Landlord Reference Letter for a New Apartment — Free Template
When a tenant applies for a new apartment, a reference from their current or former landlord is often the most persuasive thing in the file. A good reference confirms the facts and adds specific, honest detail: rent paid on time, a well-kept home, easy communication, and whether you would rent to them again.
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[Your role and contact details]
October 15, 2026
Re: Rental reference for [Tenant name(s)]
To whom it may concern:
I am writing to confirm the rental history of [Tenant name(s)], who has rented the property at [Address of the property they rented] from me since [Tenancy start date] and is a current tenant.
Payment history: [Rent payment history].
[Care of the property, lease compliance and anything else]
The information in this letter is accurate to the best of my knowledge and is based on my records. I am happy to confirm these details if you contact me using the information above.
Sincerely,
[Your full name]
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What new landlords want to know
Leasing offices typically look for four things: did the tenant pay on time, did they take care of the property, did they follow the lease and get along with neighbors, and would you rent to them again. Answer all four, using specific examples rather than general praise.
Address the letter to the new landlord or leasing office if you know it, which makes it feel personal and current.
Specific beats generic
Lines like great tenant tell the reader little. Instead, mention three years of on-time rent, a unit returned in excellent condition, or prompt reporting of a leak that prevented damage. Details like these help an application stand out in a competitive market.
Keep it to one page. A busy leasing agent will read a short, clear letter in full.
Timing and delivery
Apartment applications move fast, so send the letter promptly when asked. Give the tenant a signed copy to attach to several applications, or email it directly to the leasing office. Include a phone number, because many offices call to confirm references before approving.
If the tenant is applying in a competitive market, ask whether they would like you to mention anything specific, such as a pet that caused no problems or a long record of renewals. A detail the new landlord is worried about, answered directly, can make the difference.
What to do, step by step
Get the tenant's permission
Make sure the tenant has asked for the reference or agreed to it, and ask who it should go to and whether the new landlord has a form of their own.
Check your records
Pull the lease, rent ledger and any notices so the dates, rent and payment history are exact.
Fill in the letter
Answer the questions above. Choose the payment history option that matches your records and describe the tenancy in specific, factual terms.
Sign and send it
Sign the letter, send it directly to the new landlord or give it to the tenant, and include contact details so the reader can confirm it.
Keep a copy
Save a copy with the date you sent it in case the new landlord calls to follow up.
What if the new landlord wants more than a letter?
Many landlords and property managers call or email to confirm a reference, and some send their own verification form. Answer the same way you did in the letter: confirm dates, rent and payment history from your records, and share only facts you can support.
Housing programs and larger management companies often require their own forms, sometimes signed. Completing the form doesn't make your letter wasted; the letter gives the tenant something to attach to applications in the meantime.
If you can't give a positive reference, it is usually best to confirm only the basic facts, such as dates of tenancy and rent, rather than offer opinions. Accurate, factual statements are fair to the tenant and protect you.
Example landlord reference letter for new apartment
A filled-in sample with made-up details, so you can see the finished result.
Dana Whitfield
Owner, Elm Court Apartments · (555) 836-4410 · dana@elmcourtapts.example
October 5, 2026
Riverside Leasing Office
Re: Rental reference for Alex Morgan
Dear Riverside Leasing Office,
I am writing to confirm the rental history of Alex Morgan, who rented the property at 18 Elm Ct, Apt 6, Raleigh, NC 27603 from me from August 1, 2023 to September 30, 2026.
The monthly rent was $1,275.00.
Payment history: Rent was always paid in full and on time.
Alex was a model tenant. The apartment was always clean and well cared for, maintenance requests were reported promptly and clearly, and I never received a complaint from neighbors. Alex gave 60 days' notice before moving and left the unit in excellent condition. I recommend Alex without hesitation and would gladly rent to Alex again.
The information in this letter is accurate to the best of my knowledge and is based on my records. I am happy to confirm these details if you contact me using the information above.
Sincerely,
Dana Whitfield
Frequently asked questions
Can I write a reference for a tenant who still rents from me?
Yes. Leave the end date blank and the letter will say they are a current tenant. Many tenants need a reference before they give notice.
How long should a landlord reference be?
Usually three or four short paragraphs on one page: the facts of the tenancy, payment history, a few specific details about the tenant, and whether you'd rent to them again.
Should I mention the security deposit?
If it reflects well on the tenant, such as a full refund because the unit was left in great condition, it's a useful detail. Otherwise you can leave it out.
What should a landlord reference letter include?
The tenant's name, the property address, the dates of the tenancy, the rent, a statement about payment history, and a short, factual description of how the tenant cared for the property and followed the lease. Add your contact details so the reader can confirm it.
Do I have to write a reference for a former tenant?
Generally no; it is voluntary. Many landlords will at least confirm basic facts like dates and rent. If you do write one, keep it accurate and consistent with your records.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.