How to Write a Proof of Residency Letter [Free Template]
Oftentimes, being a great-- and successful-- landlord means going out of your way for your tenants.
One of those ways you can help is by writing a proof of residency letter for a tenant when they're in need.
In some cases, the reason is directly related to their ability to continue upholding their lease obligations (new employment being the most common).
In every case, however, you're able to help your tenant out when they're in need, which is something they won't soon forget.
Below, we'll cover what exactly a proof of residency letter is, how to write one, as well as provide a template you can use to simplify the whole process.
What Is a Proof of Residency Letter?
A proof of residency letter is an affidavit used to prove that someone resides at a particular address or location (typically, in a particular state).
If your tenant is:
Being hired on for a new job
Registering their child with a new school district, or
Is receiving some form of financial or government assistance
(As well as many other potential reasons)
Then a proof of residency letter may be requested by the organization they're working with.
Who Requests a Proof of Residency?
Typically, your tenant will request proof of residency from you directly.
However, in rare cases, an organization may reach out to you to prove residency.
It's important to note in the latter scenario, though, that you'll still need to reach out to your tenant to inform them of the request.
Privacy protection laws require you as their landlord to act responsibly with the tenant's personal information, even in the case of a proof of residency such as this.
How to Write a Proof of Residency Letter as a Landlord
Now that we've covered the basics, let's talk about how to write a proof of residency letter.
A quick checklist before continuing. Before writing the letter, you need to know:
What additional documents they may be requesting (if any)
What information they're requesting (if there's anything outside the ordinary that needs to be listed on the letter itself)
And whether it needs to be notarized (quite common)
In some cases, additional documents or information (via the letter) will be requested. Simply ask the tenant everything the third party needs before creating the letter to make sure you have it all in order.
Now, let's get to writing the letter:
1. Create a Header
First, you need to create a simple header.
You'll want to include:
Title: "Proof of Residence" works just fine
Landlord's full name + address
Date the letter was drafted
It's important to make sure to format your entire letter with one simple text size as well. If you're working in Google Docs or Word, you can set the title, "Proof of Residence" to "Title" or "Header 1" and the rest to normal paragraph text.
2. Add a Greeting
If you know who the letter is being addressed to, include their name. Otherwise, use "To Whom It May Concern".
3. State the Purpose of the Letter
The body of the letter is simple and to the point.
You'll want to state that you are the landlord of the tenant (stating both your name and their name in full) and that you acknowledge they currently reside at your property, making sure to mention the full property address.
Also make sure to include how long they've resided at that address, as depending on the purpose for the letter length of residency may be important.
4. Add a Statement of Truth + Signature
Below the main body paragraph, include this sentence in full exactly as it's written below:
"I swear and affirm under penalty of perjury that the facts set forth in this statement are both true and accurate."
Finally, end with your signature to make it official.
These are both key as without this statement as well as your signature, the letter may not be accepted.
Proof of Residency Sample Template
Now, let's put it all together into a sample template you can use.
A proof of residency letter should be simple and straightforward, so try not to add anything other than what is absolutely required.
Here it is:
Proof of Residence
[Landlord Name]
[Full Property Address]
[Full Property Address]
Date: [Date]
To Whom It May Concern,
I, [Landlord], the landlord of [Tenant], am writing to you to acknowledge that said tenant currently resides at [Full Property Address]. [Tenant] has resided at said address since [Month], [Year].
I swear and affirm under penalty of perjury that the facts set forth in this statement are both true and accurate.
Sincerely,
[Landlord Signature]
Proof of Residency Letter Example
Pretty straightforward, right?
Now, let's plug in an example to see what a completed letter would look like:
Proof of Residence
Jane Johnson
123 Property Drive.
Los Angeles, CA 90000
Date: 1/13/2025
To Whom It May Concern,
I, Jane Johnson, the landlord of John Baker, am writing to you to acknowledge that said tenant currently resides at 456 Rental Drive, Los Angeles, CA. John Baker has resided at said address since October, 2020.
I swear and affirm under penalty of perjury that the facts set forth in this statement are both true and accurate.
Sincerely,
[Jane's Signature]
Equip Yourself with the Right Tools
Writing a proof of residency letter is one in a long line of little things that landlords occasionally need to handle when taking care of their tenants and properties.
It's a big job, but one that comes with big benefits.
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