A proof of residency letter, also known as an affidavit of residence, is a formal document proving that an individual resides at an address. This type of letter can be written or signed by a landlord, employer, roommate, or family member. The letter is generally accompanied by additional evidence such as a current ID card or residential lease agreement and may also be required to be notarized. Typically, a proof of residency letter is only required if you need to verify your address for legal reasons. For example, a bank or government assistance program may ask for this document if you do not have utilities or a lease in your name.
This article will guide you about proof of residency letters and how to write them. Using an existing template is a fast and straightforward way to create a formal letter like this without worrying about missing details. You can download one of our free, professionally designed templates and fill it out in a few minutes when you need to prove residency.
What Is a Proof of Residency Letter?
Proof of residency letter is a signed affidavit by a 3rd party indicating that the person named in the affidavit is living at a particular address. A 3rd party must sign a letter of residency. Notarizing the letter provides additional support for its authenticity and may be required in some cases. If you need to notarize your letter, do not sign it until the notary requests you to do so, as they will not stamp a pre-signed letter. The notary’s job is to witness that signature personally in an official, legal capacity.
Proof of Residency Letters
Proof of Residency Letter Template
The following template is a general guide. The specific wording can vary slightly, but you must include all the following information. Using a simple template helps avoid confusion and miscommunication, and it can prevent you from needing to go through this process multiple times.
Proof of Residency Letter
Affidavit of Residence
[Your Full Name]
[Your Complete Address, including City, State, and Zip Code]
[Today’s Date]
To Whom It May Concern,
This letter serves as a formal declaration that I, [Your Full Name], am a resident of the aforementioned address, having resided there since [Date you moved in].
To support my residency claim, I have enclosed the following documents as proof of my residency:
- Document 1: [Specify Document – e.g., utility bill]
- Document 2: [Specify Document – e.g., bank statement]
I request that you consider these documents as a testament to my claim of residency at the mentioned address.
Yours sincerely,
[Your Full Name]
[Signature]
Affirmation by Witnesses
We, the undersigned, affirm and acknowledge the residency claim made by [Your Full Name]. We verify that the individual mentioned has been residing at the stated address.
Witness 1:
[Printed Name]
[Signature]
[Date]
Witness 2:
[Printed Name]
[Signature]
[Date]
Notarization
State of [State Name]
County of [Name of County]
The above statement was sworn to or affirmed before me on this _______ day of _, 20, by [Your Full Name].
Notary Public:
[Signature of Notarial Officer]
[Printed Name]
[Title of Office]
Commission Expires: ____________
[Space for Notary Seal]
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.
Essential Elements of a Proof of Residency Letter
The essential elements of proof of residency letter don’t vary much from state to state. Any agency requiring this form should have a list of acceptable supporting documents, so ensure that you look at this list first and only choose valid submissions. If you cannot have your letter of proof of residency notarized, it can act as a cover letter for the documentation you provide to establish your residency.
- Your full name
- Current address
- Statement affirming the address and how long you’ve resided there.
- Documents from employers, banks, and other entities must show the company’s logo, name, and address, along with your name and address.
- Proof of address must be dated within the last 3 months
- Two documents proving your residency should be attached to the back of the letter. The evidence should match your government-issued ID.
- Signatures should be originals, which means no stamps or virtual signatures unless otherwise directed by the entity requesting proof.
How to Write a Proof of Residency Letter?
Writing a proof of residency letter is relatively straightforward, but it must contain key information to be valid. Foremost, you must include your full legal name and the exact address where you reside. You and your witnesses must declare that you have lived at a particular address since a specific date.
Collect any data or documents you need first. Include a list of documents providing proof of residency and attach those documents. If you are uncertain which documents to offer, check with the agency that requested them. Also, remember to check whether you can submit a copy or whether you need to bring in the original and have it copied on-site. Don’t allow anyone to take your original documents like ID, tax forms, or other proofs.
