![]() ![]() ![]() This is not the type of request that should be handled with an email or other more informal means. This includes things such as using company letterhead. Professional – Make sure that the letter is professional.A timely response will go a long way in further strengthening the landlord-tenant relationship. Requests for proof of residency may be for important and time-sensitive issues. Timeliness – Ask the tenant when they need the letter by and make sure that you are timely in providing the requested information.The notary’s, and any witnesses’, acknowledgment will be especially helpful if you do not have any supporting documentation to provide as additional proof. Notarization – While not a requirement, since this is a sworn statement, it is recommended that you sign the letter in the presence of a notary.This letter is to provide basic facts, not discuss matters of opinion such as the behavior or character of the tenant. This letter should be straightforward, brief, and limited to the specific information being requested. Letter Content – Do not confuse a proof of residency letter with a landlord reference letter.Keep a copy of the release for your records and attach a copy to your proof of residency letter. The Landlord is specifically authorized to release the following information: (1) address of rental property (2) lease term (3) persons who live at the property and (4) monthly rent amount. I, Jane Doe, authorize the release of my rental information from my landlord, John Smith, to be provided to ABC Company. You can even have a release form prepared to streamline this process. It is the landlord’s responsibility to protect a tenant’s personal information so it is necessary to get permission, even if the request is for the tenant’s benefit. Consent – If the request comes from a third party it is important to get consent from your tenant before responding.A landlord should be able to provide a copy of the signed lease agreement which will further prove that the tenant resides at the location provided in the letter. Supporting Documentation – While a landlord can simply just provide the requested letter, it will be helpful if they can provide additional supporting documentation.When preparing this letter, you must also consider: These requests can come from a variety of organizations, including: There are several other reasons why landlords may receive this type of request. Utilities – Proof of residency may be necessary to set up and open a new utility account.Voter Registration – Political offices are organized by district, so new voters need to provide a way to verify they live in the area in which they will cast their vote.Employment – Often an employer will want proof of where a new employee lives and how long they have lived there before hiring them.Colleges and universities will also make this request when a student applies for in-state tuition. School – Most elementary, middle, and high schools will require proof that you live in the district and state in which one is planning to send their children to school.Often a letter from the landlord is one acceptable way of proving one’s residency. Or, proof may be necessary if an individual simply wants to change the address on their license. ![]() Driver’s License – Typically, when an individual seeks a driver’s license in a new state they must prove they reside in that state.There are several reasons a tenant or third party may request proof of residency from a landlord. In some instances, the request will come from a third party. Usually, a tenant requests proof of residency from their landlord. Reasons for a Proof of Residency Letter from Landlord Note: This letter is also referred to as an affidavit of residence. This letter may also confirm additional information about the tenant such as other individuals living at the home and monthly rent payments. A Proof of Residency Letter from Landlord is a sworn statement that formally confirms a tenant’s residency at a particular location. ![]()
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