Let’s say your tenant is applying for a driver’s license and they need to prove they have state residency. Or, they’re about to get hired for a job and they need to let their employer know how long they’ve been in the area. Or, maybe your tenants are parents needing to prove that they do indeed live in a particular school district. For any of those scenarios, your tenant may approach you to write a proof of residency letter. Here’s what you need to know.
What is a proof of residency letter?
Sometimes known as an affidavit of residence, the proof of residency letter is a sworn statement attesting to the fact that a person really lives at a particular address. It’s a pretty straightforward piece of writing. No need to embellish or riff on your tenant’s good or bad qualities. You could certainly have one drafted by an attorney, but you can easily draft one yourself and save the attorney fees.
Who can request a proof of residency letter?
Usually, your resident makes the request when they need to prove residency, for a variety of reasons, as mentioned above. However, there are occasions when a third party asks for proof of residence in regard to your tenant.
Since it’s a landlord’s responsibility to protect a tenant’s personal and credit information, you will need your tenant’s written permission to disclose information to a third party. You can create a tenant release form with your name and address and your tenant’s name and address. Follow that with language such as this:
I [resident at address] hereby authorize the release of my residence information from [landlord’s name] to [recipient’s name]. [Landlord] can verify the following:
- Monthly rent
- Persons named on lease
- Persons who live on the property
Then leave a space for your tenant to sign and date the letter.
What to include in a proof of residency letter
First, find out why your tenant needs a proof of residency letter. You may need to have backup documents, such as a copy of the lease itself, or be required to state the date your tenant signed a lease or how much they pay in rent. You’ll also need to know if the letter is going to require more information about you than just your legal name and address.
Once you have the parameters, you can prepare the letter. Remember, keep it simple and stick to the facts.
Start with your legal name, current address and the date.
After a salutation such as “To whom it may concern,” you’re ready for the body of the proof of residency letter.
Declare your full legal name and title and say that you acknowledge that the resident resides at a particular address and has done so since a specified date and that s/he pays rent each month. Name any other person(s) living with the tenant.
Then, you need to insert a line that affirms that you’re telling the truth in this document.
You’ll have to sign this document in front of a notary and possibly another witness. You can use the template below as a guide to create your own document or download our template.
Proof of residency letter template
[Landlord’s Street Address]
[Landlord’s City, State, ZIP Code]
To Whom It May Concern,
I, [Your full legal name], am the landlord of [Name of your resident]. I’m writing to acknowledge and confirm that [he/she] resides at [Street address, City, State] and has done so since [Day/Month/Year] as my tenant.
[Tenant’s name] lives in the home with [Names of other residents who live with the tenant]. [Tenant’s name] pays me [Rent amount] each month on [Date].
I swear and affirm under penalty of perjury that the facts set forth in this statement are true and accurate.
If you have any questions or concerns, contact me at [Your phone number].
Quickly honor your tenant’s request
Find out when your tenant needs the proof of residency letter. Make it easy to honor this kind of request by having a sample copy on file so you can have it ready when asked. It’s especially important if you have a lot of properties to manage. Your tenants will surely appreciate your timely help.