Always type and print your proof of residency letter. Handwritten documents are valid only when written and signed in black or blue ink, and it’s generally frowned upon to present them in this format. A printed letter won’t smudge if it gets wet, and there is no question of handwriting. Using a template is the best way to format a proof of residency letter.
You need 1-2 witnesses for this document. First, your witnesses should review the records and confirm their accuracy and authenticity. Although any legal adult can witness for you when they attest to your statement, they must understand the responsibility implicit in this act. The witnesses and notary (if required) must be present with the person requesting proof of residency to witness all of the signatures in person.
Types of Proof of Residency Letters
Whether you are the person being asked to submit a letter or not, you may need to draft proof of residency letter at some point. Employers do this for their staff, landlords for their tenants, and many others. Below we’ve listed all the types of proof of residency letters, including when they are most likely to be called by another name. Additionally, we’ve included any significant variances or additions necessary for each circumstance.
- Proof of Residency Letter from Landlord: A landlord must provide documentation that an individual resides on their property upon request. Completing this might also include attaching a copy of the lease and signing the letter in the presence of a notary public.
- Proof of Residency Letter from Roommate: When you share a home or apartment, any current roommate of the subject can write a proof of residency letter so long as they are a legal adult. This basic letter names the person who lives there, who they live with, the address, and when they first moved in. Unmarried adults who cohabitate go by many titles. However, for the purpose of proof of residency, any non-family person you share a home with is the same as a roommate unless legally recognized as a spouse/partner.
- Proof of Residency Letter from Employer: This version of the letter 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. However, this type of proof letter should always be printed on company letterhead when possible.
- Proof of Residency Letter from Family Member: A parent, guardian, sibling, spouse/partner, grandparent, aunt, uncle, cousin, or any other family member with whom you reside can write a proof of residency letter to prove that someone lives at that home. This is often used to verify that the subject lives with a specific number of people when applying for benefits or other services impacted by household income requirements.
- Affidavit of Residence: An affidavit of residence is another way of saying the proof of residency letter. By any name, this is a sworn statement that a person resides at the mentioned address.
- Proof of Address Letters: The proof of address letter is another formal document affirming that a person resides at the mentioned address. When it goes by this name, the letter is usually requested by the Department of Motor Vehicles (DMV) because an applicant wants an ID, a license, a street parking permit, or other services.
- Notarized Letter of Residency: A notarized letter of residency is a sworn statement signed in the presence of a notary public to affirm that a person lives in a specified residence. Because of the notarization, this type of letter is subject to perjury laws and can carry legal consequences if the claimant makes a false claim in the letter. Witnesses signing this type of letter are also responsible for providing the truth. Although address fraud is uncommon, it happens, and there are laws against it.
Sample Proof of Residency Letter (from Landlord)
[Your Full Name]
[Your Complete Address]
[City, State, Zip Code]
[Today’s Date]
[Recipient’s Full Name]
[Recipient’s Address]
[City, State, Zip Code]
Subject: Verification of Residency for [Tenant’s Full Name]
Dear [Recipient’s Last Name],
I am [Your Full Name], the [Your Relationship with Tenant – e.g., landlord, property manager] of [Tenant’s Full Name]. I write to certify that [Tenant’s Full Name] is a tenant at the property located at [Tenant’s Complete Address]. [Tenant’s Pronoun – e.g., He/She] has been living there for the past [Amount of Time] since [Start Date of Tenancy].
The current monthly rent paid by [Tenant’s Full Name] is [Amount in $].
For additional information or queries, I can be reached at the contact information provided below:
- Email: [Your Email Address]
- Mailing Address: [Your Mailing Address]
- Phone Number: [Your Phone Number]
Thank you for your attention to this matter.
Sincerely,
[Your Full Name]
[Your Job Title] (if applicable)
Sample Proof of Residency Letter from Family Member
[Your Full Name]
[Your Complete Address, including City, State, Zip Code]
[Today’s Date]
To Whom It May Concern,
Subject: Proof of Residency for [Family Member’s Full Name]
I, [Your Full Name], am writing this letter to formally affirm and provide proof of residency for my [Specify Relationship – e.g., brother, sister, cousin], [Family Member’s Full Name], who resides with me at my property located at [Your Complete Address].
