Landlord Reference Letter From a Property Manager — Free Template

Many management companies have a policy on references: some only confirm dates and rent, others allow full references, and some require a specific person or department to respond. Check yours before you write, and use company letterhead if you have it.

Sign with your name, title and company, and give a main office number the reader can call to confirm.

In a large building, you may not know every resident personally. That's fine: base the letter on the ledger, lease file, inspection reports and any notices. Phrases like according to our records make the source clear.

Eligible to rent again is a common, useful phrase from a management company, since it reflects the company's own decision rather than a personal opinion.

Use the same format and level of detail for every resident who asks, so references are fair and comparable. Avoid comments about protected characteristics, and don't share information the resident hasn't authorized, such as balances unrelated to the request. Keep a copy in the resident's file.

If a former resident left with an unpaid balance or a dispute, stick to what the records show and avoid commentary. Confirming the facts plainly is fair to the resident and consistent with how most companies handle references.

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.