, please do not hesitate to contact using the information below.

Yours sincerely,

About Landlord Reference Letters

Learn more about making your Landlord Reference Letter

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How to make a Landlord Reference Letter
Making a Landlord Reference letter online is simple. Just answer a few questions and Rocket Lawyer will build your document for you. When you have all of the details prepared in advance, making your document is a quick and easy process.

You will need the following information:

Current or previous landlord details
- Is an agent acting for the landlord that’s providing the reference?
  - If so:
    - What are the agent’s details (eg name and address)?
    - What is the landlord’s name?
  - If not, what are the landlord’s details (eg name and address)?
Potential/new landlord details
- Is an agent acting for the potential new landlord?
  - If so:
    - What are the agent’s details (eg name and address)?
    - What is the landlord’s name?
  - If not, what are the landlord’s details (eg name and address)?
Tenant details
- What is the tenant’s name?
- When did the tenant rent the current or previous landlord’s property?
Reference
- Would the current or previous landlord recommend the tenant on account of:
  - Them paying their rent on time?
  - Them paying their rent in full?
  - Looking after the property?
  - Cleanliness?
  - Respectfulness?
  - Them being easy to reach and communicate with?
  - Them promptly notifying the landlord or agent about any issues?
  - Any other reasons?
- Did the landlord have any problems with the tenant? If so, did they include:
  - Them being regularly late paying rent?
  - Them regularly not paying their rent in full?
  - Them making unreasonable requests?
  - Them being hard to contact?
  - Them receiving complaints from neighbours?
  - Damage to the property?
  - Not cleaning the property properly?
  - Any other issues?
- Did the tenant have any pets?
  - If so, did the pets cause any issues?
- Overall, would the landlord choose to rent to the tenant again?
Date
- What is the date of the Landlord Reference Letter?
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Common terms in a Landlord Reference Letter

Landlord Reference Letters are used to provide written references about current or previous tenants. To do so, this Landlord Reference Letter includes the following:

Sender and recipient details

The start of the Landlord Reference letter provides details of the current or former landlord and the potential/new landlord.

If the Letter is being written by an agent, this is also highlighted here.

Factual history

Next, the Letter sets out basic facts of the current or former landlord’s relationship with the tenant(s). For example, when the tenant rented the landlord’s property and what type of property it was.

Positive aspects of the reference

The Letter progresses to identify anything you’ve indicated was positive about the tenant’s occupancy of the landlord’s property. For example, that they paid their rent on time and kept the property clean.

Negative aspects of the reference

If you’ve indicated that the landlord had issues with the tenant, this section will be included in your Letter. It will set out anything you’ve indicated was negative about the tenant’s occupancy of the landlord’s property. For example, prompted complaints from neighbours about nuisance or disruption.

Pets

If the tenant has (or had) pets, they are identified here. The Letter will then state that the pets have not caused any issues or, if they have, will highlight the issues they caused.

Overall recommendation

The Landlord Reference Letter ends by stating whether or not the current or former landlord recommends the tenant to the potential new landlord.

Signatures

Lastly, the Letter provides spaces for the current or former landlord or their agent to sign.

If you want your Landlord Reference Letter to include further or more detailed provisions, you can edit your document. However, if you do this, you may want a lawyer to review or change the Landlord Reference Letter for you to make sure it complies with all relevant laws and meets your specific needs. Ask a lawyer for assistance.

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Legal tips for making a Landlord Reference Letter
Take care to avoid discrimination

Landlord Reference Letters should be accurate and fair and should be provided by following a fair and consistent process. Landlords must take particular care to avoid any conduct that is unfair or inconsistent, as this may result in allegations of discrimination. The letter should be professional and unbiased.

Comply with data protection obligations

Whenever a landlord discloses any personal details about a (current or former) tenant (eg their name and address) to a prospective landlord, they should be aware that this is often personal data (ie information about individuals from which they may be identified), which is protected by data protection law.

When making any such disclosures, they must comply with their data protection obligations and must have a legal basis for using the data in this way. In most circumstances, this will be the tenant consenting to a reference being provided.

For more information, read Data protection and Data protection for private landlords.

