Landlords are sometimes responsible for jobs that seemingly fall outside the normal scope of owning a rental property. One such duty is writing a proof of residency letter for a tenant who needs to provide this information to a third party.
A proof of residence letter is a simple document offering a factual statement that a particular person lives in your rental unit. You won’t have to put much effort into writing this letter, and it doesn’t have to be a work of art. It just has to convey the necessary information to its intended recipient.
This letter differs from a reference letter because you don’t have to offer information on the tenant’s qualities as a renter. You also don’t have to include any tenant screening information, but you do have to tell the truth about who lives at your investment property.
Understanding the information this letter requires can make the process easier and minimize your stress. This guide examines why your renters might need a proof of residency letter and outlines the information you should include when writing it.
Reasons Your Tenant Might Need Proof of Residency
Having a tenant ask for a proof of residency letter doesn’t mean the renter is looking to move to a new property. There’s usually a good reason for requiring this document, though, as certain institutions or employers need this information when interacting with your tenant. Some reasons your renter could need this letter include the following:
Going to School
Some universities may require proof of residency before approving an application. There could be discounts on tuition or other perks for in-state residents, too, and the institution could require confirmation the tenant lives in the area. Some grade schools only permit students residing within a specific geographical location, so renters could need proof they’re renting from you to register their kids for school.
Receiving Financial Assistance
Financial assistance sometimes requires a proof of residency letter. Your tenant might have to show a government entity or other assistance program they are currently renting a residence to qualify for this help, so a letter from the landlord will become necessary. This letter will also mention how much they’re paying for rent, which could qualify them for assistance.
Getting a New Job
Employers might want proof of residency before hiring a new worker. The reasons for needing this verification vary, but it could be as simple as ensuring the employee doesn’t work too far away to make the daily commute or has a history of living in the state. Some employers cover partial living expenses, too, and might want to know how much the employee pays for rent.
Experiencing Legal Problems
The courts can sometimes require proof of residency to ensure the tenant isn’t living on the streets as a condition of release. Probation officers might also need information on a client’s living conditions, which could require a proof of residency letter.
Remember that you can’t provide a proof of residency letter for a third party without your renter’s consent. You must inform your tenants when any entities ask for this information and only share it if the renter gives written permission.
Six Items a Proof of Residency Letter Should Cover
Writing a proof of residency letter can be a bother if you’ve never done it before. The details you’ll enclose are relatively straightforward, though, so it shouldn’t take long to get through it. Information you’ll want to mention in every letter includes the following:
1. A Statement of Residency
The most important topic this letter should include is a statement of residency. You’ll simply write the tenant’s name and the rental property’s address, and declare that the renter lives on the premises. Include the property’s full address with the state and zip code to prevent problems.
2. The Term of the Lease
The next piece of data to include is the lease term. This section will inform the reader when the tenant moved into the unit and when the lease ends. You might also offer information on extending the lease once it expires, if applicable.
3. Other People on the Lease
Informing the recipient of other people on the lease is the next step in the process. You can skip this part if there’s only one name on the lease, but you must mention other individuals with rights to the home.
4. Other Household Residents
You’ll also want to mention other people who live in the home who aren’t on the lease document. These people could include children, roommates, or spouses.
5. Rent Amount
This letter should provide information on the rent amount the tenant pays monthly. The unit’s cost could be vital if the tenant is seeking financial assistance from the government or a financial assistance program.
6. Contact Information
You can finish this letter by letting the recipient know they can contact you to verify the information and leaving your name, phone number, email address, and other contact details. It’s unlikely the reader will call you, but offering the possibility could provide better outcomes for your tenant.
There could be other specific information your tenant wants the proof of residency letter to cover, which you can include at your discretion. You can also hire a property manager to handle this and other issues that arise at your rental property.
Managing Your Rental Properties
Becoming a landlord could leave you with significant work, and issues will always pop up when you least expect them. Writing a proof of residency letter is a straightforward job but acts as a reminder of the small things you could have to deal with daily. A property manager can help you handle these constant tasks, making your life far more manageable.
Nomadic Real Estate offers property management services in the metro D.C. area. Our team can handle a landlord’s day-to-day duties, including writing proof of residency letters when necessary. Contact Nomadic Real Estate to learn more about how we can minimize your stress as a D.C. property owner.
