How to Write a Proof of Residency Letter as a Landlord

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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. 

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Your portal includes a selection of extremely useful reports. Reports are available in the “Reports” section, and are distinct from the financial statements. Unlike financial statements which are static records, Reports are dynamic real-time records that will update with current data every time you view them. 

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Navigate to the "Reports" module in your portal:

Owner Portal Reports
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Enhanced Rent Roll Report:

Enhanced Rent Roll Report
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Unit Comparison Report:

Unit Comparison Report
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Income Statement by Month Report
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The Documents area contains monthly financial statements:

Owner Portal Documents
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Download a statement to see month and YTD financials:

Owner Portal Property Statement

You'll also find a month-over-month operating statement:

Month over Month Statement

Portal Communication Tool

You can use your owner portal to communicate with our team. Any messages you send through the portal will go straight to your Account Manager. When we reply, you’ll get an email notification and you’ll also see the message in your portal next time you log in. 

Here’s an overview of using the communication platform:

Click "Communications" and navigate to "Conversations":

Commincation Dashboard Screenshot
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Click the "New Message" button and send your message:

Owner Portal New Message Screenshot

Responses will show up in the conversation ticket:

Portal Conversation Response Screenshot
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You can reply in-line using the comment box:

Owner Portal Comment

Each conversation will be logged in its entirety:

Portal Conversation Snapshot

Understanding the Ledger

Your portal includes a ledger with all transactions. The ledger is populated with data in real-time as transactions flow through our accounting software. Much of this information is also available in the Reports area, as well as the Statements in your Documents library, but the ledger is the most comprehensive resource for diving into the details. 

Please scroll through the sections below to get a better understanding of how to interpret the ledger. 

By default, transactions are sorted chronologically:

Owner Ledger Dates
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If you have multiple properties with Nomadic, you'll see the address for each transaction in the "Location" column:

Ledger Property Column
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  • If you only have one property with us, you’ll just see the ledger for that property. 

The Description column displays the transaction type:

Owner Ledger Description Column
  • BILL: this is an expense transaction, such as for repair costs or management fees.
  • CHARGE: this is a transaction  billed to the tenant, most typically a rent payment. 
  • NACHA EXPORT: this is a credit we processed to your distribution account. This type of transaction is how you get paid! 

The Amount column shows the dollar value of each transaction:

Owner Ledger Amount Column
  • Positive Amounts: if an amount is positive, it reflects a transaction that is payable to you. Typically, this will be a rent payment that we collected from your tenants. On occasion, a positive number could also signify a journal entry or credit adjustment. 
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The Account Balance column shows a sum of positive/negative transactions at a given point in time:

Owner Ledger Account Balance Column
  • Account Balance should always equal zero after a net distribution has been processed. When the balance is zero, this means that all expenses have been paid and you’ve received the remainder as net operating income, leaving a balance of zero (meaning: no one is due any money, as all funds have been distributed appropriately). 

Navigating the Propertyware Owner Portal

Your portal includes some extremely useful features that help you understand your property’s financial performance at a new level, with real-time transparency into every transaction.

Scroll through the snapshots below for an overview of portal navigation! If you need more help or have specific questions about using the portal, you can reach out to your Account Manager any time for a screen share. 

You can filter all info by date range or property:

PW Portal Filters

View a snapshot of income and expenses on your dashboard:

PW Owner Dashboard View

See every transaction in real-time on your ledger:

Owner Portal Ledger View

Statements and forms will be posted to your documents library:

Owner Portal Document Library

View a suite of real-time financial reports:

Portal Reports View

See a running list of all bills, and drill down for more detail:

Owner Portal Bills View

Under Bill Details, you'll find dates/descriptions/amounts and more:

Portal Bill Details

You can also communicate with your Account Manager through the portal:

Owner Portal Communication Tools

How do net distributions work?

Net distributions keep your accounting clean and simple. Each month we’ll collect rent from the tenants, deduct any repair expenses for the previous month and any management/leasing fees for the current month, and credit the remaining net operating income to your account. 

Net Distribution

You’ll receive a statement via email each time a net distribution is processed, and can view all transaction details in your Propertyware owner portal.