{"id":117532,"date":"2023-10-12T21:00:43","date_gmt":"2023-10-12T21:00:43","guid":{"rendered":"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/"},"modified":"2023-10-12T21:00:43","modified_gmt":"2023-10-12T21:00:43","slug":"how-to-write-a-tenant-reference","status":"publish","type":"post","link":"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/","title":{"rendered":"How to write a tenant reference?"},"content":{"rendered":"<p>As a landlord or property manager, one of the responsibilities you may encounter is providing tenant references. A tenant reference is a document that provides valuable information about a prospective tenant&#8217;s character, behavior, and reliability based on their previous rental history. It is a crucial tool that assists other landlords in making informed decisions when selecting new tenants. So, how can you write a comprehensive and effective tenant reference? Let&#8217;s delve into the details.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_62 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title \" >Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#1_Gather_Accurate_Information\" title=\"1. Gather Accurate Information\">1. Gather Accurate Information<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#2_Use_a_Professional_Tone\" title=\"2. Use a Professional Tone\">2. Use a Professional Tone<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#3_Start_with_a_Formal_Salutation\" title=\"3. Start with a Formal Salutation\">3. Start with a Formal Salutation<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#4_State_Your_Authority\" title=\"4. State Your Authority\">4. State Your Authority<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#5_Provide_a_Brief_Background_of_the_Tenant\" title=\"5. Provide a Brief Background of the Tenant\">5. Provide a Brief Background of the Tenant<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#6_Highlight_Positive_Attributes\" title=\"6. Highlight Positive Attributes\">6. Highlight Positive Attributes<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#7_Discuss_Rental_Payment_History\" title=\"7. Discuss Rental Payment History\">7. Discuss Rental Payment History<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#8_Mention_Property_Maintenance\" title=\"8. Mention Property Maintenance\">8. Mention Property Maintenance<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#9_Include_Any_Complaints_or_Issues\" title=\"9. Include Any Complaints or Issues\">9. Include Any Complaints or Issues<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#10_Discuss_the_Condition_of_the_Rental_Property\" title=\"10. Discuss the Condition of the Rental Property\">10. Discuss the Condition of the Rental Property<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#11_Allow_for_Further_Communication\" title=\"11. Allow for Further Communication\">11. Allow for Further Communication<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#12_End_with_a_Professional_Closing\" title=\"12. End with a Professional Closing\">12. End with a Professional Closing<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#Frequently_Asked_Questions\" title=\"Frequently Asked Questions\">Frequently Asked Questions<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#1_What_information_should_I_include_in_a_tenant_reference\" title=\"1. What information should I include in a tenant reference?\">1. What information should I include in a tenant reference?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#2_How_long_should_a_tenant_reference_letter_be\" title=\"2. How long should a tenant reference letter be?\">2. How long should a tenant reference letter be?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#3_Can_I_refuse_to_provide_a_tenant_reference\" title=\"3. Can I refuse to provide a tenant reference?\">3. Can I refuse to provide a tenant reference?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#4_Should_I_disclose_negative_information_in_the_tenant_reference\" title=\"4. Should I disclose negative information in the tenant reference?\">4. Should I disclose negative information in the tenant reference?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#5_How_should_I_format_the_tenant_reference_letter\" title=\"5. How should I format the tenant reference letter?\">5. How should I format the tenant reference letter?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#6_Can_I_use_a_template_for_the_tenant_reference\" title=\"6. Can I use a template for the tenant reference?\">6. Can I use a template for the tenant reference?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#7_Should_I_include_personal_opinions_in_the_tenant_reference\" title=\"7. Should I include personal opinions in the tenant reference?\">7. Should I include personal opinions in the tenant reference?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#8_What_if_there_is_not_much_information_to_include\" title=\"8. What if there is not much information to include?\">8. What if there is not much information to include?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#9_Can_I_charge_a_fee_for_providing_a_tenant_reference\" title=\"9. Can I charge a fee for providing a tenant reference?\">9. Can I charge a fee for providing a tenant reference?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#10_Can_I_provide_a_tenant_reference_for_a_current_tenant\" title=\"10. Can I provide a tenant reference for a current tenant?\">10. Can I provide a tenant reference for a current tenant?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#11_Is_there_a_specific_timeframe_to_provide_the_tenant_reference\" title=\"11. Is there a specific timeframe to provide the tenant reference?