Character Reference Template for Landlords

The importance of positive references for vetting tenants

It’s common practice for landlords to request character references from potential tenants. Read our tips and download our template letter to help you know what to write.

As a landlord, you know how important a positive reference is for vetting potential tenants. An honest assessment from fellow landlords who have rented to your prospect is the best way to assess potential risks.

How to write a character reference for your tenant

Here are the five essential elements of a great Character Reference Letter:

1. Write formally – Keep your letter professional by including:

a. A courteous introduction (e.g. “Dear ______” or “To whom it may concern”)
b. A statement of intent (e.g. “I am writing this letter to recommend _____ as a tenant”)
c. A closing sentiment (e.g. “Kind Regards” or “Sincerely”)

2. Disclose relevant details – Payment history is among the most important information landlords want about potential tenants. How often they paid, how much they paid, and whether or not they paid in a timely fashion are all important details to include. You might also want to consider:

a. Tidiness/maintenance of the property under their watch.
b. Neighbours’ disposition to your tenants.
c. Any legal notices you’ve had cause to serve your tenants.

3. Describe your relationship – Include any relevant information such as how long your tenants have rented from you and any personal connection you may have to them. Other landlords want to be assured that you’ve known your tenants for a sufficiently long period of time.

4. Assuage potential risks – You can disclose other relevant information that will help address other concerns a landlord might have. This information could include the qualities of your tenants (e.g. reliable, hardworking, friendly, honest, etc.), their job stability, or even the nature of any pets they own.

5. Keep it brief – Your letter should be less than a page long.

If you’ve been asked to write a reference letter for one of your tenants, we've included a character reference template below for your use. Simply fill in the bold fields with your relevant information and you’ll have a perfect character reference letter ready to go.

When a potential tenant doesn't provide a reference letter

If you’re considering a potential tenant and they haven’t provided you with a reference letter along with their rental application, you may want to think about writing a Tenant Reference Request to their landlord.

This letter should request all of the information that you would include in a reference letter and whatever you consider necessary for risk assessment. For example:

How long have they been in tenancy?
Do they pay their rent on time?
Have they ever been behind on their payments?
How often is their rent due?
What form does their payment usually take?
Have they ever damaged or mistreated your property?
Have they ever been the cause of any noise complaints or other disturbances?
Have you ever had cause to serve a legal notice (including an eviction notice) to them?

Character reference template for rental

[Your Address]

[Recipient’s Address]

[Date]

To whom it may concern,

I am writing this letter to confirm that [Tenants’ Names] have been exemplary tenants since they moved into the rental property at [Rental Address] on [Starting Date of Tenancy].

Over the last [Rental Period], they have paid their rent in a timely fashion on a [weekly/fortnightly/monthly] basis. Their last rent payment of [Rent Charge] was delivered promptly and without incident via [Type of Payment] on [Payment Date].

I can also confirm that as tenants, they have never made any unreasonable requests, and they have always been friendly and respectful during my visits.

Furthermore, they have proven themselves to be model neighbours. They have kept their property consistently neat and tidy, and they have never received any complaints.

[Rest assured, their pet [type of pet] is well-behaved. It has never caused damage to the property, nor has it ever evoked complaints from neighbours.]

I am pleased to recommend [Tenants’ Names] to you, and I am confident that you will find them to be responsible tenants. Should they ever wish to return, I would gladly rent my property to them again.

If you have any concerns, you are welcome to contact me at [phone number/email address] , and I will gladly answer any other questions you may have.

Sincerely,

[Signature]

[Your Name]

Download the character reference template as a PDF

You can also download the character reference template as a PDF.

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We provide landlord insurance for a wide range of properties and tenants including multi occupancy, students, local authority placements, unoccupied and much more. See our landlord insurance page or call 0344 346 0409 for more.

Note: Every effort has been made to ensure the above information is correct at the time of this article going online, however, we recommend that you seek professional tax advice when reviewing your current tax and income position and future tax planning strategies.

About the author

Alison Wild Bcom Hons MAAT MATT Taxation Technician Commercial Tax Pensions Insurance And Marketing Specialist Author Alison Wild BCom (Hons), FMAAT, MATT, Taxation Technician is a highly respected industry professional who has been working with and advising SMEs in areas including tax, pensions, insurance and marketing for over 25 years. She is a member of the Association of Accounting Technicians (AAT) and Association of Tax Technicians (ATT) and also has over 20 years' experience as a residential landlord.