In today’s tight rental market, a strong landlord reference letter can help you find reliable tenants. With half of U.S. renters spending over 30% of their income on housing, thorough tenant screening is essential to avoid bad tenants and turnover. Adding a reference letter to your tenant screening checklist and a rental background check or credit check provides key insights into a tenant’s payment history, property care, and lease compliance.
This guide covers what to include in a landlord reference letter and offers a free template to make screening easier.
Key takeaways:
- A landlord reference letter is a crucial part of tenant screening. It offers real-world insight into a tenant’s payment history, property care, lease compliance, and behavior during their previous tenancy.
- Renters are increasingly financially strained. With the median renter spending 31% of their income on housing, thorough screening helps you identify financially stable tenants.
- You’re not required to provide a landlord recommendation letter. But it’s considered best practice when done carefully and based on facts.
- There are valid reasons to refuse providing a reference. These include negative rental history, legal concerns, lack of sufficient information, or to maintain neutrality and avoid liability risks.
- A good landlord reference letter should include: the tenant’s name, property address, tenancy dates, payment history, property upkeep, lease compliance, and a clear recommendation.
- Comprehensive tenant screening is key. While a landlord reference letter provides valuable insights, pairing it with a full rental background check and credit report ensures you make confident leasing decisions.
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How do landlord references work?
A landlord’s letter of reference is one of the most important parts of the tenant screening process. It gives you a real-world view of how tenants behaved during their previous rental, helping you avoid bad tenants and secure long-term, reliable renters. Here’s how the process typically works:
1. Collect reference information
When you’re screening applicants, ask for the contact details of their previous landlord. This should be part of your landlord checklist for new tenant applications. Make sure you also gather permission to reach out and verify their rental history. A strong renter letter of reference can be as revealing as a background or credit check.
2. Contact the previous landlord
Reach out directly to request a tenant reference letter from the landlord or to discuss the tenant’s history. Be prepared with tenant screening questions like:
- Did the tenant pay rent on time?
- Was the property well-maintained?
- Were there any major lease violations or complaints?
- Would you rent to them again?
This conversation will help you validate the landlord referral and get a better sense of the tenant’s reliability.
3. Cross-check reference details
It’s smart to cross-check the information you receive. Look for consistency between the rental reference letter, the rental application, and the information you find when you check the tenant’s rental history and credit report. Knowing how to read a credit report properly can reveal red flags like missed payments or high debt, which may not show up in the reference alone.
4. Make a decision
Use the landlord’s feedback and the results from the best tenant screening services to make an informed decision. A solid landlord letter of reference paired with a strong financial profile increases your chances of attracting tenants who pay on time and renew leases.
Are landlords required to give references?
In most cases, providing a landlord recommendation letter isn’t required, but it’s considered best practice. Here’s what you need to know:
- Local regulations: Some states or cities may have rules around what you can or must disclose. Always check local laws before writing a letter of reference or a property manager reference letter. In general, you’re allowed to share factual, verifiable information about a tenant’s rental history, such as payment patterns and property upkeep.
- Avoiding liability: While it’s helpful to provide references, you should avoid making subjective statements or sharing unverified information. Stick to the facts, dates of tenancy, payment history, and property condition, to reduce the risk of defamation claims. A clear, straightforward landlord recommendation letter protects both you and the tenant.
- Professional courtesy: Even if it’s not required, providing a letter of recommendation for a former tenant is considered a professional courtesy. Providing honest, fair references supports renters who have been responsible tenants and helps maintain a positive reputation for your rental business.
In what cases can a landlord refuse to give a reference?
While it’s often helpful to get a letter of reference from the landlord, there are valid reasons they (or you) might decline. Here’s when they might refuse:
- Negative rental history: If the tenant consistently paid late, damaged the property, or violated lease terms, you may choose not to provide a reference rather than deliver a negative one.
- Legal concerns: Sharing unverified or subjective information could expose you to legal risks like defamation claims. If you’re unsure, it’s safer to decline writing a reference.
- Insufficient information: If you didn’t interact with the tenant enough to make a fair assessment, for example, if they only rented for a short time, it’s reasonable to refuse.
- Ongoing disputes: If there’s a pending legal dispute, eviction, or unresolved complaint with the tenant, it’s best to avoid issuing a letter of reference until the matter is settled.
- Invalid request: If the person requesting the reference wasn’t your tenant or cannot provide proper identification, you have every right to decline.
- Avoid bias: To stay compliant with Fair Housing laws, avoid references that could show favoritism or bias based on protected characteristics. If you’re concerned about maintaining neutrality, you can opt out.
- Lease violation: Major lease breaches, like unauthorized occupants or property destruction, are valid reasons to deny a reference.
- Reference policy: Some landlords or property management companies have a strict policy of not providing reference letters to limit liability. If this is your policy, make it clear and apply it consistently.
Can a landlord give a bad reference?
Yes, you can give a “bad” reference, but it must always be truthful, fact-based, and handled carefully. Here’s what to keep in mind:
- Truthful and fact-based: You can share negative information if it’s accurate and documented. Stick to objective facts, like late payments, lease violations, or property damage.
- Avoid malicious intent: A reference should never be written to harm or retaliate. Avoid exaggerations, personal opinions, or emotional language that could be viewed as malicious.
- What can be shared: You can safely share verified facts like payment history, lease compliance, property condition, and legal actions. When writing a letter of recommendation for a tenant, avoid personal commentary.
