How to Write a Proof of Residency Letter

How to Write a Proof of Residency Letter

Proof of residence letters are often required for school registration, government services, and other official business like when going to court or getting utilities. You can usually submit additional proofs like an ID card or driver’s license or official documents like bank statements, taxes, and insurance registrations. However, a proof of residence letter is a great way to show where you live.

We provide free downloadable templates you can use, so you don’t have to start from scratch. In this article, you will learn how to write a letter for proof of residence, how to fill it out, get it notarized, and more. It is, however, important to note that you may also need to submit a secondary piece of evidence along with this letter.

How to Write a Letter for Proof of Residence (Step-by-Step)

Although we recommend using our easy-to-download templates, we’ll walk you through the process of creating a Proof of Residence Letter from scratch. Everything below is an essential element in this process, and we’ve laid it out step-by-step so you know exactly what to do. Feel free to bookmark this site for easy reference.

  • Collect any supporting information you need.
  • Collect and copy documents for additional evidence.
  • Discuss your proof of residence letter with all relevant parties. You may need to contact your landlord, or have your roommates or family onboard for this, as it requires witnesses who can legally attest to where you live.
  • Make an appointment with a notary if necessary. This step will make the document official and is often required.
  • Put a heading at the top of the letter. This should be in large, bold print and clearly state what is below. It can say, Letter of Residence, Letter of Residency, Affidavit of Residence, or Proof of Residence. If a particular term is used in the request, copy that title. Otherwise, take your pick of the options given here.
  • Add the date on the left below the title. You can use the numeric (MM/DD/YYYY) or write it out, such as “January 3, 2025”.
  • On the top line, on the right, put your full legal name and contact information such as phone number, email address, and street address.
  • You can also add Subject: Proof of Residence or Re: Affidavit of Residence.
  • Place a professional introduction note such as “To Whom it may concern.”
  • Include the statement with full legal names. Examples of this may include things like “I (full name here) am a current resident at (address in question), and I certify that I have lived here for (amount of time),” or “I (full name here) am the property owner/manager at (address in question) and I hereby certify that (resident’s full name here) has resided at this address for (amount of time),” or “We (full names here) the undersigned have lived at (address in question) for (amount of time) and we hereby certify the (full name of the person needing letter) has resided with us for (amount of time).
  • You should include a move-in date.
  • If you are writing the letter for yourself, add the full names of anyone who resides with you. For example, “My roommates Jane Dow and John Smith have lived here with me for the last three years since they moved in on (date).”
  • Type out the oath, “I, (full name), further certify that the above information is true and accurate to the best of my knowledge. I realize that should any of this information be false; I may be liable in a court of law.”
  • (Optional) Additional evidence included: (Name the forms and then add them to the letter by stapling them or folding them up to add to the envelope)
  • Add closing statements such as “Yours Truly” or “Sincerely.”
  • Add signature and date lines. First, type the full legal name and then add a blank space. You should only sign in this front of witnesses, and when you get it certified by a notary, you cannot sign until they are watching.

How to Fill Out a Proof of Residency Letter Template

Filling out a proof of residency letter template is incredibly straightforward and fast. All you need to do is download the template you need for free. Then open it in Excel or Word and add your current, correct information in the blank spaces provided. Typically this means including your name, the date, and possibly the recipient’s or witness’s names. Then you print it out and take it to the notary to sign.

How to Have a Proof of Residence Letter Notarized

Many notaries require you to make an appointment, but you may have some in your area that accepts walk-ins. Once you know where you’re going, bring two witnesses or other adult residents, property owners, or family members with you. Bring your IDs and supporting evidence as well. You will give all of this and the form to the notary, who will review the information. The notary will tell you when to sign and add their seal to show a notary witnessed it.

Tips for a Better Proof of Residence Letter

Whether you choose to print a template or prefer to tackle the writing yourself, there are plenty of things to keep in mind. Here are a few tips for a better proof of residence letter.

  • Don’t add anything or take anything out of the letter. You must provide all the information correctly and leave out personal statements or opinions.
  • Always print your letter rather than handwriting it.
  • Sign legal documents in blue or black ink only. The ink color is a legal requirement, and a red ink pen or funky pink crayon scribble may get your form thrown out.
  • Check the website to ensure you have enough proof included.
  • Tri-fold your letter and put it in a suitably sized envelope along with your proof. Doing this will look more official even if you plan to deliver it in person.
  • Only use clean paper, and avoid folding or wrinkling it except to place it within an envelope as specified above.

FAQs

After creating your proof of residence letter, you may still have some questions about the process. We offer numerous templates on this site and articles on creating and filling them out. Below you will find the most frequently asked questions from people who also wanted to know how to write a letter of proof of residence and easy answers.

Can anyone write a proof of residence letter?

Only legal adults with reasonable evidence that the person in question lives where they claim to reside can write a proof of residence letter. This means adults (or sometimes emancipated youths) who can legally sign contracts and own or reside at the residence. In some rare cases, people who live alone may be able to get a letter of residence signed by neighbors or non-resident family members, but you should always ask first.

How do I get proof of residence online?

If you have utilities or other essential, official documents online, congratulations on going paperless. However, so long as these documents are on an approved list, like a cell phone bill or insurance paperwork, and they contain your full name and address, you can print them. For those without a home printer, libraries often have printers and computers where you can log in and print the form for about ten cents.

How do I get proof of address without utility bills?

You do not need a utility bill to prove where you live. Although this is one acceptable form of evidence, you can also provide other official documents. Some good examples include correspondence from financial institutions such as credit card bills or bank statements, letters of residence signed by roommates, family members, or landlords, pay stubs, and even official school records. The key is having official paperwork with your full name and address.

Final Thoughts

Writing a proof of residence letter can be difficult. A preformatted template like the ones we provide can help take all the guesswork out and help minimize any possible errors. Most places that request this form of identity offer you official services, so it’s essential to fill out your letter wholly and correctly the first time. Downloading and modifying our existing templates only takes a few moments, and you can be ready with your proof of residence letter right away.