Proof of residency is often required by a variety of government agencies, banks, finance companies, and credit companies to establish where you live and where correspondence should be sent by these various groups. You may need to prove where you live and have a third party confirm your residency. Many consumers renting an apartment or home will ask their current landlord for proof of residency letters.
This post will review the purpose of the proof of residency letter, how to prepare the letter, and provide a sample letter that can be used as a template for your proof of residency letter.
What Is a Proof of Residency Letter from a Landlord?
Consumers may need a professionally written letter from their landlord indicating that they live at an address managed or owned by their landlord. The letter is designed to indicate the name of the person living at a specified address, the dates of the lease arrangement, and the name of the landlord, along with contact information, including the business address if the property is owned by a corporation.
The Main Purpose of the Proof of Residency Letter from the Landlord
The proof of residency letter from your landlord is used to prove your place of residence. It demonstrates to those that need to confirm where you live that you live at the current address. Many state benefits require consumers to prove where they live to gain access to benefits available from various government agencies.
Proving that you live at a particular address may also be needed in situations where the courts require a residency letter. Legal claims and litigation situations require a confirmed address for the courts to issue correspondence from time to time.
How to Write a Proof of Residency Letter for your Tenants?
You can download a proof of residency template and fill in the information or create your own; however, there is specific information that must be in the letter to make it valid and complete. It also must be accurately filled in and completed on time.
Once you have decided on a template or format you intend to follow, gather all of the information you will need to complete the letter:
- Landlord’s name, street address, and any other unique identifiers of the landlord
- Applicant’s address in full – unit number, street address, city, state, and zip code
- Spaces for signatures – your signature, landlords signature, witness signature
- Space for notarizing the letter, their name, and title
Landlord Proof of Residency Letter Template
The following is a typical proof of residency template that can be used by landlords providing proof of residency to one of their tenants. Tenants may also use the same template to assist their landlord and move the process on quickly. Note that the letter is not deemed official until the tenant, the landlord, a witness, and/or a notary have signed and dated the letter.
Landlord: [Landlord’s Name]
[Street Address]
[City],[State]
[Zip Code]
[Date]
To Whom it May Concern
I, [Name of landlord], the landlord of [Your Name], officially acknowledge that [Your Name] resides at [full address including unit number, street address, city, state, and zip code]. He / She has been living at this address as my tenant from [Date].
I swear and confirm under oath that the facts stated by me in this declaration are true and correct.
Sincerely
[landlord’s name] – [Signature]
Witness Acknowledgement
I/ We act as witnesses to the aforementioned statements by [landlords name] and vouch for their residency status.
Witness #1: [signature], [Date]
Witness Name: [Printed Name of Witness]
Witness #2: [signature], [Date]
Witness Name: [Printed Name of Witness]
If the letter must be notarized, the following should be added to the letter.
State of [State]
County of [County]
On [date], before me, [Name of Notary], Notary Public, personally appeared [Your Name] who provided satisfactory evidence to be the person(s) whose name(s) are subscribed in this instrument and acknowledged to me that they have executed the same in their authorized capacity, and by their signature on the instrument the person(s) or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under penalty of perjury, under the laws of the state of [Name of State], that the foregoing paragraph is true and correct.
Notary Seal : [place Seal here]
Notary #1: [signature], [Date]
Notary Name: [Printed Name of Notary]
Sample Landlord Proof of Residency Letter
The following is a sample proof of residency letter from a landlord. All names and addresses are fictional:
Landlord: Dave Jones, ABC Company
25 Daniel St
Pompano Beach, Florida
33060
Aug 4, 2022
To Whom it May Concern
I, Dave Jones, the landlord of George Moore, officially acknowledge that George Moore resides at 25 Daniel St, Pompano Beach, Florida, 33060. He has been living at this address as my tenant from January 01, 2019
I swear and confirm under oath that the facts stated by me in this declaration are true and correct.
Sincerely
Dave Jones – [Signature]
Witness Acknowledgement
I/ We act as witnesses to the aforementioned statements by [landlords name] and vouch for their residency status.
Witness #1: [signature], [Date]
Witness Name: [Alex Bulluck]
Witness #2: [signature], [Date]
Witness Name: [Brian Saghal]
FAQs
The following are some of the FAQs asked about proof of residency letters:
The answer is yes; however, it must contain accurate information about your name and address and be drafted by a person well known to you. In addition, the letter will need to be notarized.
A passport proves your citizenship of the country you reside in. Check that your passport contains your current address. If it does, it can be used as proof of residency. If the passport is out of date, the passport must be renewed with the correct address before it can be used
Yes, if the pay stub contains your current and complete address; however, some agencies may require additional confirmation for a complete proof of residency.
Key Points
The proof of residency letter is important for many consumers. Arranging for an accurate, valid, transparent letter in a timely fashion can have a significant impact on a person’s life, especially if they are applying for benefits or a job. Always confirm with the agency you are dealing with regarding the letter requirements before you prepare it and ask for witnesses. For example, you can save a great deal of time if you find out in advance that you need a notary. How many copies will you need? Do you have all of the information needed to fill in the letter to make it valid?
Several important things to keep in mind when preparing a proof of residency letter are as follows:
Transparency – always ensure that the information you provide for the letter is verifiable and factually correct. Government agencies and other groups receiving your letter may also take the time to verify and corroborate the facts stated in your letter.
Accuracy – keep it factual and accurate. Avoid any exaggeration and only provide the details needed in your letter. Avoid elevating statements to make you look better than reality. You can quickly lose your credibility if the information is challenged and found to be inaccurate.
Timeliness – always meet the timelines requested for whatever application you are making. Late responses will only delay your application further and could even cause you to have to restart your application. Landlords and notaries are busy people. Don’t keep them waiting and facilitate the signing of the letter whenever you can.
Don’t take the preparation of the letter for granted – if you are uncomfortable preparing your letter, arrange for a lawyer to help you. You will want to avoid all potential repercussions by ensuring you have an accurate, timely, and transparent letter.