- Legal risks: Even a fact-based bad reference can lead to legal trouble if the tenant believes they were defamed. That’s why it’s smart to keep records, remain professional, and stick to documented issues only.
Best practices for landlords giving a bad reference
If you need to provide a less-than-glowing reference, it’s important to handle it professionally. A well-documented and fact-based reference can protect you from liability while helping you make informed decisions. Here’s how to do it right:
- Stick to the facts: Share only verified, objective information. Focus on details like payment history, property condition, lease violations, or legal actions, not personal opinions.
- Keep detailed records: Before you issue a reference, review your notes, payment records, and inspection reports. Solid documentation makes it easier when landlords check rental history or need to verify issues.
- Stay neutral and professional: Avoid emotional language or subjective comments. Think about it as helping another landlord complete their tenant screening accurately and fairly.
- Be consistent: Apply the same standards to all tenants. Whether you’re writing about a stellar tenant or addressing concerns, consistency prevents accusations of discrimination.
- Understand what landlords look for: When you review a credit check or run a credit check on a tenant, you should be looking for patterns like late payments or financial instability, and a reference should support these objective findings.
- Respect privacy laws: Only disclose information that you’re legally allowed to share. Different states have different rules, so it’s smart to double-check your local regulations before sending a bad reference.
Done right, a careful and honest reference helps maintain transparency across the rental market and keeps you protected at the same time.
What does a landlord reference letter include?
A strong landlord reference letter should give future landlords a clear, honest picture of the tenant’s rental history. Whether you’re writing a full tenant reference letter or a brief note, make sure to cover these key details:
- Tenant information: Include the tenant’s full name and the rental property address they occupied.
- Tenancy duration: List the move-in and move-out dates, or mention if the tenant still lives there.
- Payment history: Highlight whether the tenant paid rent on time and if there were any late payments or outstanding balances.
- Property care: Comment on how well the tenant maintained the property. For example, did they leave it clean, report maintenance issues promptly, and avoid unnecessary damage?
- Lease compliance: Note whether the tenant followed all lease terms, such as pet policies, noise rules, or occupancy limits.
- Behavior and interactions: Share any relevant information about the tenant’s relationship with neighbors, property managers, or maintenance staff. Positive communication is always a plus.
- Reason for leaving: Briefly explain why the tenant moved out, whether they relocated for work, bought a home, or ended the lease early.
- Recommendation: End with a clear statement about whether you would rent to the tenant again. This recommendation can carry a lot of weight for landlords making a decision.
Including these points ensures your renter letter of reference is helpful, thorough, and professional, making the screening process easier for everyone involved.
To make the process even easier, we’ve put together a free landlord reference letter template you can customize for any tenant. Whether you need a quick landlord reference letter sample PDF or a detailed tenant recommendation letter sample, this template saves you time and keeps your screening process consistent.
Sample letter of recommendation for a tenant
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name or “To Whom It May Concern”]
Subject: Tenant Reference for [Tenant’s Full Name]
Dear [Recipient’s Name],
I am writing to provide a reference for [Tenant’s Full Name], who rented [Rental Property Address] from [Move-in Date] to [Move-out Date].
During the tenancy, [Tenant’s First Name] consistently paid rent on time and adhered to all lease terms. They maintained the property in good condition, promptly communicated any maintenance issues, and fostered positive relationships with neighbors. There were no reported lease violations, and they left the property in excellent condition upon move-out.
Based on my experience, I found [Tenant’s First Name] to be a responsible and respectful tenant. I would not hesitate to rent to them again and confidently recommend them to future landlords or property managers.
If you have any questions or require additional information, please feel free to contact me at [Phone Number] or [Email Address].
Sincerely,
[Your Signature, if printed]
[Your Full Name]
What happens when a landlord is too old to be a reference?
If you’re too old or unable to provide a reference, it’s still possible to verify a tenant’s rental history through other means. You can ask for copies of old leases, rent receipts, or even utility bills that show consistent payments tied to the rental address. The key is to gather enough credible information to make a confident, well-documented decision, even when a traditional landlord referral isn’t available.
Verify references and rental history the right way
Finding great tenants starts long before move-in day, it begins with thorough screening. While a strong landlord reference letter can offer helpful insights, it’s no substitute for comprehensive tenant screening. Baselane’s free tenant screening gives you full credit reports, income verification, and background checks in minutes.
Protect your rental investments and make confident leasing decisions with deeper insights and fewer surprises. Get started with Baselane’s tenant screening today and find better tenants, faster.
FAQs
A rental reference is a statement you provide to another landlord or property manager about a former tenant’s behavior during their lease. Your reference helps others assess whether a tenant is responsible, pays rent on time, cares for the property, and follows lease terms.
As a landlord, you can share factual information about the tenant’s rental history, such as payment patterns, property condition, lease compliance, and reasons for leaving. Just remember to stick to objective facts and avoid sharing personal opinions or sensitive information.
If a tenant requests a reference, you should ask for their consent to release information and clarify what details they would like you to confirm. It's a good idea to keep your landlord reference letter clear, professional, and consistent with your records to avoid any confusion or disputes later on.
A strong landlord reference letter typically includes the tenant’s name, property address, tenancy dates, payment history, property care, lease compliance, and a final recommendation. It’s helpful to keep your format consistent, especially if you’re handling multiple references as part of your rental process.
No, you should never create a fake reference. Providing false information, even as a favor to a tenant, can lead to serious legal consequences and damage your credibility with other landlords and property managers. Always keep references honest, accurate, and fact-based.
