When a tenant moves out, quite often they will be looking to move into another rented property. As part of the tenant referencing checks that will almost certainly be carried out, there will be a request for a landlord reference from you. This document plays an important role in providing the potential landlord with valuable insights into the tenant’s rental history. But what should (and shouldn’t) be included in a tenant reference? In this article, we give some generic advice on how to write a reference for a tenant:
The basics
Before writing a tenant reference, always obtain permission from the tenant (preferably in writing) before proceeding. The letter should be dated and include the tenant’s name(s), the address of the rental property, and the term of the tenancy. Additionally, if appropriate, mention that you would be happy to rent to them again in the future. To make the document authentic, it should be signed, and your contact information should be clearly displayed.
It’s also helpful to include key information that a prospective landlord or property manager would find relevant, such as whether the tenant adhered to the lease terms and handled maintenance issues responsibly. These details help in painting an accurate picture of the tenant’s reliability.
Keep it neutral and short
When it comes to references, quite often less is more. Don’t feel the need to go into chapter and verse; keep the reference short, neutral, and to the point. Just stick to the basics. A concise and factual recommendation letter can save time and still provide the necessary details for the future landlord to make an informed decision.
Keep it factual
When writing a reference, put yourself in the other landlord’s shoes—what would they need to know? Include factual comments on things like whether the tenant paid rent on time, if there were difficulties, whether an agreement was arranged and met, and how they addressed maintenance issues. Were they accommodating when it came to facilitating inspections and necessary compliance visits like gas safety certification renewals? Did they have pets, and were they well-behaved? Did you receive complaints from neighbors while they occupied your property? What about the condition of the rental property—how was it left?
Of course, not all tenants are model renters. It is not true that you can’t give a bad reference for a tenant, but if you are going to highlight issues such as late rent payments or significant damage to the property, you need to be able to prove it. Comments about payment history, for example, should be specific and supported by evidence. You might feel it is appropriate to highlight any issues with a tenant to the next landlord so they can make an informed decision, but it needs to be factual. If you can’t prove it, don’t write it. If you have been unfortunate with your tenant, consider politely declining to provide a reference.
Don’t unnecessarily refuse a reference
You may not have anything bad to say about your ex-tenant, but you might feel too busy to write a reference. A lack of response can reflect poorly on you with a potential landlord and, in some cases, no reference can be perceived as negatively as a bad one. If your tenant was reliable and cooperative, taking the time to provide a positive rental reference letter can significantly assist them in securing their next home.
Providing a reference is also an opportunity to foster goodwill with prospective tenants who may inquire about your rental history with the tenant. A well-written letter helps demonstrate fairness and transparency, which can encourage trust in both directions.
Tenant References Matter
Tenant references are important for both the tenant and the new prospective landlord. They provide a clear record of the tenant’s rental history, including how they adhered to lease terms and handled any maintenance issues. As such, they need to be honest and factual. Think of it as a small admin task that could help the decision-making process for a future landlord and appreciate the potential consequences if you choose not to provide one.