\">11. Is there a specific timeframe to provide the tenant reference?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-25\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#12_Can_a_tenant_review_their_own_reference_before_it_is_submitted\" title=\"12. Can a tenant review their own reference before it is submitted?\">12. Can a tenant review their own reference before it is submitted?<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"1_Gather_Accurate_Information\"><\/span>1. Gather Accurate Information<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Before you begin writing the tenant reference, gather all the necessary information such as the tenant&#8217;s full name, the rental property address, lease term, and any other relevant details.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"2_Use_a_Professional_Tone\"><\/span>2. Use a Professional Tone<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Maintain a professional tone throughout the reference letter. It should convey your seriousness and provide a clear understanding of the tenant&#8217;s qualities.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"3_Start_with_a_Formal_Salutation\"><\/span>3. Start with a Formal Salutation<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Address the recipient of the tenant reference using a standard salutation, such as &#8220;To Whom It May Concern&#8221; or to a specific landlord if known.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"4_State_Your_Authority\"><\/span>4. State Your Authority<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Begin the letter by briefly mentioning your name, title, and your relationship with the tenant, such as &#8220;I am writing as the landlord\/property manager of [rental property name].&#8221;<\/p>\n<h2><span class=\"ez-toc-section\" id=\"5_Provide_a_Brief_Background_of_the_Tenant\"><\/span>5. Provide a Brief Background of the Tenant<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Give a concise introduction about the tenant, including when they rented from you, the length of their tenancy, and any significant details you deem necessary.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"6_Highlight_Positive_Attributes\"><\/span>6. Highlight Positive Attributes<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Focus on the tenant&#8217;s positive qualities, such as their reliability, cleanliness, punctuality, and responsibility. Provide specific examples to back up your claims.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"7_Discuss_Rental_Payment_History\"><\/span>7. Discuss Rental Payment History<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Comment on the tenant&#8217;s financial responsibility by mentioning whether they paid rent on time, if there were any incidents of late payments, or if there were any issues with non-payment.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"8_Mention_Property_Maintenance\"><\/span>8. Mention Property Maintenance<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Talk about the tenant&#8217;s upkeep of the rental property. If they maintained the property well, kept it clean, or reported maintenance issues promptly, highlight those aspects.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"9_Include_Any_Complaints_or_Issues\"><\/span>9. Include Any Complaints or Issues<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If there were any complaints or issues during the tenancy, clearly outline them while maintaining an objective stance. Include any resolutions or actions taken to resolve the problems.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"10_Discuss_the_Condition_of_the_Rental_Property\"><\/span>10. Discuss the Condition of the Rental Property<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Offer your assessment of the condition in which the tenant left the property at the end of their tenancy. Highlight any damages that were caused or if the property was properly cleaned before their departure.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"11_Allow_for_Further_Communication\"><\/span>11. Allow for Further Communication<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Provide contact information at the end of the letter, inviting the recipient to reach out if they require additional information or have any further questions.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"12_End_with_a_Professional_Closing\"><\/span>12. End with a Professional Closing<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Close the tenant reference letter with a professional closing, such as &#8220;Sincerely&#8221; or &#8220;Best Regards,&#8221; followed by your full name, title, and contact details.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Frequently_Asked_Questions\"><\/span>Frequently Asked Questions<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"1_What_information_should_I_include_in_a_tenant_reference\"><\/span>1. What information should I include in a tenant reference?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nA tenant reference should include the tenant&#8217;s name, the rental property address, lease terms, a brief background, positive attributes, rental payment history, property maintenance, any complaints or issues, and the condition of the property upon departure.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"2_How_long_should_a_tenant_reference_letter_be\"><\/span>2. How long should a tenant reference letter be?