Proof of Residency Letter (Template and Examples)

Proof of residence letter is a formal document proving that an individual resides at an address. It is also referred to as an affidavit of residence and can be written by a landlord, employer, roommate, parent, or family member.

In most instances, the letter is accompanied by supplemental evidence such as an IRS Form W-4 for employees or a lease agreement for tenants. When there is no evidence, the letter should be notarized.

In this article, we learn more about a proof of residence letter and how to write it.

What Should You Include in a Proof of Residency Letter?

Proof of residency letter is a legal document. Aside from being drafted officially, it should contain the following elements:

  • A letter heading reading “Proof of Residence” or “Affidavit of Residence.”
  • A date for when it was written and notarized
  • Specific tenancy dates and durations
  • The writer’s contact information
  • The address of the recipient
  • An official signature

Make sure to provide copies of all requested evidence.

Tips for Writing a Proof of Residency Letter

An affidavit of residence can be what someone needs to get a license, vote, or qualify for benefits from an institution. Here are some pointers to help you draft this letter appropriately:

  • Use your legal name
  • State your relationship with the subject
  • If you are an employer, add your job title and company name.
  • If you are a landlord, add the property’s name, address, and letterhead.
  • Provide your full address and contact information
  • Affirm that all the information you have provided is accurate and true
  • If the requester needs a notarized letter, create a line for the notary to sign

Proof of Residency Template


{Recipient’s Name}

{Recipient’s Address}

{City, State, Zip Code}

RE: Proof of Residency for {Subject’s Name}

Dear {Recipient’s Last Name},

I am {Mr./Mrs./Ms. tenant name’s} {nature of relationship}. I am writing this letter to verify that {tenant name} is a tenant at a property located at {address}. {He/she} has resided there for {amount of time} since {date}. {Mr./Mrs./Ms. tenant name} currently pays a monthly rent of {amount}.

If you have further questions, please contact me at {contact information}.

Thank you,

{Your Name}

{Job Title}

Sample Proof of Residency Letter from Parent

11 July 2045

Gwen Miller

Firestone College

345 Main St.

Ohio, TX 32000

RE: Proof of Residence for James Fisher Jr.

Dear Mrs. Miller,

I am writing to ascertain that your student James Fisher Jr. resides with me at my property located at 123 Garden Avenue. I am his father and have lived at this residence for the past 34 years. We live together with his three siblings and their mother.

I have attached copies of utility bills and bank statements issued at my name. I am also notarizing this affidavit of residence at a public notary.

I confirm that all the information provided is accurate and true, to the best of my knowledge. Please contact me at mayweb @ website. com if you have further questions.


James Fisher Sr.

Proof of Residency Letter Templates and Samples

As a landlord, employer, roommate, or parent, you may need to draft this letter several times. Here is a template that you can tailor to your needs and a sample for inspiration.

Proof of Residency Letter from Landlord

Through this letter, a landlord provides documentation that an individual resides on their property. The landlord may attach the lease and sign the letter in the presence of a notary public.
File Format
  • MS Word

Proof of Residency Letter from Roommate

This letter is written by a current roommate of the subject. It gives testimony that the subject is presently living in premises and has been for a specified period.
File Format
  • MS Word

Proof of Residency Letter from Employer

It is written by a manager or employer to show that an individual has been working in a specific area for some time. It may be accompanied by supporting evidence and notarized.
File Format
  • MS Word

Proof of Residency Letter from Family Member

This letter is written by a sibling, spouse, or partner to prove that someone lives in residence. It may be used to prove that the subject lives with a specific number of people.
File Format
  • MS Word

Affidavit of Residence

An affidavit of residence is also called a proof of residency letter and is a sworn statement that a person resides at the mentioned address. It is commonly written and sent by the subject’s employer or landlord, and may include attachments such as a lease agreement or IRS form.

Proof of Address Letters

Proof of address letter is a formal document affirming that a person resides at the mentioned address. The letter is usually requested by the Department of Motor Vehicles (DMV) when an applicant signs up for street parking or a driver’s license.

Notarized Letter of Residency

A notarized letter of residency is a sworn statement that is signed in the presence of a notary public to affirm that a person lives in a specified residence. Because of the notarization, it is usually subject to perjury laws and can carry legal consequences if the claimant makes a false claim in the letter.


Many situations call for proof of residence letter. It may be requested by a Department of Motor Vehicles (DMV when a person is applying for street parking or getting a license. Someone may also need it when registering to vote or for residency benefits from a college. When drafting this letter for someone, make sure to type it in standard business format, and use professional language. Finally, proofread the letter and correct any grammar or spelling errors.

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