References are very important in the rental process. Property managers and landlords consider this to be part of the background check of a tenant, and it holds a lot of weight. It helps to know how to write an impactful and succinct landlord reference letter when requested.
What is a landlord reference letter?
A landlord reference letter, or rental reference letter, is a document written to a potential landlord by a previous or current landlord, property manager, colleague, or even roommate. Also, it is designed to verify that a prospective tenant is a responsible, reliable, financially stable individual. It should confirm that they can adhere to rules and regulations, respect deadlines, pay rent on time, and keep a rental property in good condition.
What are things to avoid when writing a rental reference letter?
- Using your friends or family as references.
It’s best not to ask close friends or family to be referenced during this process. References are responsible for reporting on things such as financial habits and responsibility. In addition to this, it can be obvious when a tenant uses a close friend as a reference, and the landlord may end up penalizing the tenant for it. - Not asking for permission.
If a tenant wants to request a reference letter, the best thing to do would be to ask first. As nobody likes to be rushed when it comes to things like this!
Drafting the letter
- Keep it short and relevant.
The landlord reference letter should clearly outline the rental history of the tenant along with the landlord’s experience in dealing with them. An example of some factors that can be mentioned is financial stability (ability to make payments on time), condition the tenant(s) leave the rental property and how trustworthy they are. If the tenant has bad credit, this is especially important as it may be the reference of the landlord that indicates whether or not the tenant can secure a property. - Honesty is the best policy.
Be honest and evidence statements properly. This is also one of the reasons it’s best to avoid having friends/family write a reference letter on behalf of a tenant. A seemingly small and insignificant lie can destroy the tenant’s chances of securing a home. The person writing the letter should only discuss things they know first-hand and are sure of. Additionally, the writer of the letter should be ready to elaborate or provide evidence to support claims. - Avoid bias.
It’s important to come across as unbiased, professional and authoritative. Whilst negative references don’t help many people, neither do heavily biased ones. A biased reference is just as bad as a negative one. If the person writing the reference letter is a landlord, it’s important to be as factual and as objective as possible, assessing the situation for what it really is. - Have a good structure.
To avoid writing too much or too little, set out the structure of the letter clearly and include:
Your Name & Contact Details
The Name of the Addressee or “to whom it may concern”
A Short Introduction,
Body of the Letter,
Conclusion,
Signature.
To learn more about our services and register, see here!
Read our previous blog post here: Carrying Out a Home Inspection