Follow the relevant administrative and procedural steps when a tenant moves out

Whenever a tenant moves out, landlords need to consider certain administrative and procedural steps. Aside from providing a reference, these may include:
- confirming the tenancy end date
- ensuring they have a copy of the original Inventory
- carrying out an end-of-tenancy inspection
- updating the utility companies on the meter readings at the time when the tenant moves out
- checking council tax payments are up to date
- releasing the tenant’s deposit
For more information, read End of tenancy checklist for landlords.

Understand when to seek advice from a lawyer

Ask a lawyer if:
- the tenant is based outside of England, Wales and Scotland
- the tenant’s new property is based outside of England, Wales and Scotland
- this document doesn’t meet your needs
- the landlord wants to make specific statements about how regularly rent was paid and how late rent payments were
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Landlord Reference Letter FAQs

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What is included in a Landlord Reference Letter?
This Landlord Reference Letter template covers:
- whether the current or former landlord is acting through an agent
- the recipient’s details (ie the potential future landlord’s details or their agent’s details)
- when the tenant rented the former or current landlord’s property
- what type of property the tenant rented from the former or current landlord
- information about any characteristics the former or current landlord would recommend about the tenant
- information about the tenant’s history of paying their rent
- information about any issues that the former or current landlord had with the tenant
- whether the tenant had any pets and if so, whether they were well-behaved
Why do I need a Landlord Reference Letter?

Tenants’ current or previous landlords can write letters for the benefit of prospective future landlords who are deciding whether or not to rent out their property to the tenant.

Landlord Reference Letters contain important information about a prospective tenant, which helps inform future landlords’ decisions on whether they will rent to a particular tenant. For example, a landlord reference letter could describe how a tenant was responsible and financially stable, making the future landlord want to rent to them. Or the letter could explain how the tenant was regularly late paying their rent and received nuisance complaints, making the future landlord more likely to choose to rent to someone else.

Obtaining a relevant reference gives a future landlord peace of mind that they are renting to a satisfactory tenant, or it may warn them against renting to an unsatisfactory one.

In addition, details about the type of property a landlord previously rented to the tenant might be useful for a prospective landlord who is considering whether this particular tenant will be suitable for their property.
How should I write a Landlord Reference Letter?
When you write Reference Letter you should:
- be accurate and fair
- not be misleading or include irrelevant personal information about the tenant(s)
- provide contact information, in case further detailed information is needed
Can a landlord refuse to give a reference?

Landlords are under no obligation to provide tenants with a reference. However, if they do choose to provide one, landlords should be mindful that it must be totally truthful. Any misleading information could have legal implications.
Do I have to provide a positive reference?

As long as the landlord can back up any claims and comments they have made in their reference, their comments will typically be legal. However, landlords should be wary of stating anything untrue, misleading, or discriminatory in their references.
Can I charge tenants for a reference letter?

Landlords cannot charge tenants for reference checks, including reference letters. For more information, read Tenant fees.

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Check and agree

Read your Landlord Reference Letter to make sure it meets your needs. Remember that if you have any questions you can easily Ask a lawyer.
Sign to make it legal

The landlord or the landlord’s agent should sign your Landlord Reference Letter either online using RocketSign or in print.
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Send your Landlord Reference Letter

Make copies of the original signed Landlord Reference Letter for the landlord and, where relevant, their agent. Send the original signed Letter to the recipient. This can be done in person, by post, or by email.
Store copies of your Letter

Send the signed Landlord Reference Letter. Keep a copy of the Letter for your records. A copy of your Landlord Reference Letter will be stored automatically in your Rocket Lawyer account ‘Dashboard’.
Important details
- If you post or hand deliver the Landlord Reference Letter, keep a copy of the signed Letter that was sent and anything else included (eg any supporting evidence).
- If you email the Landlord Reference letter, keep a copy of the email that was sent and any attachments, together with any ‘read receipts’.
- If an agent is acting for the landlord, the agent should sign the Landlord Reference Letter on behalf of the landlord.
- Whilst it is not illegal for a current or previous landlord to not provide a reference, any dishonest comments in a reference letter could have legal consequences for the landlord who wrote it. As long as the landlord can back up any claims they have made in their letter, their comments will typically be legal.

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