What to Include in a Proof of Residency Letter (Template)

As a landlord there are a variety of things you can expect a tenant to ask you – and one of those things is for a proof of residency letter. Tenants may need proof of residency to change their address on their driver’s license, set up utility bills, or even update their voter registration. So, what exactly do you need to include in a proof of residency letter?

At Redfin, we’re here to help. So whether you’re a landlord renting your home in Dallas or a property manager renting apartments in Phoenix, here’s what you need to know about proof of residency letters.

What is a proof of residency letter?

A proof of residency letter is a sworn statement that confirms that the person named in the letter actually lives at the current address listed. It ensures the contact details they’ve provided match up with your official documents. As a landlord, you’re a reliable source to provide proof that your tenant actually lives at the address. 

As a result, the letter you submit is considered a legally binding document. The proof of residency letter confirms the recipient’s address, so your tenant has evidence they live where they say they live.

Why might a tenant need a proof of residency letter?

While a variety of documents can establish residency, some situations require the individual to provide proof from more than one source. This is why they may need a residency letter along with additional documents.

Possible scenarios where a proof of residency letter is necessary include:

• Applying for in-state tuition at college
• Going to the Department of Motor Vehicles to update (or get) a driver’s license
• Getting a local library card
• Verifying a child lives at a particular address to go to school in a specific school district
• Establishing a tenant lived at a certain address for a specific period of time
• Applying for a job with any government agencies
• Gaining eligibility for specific insurance programs

Proof of residency letter template

To make it quick and easy to generate a residency letter for your tenants, this proof of residency template can help.

Today’s date

The name and address of the party requesting the residency letter

Dear ____________,

This letter is to confirm that [Tenant’s legal name] resides within the property located at [Complete address information]. [Tenant’s name] has been a tenant at this property since [Start date of lease], and their current lease expires on [Date].

If you have any questions, please do not hesitate to contact me.

[Your actual signature]

Your Name

Job title

Your contact information

Past proof of residency letter template

For tenants who lived in your rental property previously, but need to establish proof of residency during that time frame, you’d use a slightly different template.

Today’s date

The name and address of the party requesting the residency letter

Dear ____________,

This letter is to confirm that [Tenant’s full legal name] lived within the property located at [Complete address information] from [Start date] to [End date].

If you have any questions, please do not hesitate to contact me.

Sincerely,

[Your actual signature]

Your Name

Job Title

Your contact information

Do you need to get the letter notarized?

While it’s not required to have a notary public stamp a letter to prove residency, it often helps make the document more official. Many landlords will opt to get notary proof for their residency letters, especially if they know the tenant is using the document as a cover letter for other documents that establish proof of address.

Other options for proof of residency

Oftentimes, your tenant will need more than one piece of proof to establish residency. They’ll likely use your letter in addition to other documents that feature their mailing address.

If your tenant ever asks you what other documents establish residency, options include:

• A valid driver’s license
• Utility bill
• A piece of mail sent to your current address
• Lease agreement
• Voter registration card
• Bank statements
• Credit card bill

Proof of residency letter vs. landlord reference letter

A proof of residency letter is different from a landlord reference letter. A landlord reference letter is a letter written by a property owner or manager that attests to the good character of the tenant. Reference letters are often used for former tenants looking to rent in a new location.

A landlord reference letter may help convince a future landlord that this tenant would be a good choice. It may lead to follow-up questions from the potential landlord related to how well the tenant paid monthly rent, among other key points, that make a tenant a good renter.

A proof of residency letter only confirms that the person named in the letter actually lives at the address listed, or was a resident within a specified period.

While both documents serve different purposes, they can complement each other in various situations. Proof of residency letters primarily focus on verifying an individual’s address history. They may be requested for purposes like obtaining a driver’s license, enrolling in school, or applying for government benefits. It essentially confirms a person’s physical presence at a specific location.

What should you include in a proof of residency letter template?

Since a proof of residency letter is an official testimony, it should be professional. Use a business letter format, which means you should make your residency letter clean and short. You want to get to the point as quickly as possible in a residency letter.

The necessary information your proof of residency letter should include is:

• Your name, address, and contact information
• Date
• Name and full address of the person/organization making the residency claim
• Complete address of the rental property
• Legal name of the person whose residency is in question
• The timeframe the individual lived in the rental property (the lease term), or whether they’re a current resident
• Your signature

You can consider adding a witness signature by the current tenant or having the document notarized. Both add an extra layer of professionalism to the letter.

Offering a residence letter makes you a better landlord

Providing a proof of residency letter for your tenants is an easy way to be a good landlord. This supplemental evidence can make a big difference for your tenants, and as long as you’ve got a template ready to go, generating a proof of residency letter takes barely any time at all. Keeping tenant-landlord relationships strong isn’t always easy, and this is one way to keep things going smoothly between the two of you.