Write a Letter Showing Proof of Residence for a Tenant

Whether your tenants are moving out of your property or need a residence verification letter to add to an application for loans or other things, determining what information to include and what not to release is important. If you fail to include enough information, your tenant's application may be denied. On the other hand, if you give too much information, you may be accused of violating their privacy.

Steps

Proof of Residence Help

Doc:Proof of Residence,Proof of Residence Template

Writing Your Own Proof of Residence Letters

  1. Verify that the contact information listed on the request matches information publicly available on the requesting tenant; e.g. address, phone number and website address. It is not unheard of for unscrupulous people to ask landlords for personal information under the guise of a reference in an attempt to perpetrate identity fraud on the unsuspecting tenants.
    • Verifying the company information can be accomplished by calling the telephone number published in the local directory (not the telephone number provided on the residency verification request) or visiting their official company website.
    • Using the telephone number provided on the request for residency verification is not advised unless it matches the published number. If the request is an unauthorized attempt to obtain personal, the phone number used will most likely ring through to a person who is in on the fraud. That person would then be able to falsely verify the information provided without you realizing it is untrue.
  2. Verify with your tenant that you have their authorization to provide the information to the party requesting it. Most professional management companies require a signed authorization or release form before releasing personal information.
  3. Date the letter using the full month (e.g. November not Nov or 11), date and year. This will make the letter more difficult to alter and will decrease the possibility of it being used for purposes other than those which you intended when you wrote the proof of residence letter.
  4. Insert the requesting party's information in the header and greeting to ensure that it is only used for the purposes for which you agreed to prepare it (e.g. verification for a car loan). Preparing a generalized letter may take less effort but will also allow your tenant to use it as a reference to rent another residence thereby unintentionally helping your tenant skip on their lease if they wish.
  5. Begin your letter by inserting the names of the parties on the lease followed by all other occupants and the address of residence in the first line.
    • Example: John and Sue Smith reside at 5678 S Blue Street, Anywhere, USA 67890 with their 2 children, Sammy and Kelly.
  6. Provide the length of residency as well as the term of the lease, if applicable, being certain to include the year.
    • Example: They have occupied this residence for approximately 3 years. They moved in on January 1, 2006 and their current lease expires December 31, 2009.
  7. Invite the requesting party to contact you for additional information.
    • Example: If I can be of further assistance, please feel free to contact me at the number below.
  8. Include your full name, title, company name and contact information in the closing.
  9. Compare your letter to the tenant's current lease to ensure the validity of the information provided.
  10. Review your proof of residency letter with the tenant to ensure that they agree with the information provided in the letter.
  11. Mail or fax to the requesting party and keep a copy for your records.

Tips

  • When you write a letter showing proof of residence for a tenant, you want to include only the information that is requested. Unless specifically included in the request, and authorized by the tenant, information such as rental amount and payment history should not be disclosed.
  • Requests for residency verification should always be done in writing to protect the landlord from claims of inaccuracy.

Warnings

  • Never release any information, regardless of how harmless it seems, on your tenant(s) without their permission.

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Sources and Citations

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