Published November 5, 2025

Landlord Reference Letter — Free PDF Template (No Upload)

Prospective landlords and property managers often request written references from a tenant’s previous housing provider. CourtPDF’s Landlord Reference Letter generator captures tenancy dates, payment history, and conduct notes in a professional PDF you control entirely in your browser.

When landlords ask for references

Reference letters are common when renters apply for new leases, request a lease renewal, or need documentation for relocation benefits. They demonstrate that the tenant paid on time, cared for the property, and communicated issues promptly.

Include the letter with supporting materials like a rent ledger orsecurity deposit proof so the new landlord sees a complete history.

What to highlight in the letter

New landlords want to know how long the tenant lived at the property, how much rent they paid, whether payments were on time, and if there were any conduct concerns. Provide a short paragraph describing upkeep, communication style, and move-out condition if applicable. If the tenant is still in place, note that the tenancy is continuing.

How to fill out the tool

1. Open the Landlord Reference Letter tool.
2. Enter your name, company, and contact information so the recipient can verify the letter.
3. Add the tenant’s name, property address, monthly rent, and tenancy dates.
4. Describe payment punctuality and include optional conduct notes or maintenance history.
5. Select a recommendation level, add your signature line, and download the PDF.

Store the letter with your notice to vacate correspondence or move-out checklist so you can reference it later if questions arise.

Examples of payment and conduct phrasing

Need inspiration? Try phrasing like “paid before the first of each month with no late notices,” “communicated repair needs within 24 hours,” or “left the unit professionally cleaned with only normal wear and tear.” Be specific and keep the tone factual.

Frequently asked questions

What if the tenant still lives in the unit?

Note that the tenancy is ongoing and provide the start date. Mention any renewal terms or the current lease period so the new landlord knows why you’re providing the reference.

Can I reference roommates or co-tenants?

Yes—list the primary tenant who requested the letter and note other occupants if relevant. Provide payment history for the entire household if they were jointly responsible for rent.

Do property managers handle references or the owner?

Either works. If you manage on behalf of an owner, sign with your property management title and include how to reach the management office.