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nA tenant reference letter should typically be one to two pages long, providing enough information to give a clear picture of the tenant&#8217;s rental history.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"3_Can_I_refuse_to_provide_a_tenant_reference\"><\/span>3. Can I refuse to provide a tenant reference?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nAs a landlord or property manager, you have the right to decline providing a tenant reference. However, it is always good practice to be honest and transparent if you choose to do so.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"4_Should_I_disclose_negative_information_in_the_tenant_reference\"><\/span>4. Should I disclose negative information in the tenant reference?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nIf there were legitimate complaints or issues during the tenancy, it is important to mention them while maintaining an objective stance. It is better to be transparent and provide a complete picture.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"5_How_should_I_format_the_tenant_reference_letter\"><\/span>5. How should I format the tenant reference letter?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nUse a formal business letter format, including a professional salutation and closing. Separate the letter into paragraphs with clear headings for each section.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"6_Can_I_use_a_template_for_the_tenant_reference\"><\/span>6. Can I use a template for the tenant reference?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nUsing a template can be helpful to ensure you include all the necessary information. However, personalize the letter and tailor it to the specific tenant&#8217;s rental history.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"7_Should_I_include_personal_opinions_in_the_tenant_reference\"><\/span>7. Should I include personal opinions in the tenant reference?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nWhile it&#8217;s essential to provide an honest assessment, focus on objective facts rather than personal opinions. Stick to the tenant&#8217;s demonstrated behavior and reliability.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"8_What_if_there_is_not_much_information_to_include\"><\/span>8. What if there is not much information to include?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nIf the tenancy was relatively uneventful without any significant positive or negative aspects, mention that the tenant fulfilled their lease obligations and left the property in an acceptable condition.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"9_Can_I_charge_a_fee_for_providing_a_tenant_reference\"><\/span>9. Can I charge a fee for providing a tenant reference?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nCharging a fee for providing a tenant reference is uncommon and not standard practice. Generally, it is part of a landlord&#8217;s responsibilities to provide references when requested.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"10_Can_I_provide_a_tenant_reference_for_a_current_tenant\"><\/span>10. Can I provide a tenant reference for a current tenant?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nYes, you can provide a tenant reference for a current tenant if they are planning to move elsewhere or if it is required for certain applications, such as obtaining a mortgage.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"11_Is_there_a_specific_timeframe_to_provide_the_tenant_reference\"><\/span>11. Is there a specific timeframe to provide the tenant reference?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nIt is best to provide the tenant reference promptly, preferably within a few days of the request, to ensure the information is up-to-date and relevant.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"12_Can_a_tenant_review_their_own_reference_before_it_is_submitted\"><\/span>12. Can a tenant review their own reference before it is submitted?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>\nGenerally, it is not common for tenants to review their own reference letters before they are submitted. However, you could consider discussing it with the tenant if they express interest in previewing it.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>As a landlord or property manager, one of the responsibilities you may encounter is providing tenant references. A tenant reference is a document that provides valuable information about a prospective tenant&#8217;s character, behavior, and reliability based on their previous rental history. It is a crucial tool that assists other landlords in making informed decisions when &#8230; <\/p>\n<p class=\"read-more-container\"><a title=\"How to write a tenant reference?\" class=\"read-more button\" href=\"https:\/\/namso-gen.co\/blog\/how-to-write-a-tenant-reference\/#more-117532\">Read more<span class=\"screen-reader-text\">How to write a tenant reference?<\/span><\/a><\/p>\n","protected":false},"author":20,"featured_media":107420,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[86279],"tags":[],"class_list":["post-117532","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-learn","no-featured-image-padding"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v22.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to write a tenant reference?<\/title>\n<meta name=\"description\" content=\"As a landlord or property manager, one of the responsibilities you may encounter is providing tenant references. 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