[Family Member’s Full Name] has been living at this address since [Date when the family member moved in]. During this time, [Family Member’s Full Name] has maintained this location as [his/her] primary and permanent residence.
To corroborate this declaration, I have attached copies of documents that serve as a testament to [Family Member’s Full Name]’s residency:
- Utility Bill: A recent bill for [Specify Utility – e.g., electricity, water, gas], which is in my name and lists the aforementioned address.
- Bank Statement: A recent bank statement showing transactions made by [Family Member’s Full Name] from this address.
In accordance with state laws, this letter will be notarized to authenticate its validity and my affirmation.
Please note that all the information provided in this letter is true and accurate to the best of my knowledge and belief. Should you require further clarification or additional information, please feel free to contact me at [Your Email Address] or [Your Phone Number].
Thank you for your attention to this matter.
Yours sincerely,
[Your Full Name]
Notary Acknowledgment
State of [Your State]
County of [Your County]
On this ______ day of __, 20, before me, a Notary Public in and for said county and state, personally appeared [Your Full Name], known to me to be the person whose name is subscribed to the foregoing instrument, and acknowledged that [he/she] executed the same for the purposes therein contained.
In witness whereof, I hereunto set my hand and official seal.
Notary Public Signature
[Space for Notary Seal]
My commission expires: _______
Sample Proof of Residency Letter (from Parent)
Parents may find themselves writing a proof of residency letter for their children several times. Public schools for younger students may require this documentation because they only accept students from their district. Meanwhile, older teens and young adults might need to prove whether they are in-state or out-of-state residents to attend a university, college, or even a trade school. Local students often get a discount, which impacts the institution’s income.
July 11, 2045
From: James Fisher Sr.
123 Garden Avenue
Ohio, TX 32000
To: Gwen Miller
Firestone College
345 Main St.
Ohio, TX 32000
Subject: Verification of Residency for James Fisher Jr.
Dear Mrs. Miller,
I am writing to confirm that my son, James Fisher Jr., currently resides with me at my property located at 123 Garden Avenue, Ohio, TX 32000, where I am the owner/leaseholder.
James Fisher Jr. has been living at this address alongside my spouse and his siblings for the past 17 years.
To substantiate this claim, I have attached copies of utility bills and bank statements, all issued in my name. Additionally, this letter has been notarized by a public notary to certify its authenticity and truthfulness.
I hereby attest that, to the best of my knowledge, all information provided in this letter is accurate and true. If you require additional information or clarification, please feel free to contact me at [email protected].
Yours sincerely,
James Fisher Sr.
Notary Acknowledgement
State of Texas
County of ______
Sworn and subscribed before me this 11th day of July, 2045.
Notary Public Signature
[Space for Notary Seal]
My commission expires: _______
Proof of Residency Letter Templates and Examples
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
- MS Word
Proof of Residency Letter from Roommate
- MS Word
Proof of Residency Letter from Employer
- MS Word
Proof of Residency Letter from Family Member
- MS Word
How to Prove Residency
In addition to a proof of residency letter, you will typically need several supporting documents to establish that you live where you claim. When asking a notary to stamp the letter, they will need to confirm that you live where you say you do by examining documented proofs, and you may need 1-2 witnesses. All the documents must show your name and full address at the location where you are indicating you live.
It is essential to read and understand the requirements for your particular letter. Some proof of residency letters may require several months or even a full year of documentation as confirmation. Be prepared to provide several months of documents if needed.
The following documents can be used as evidence to support your proof of residency:
- Bank Statements: This can include e-banking if it is issued by a physical branch and shows your address.
- Credit Card Statements: A credit card bill or monthly statement is valid when it includes your name and home address. However, an approval or pre-approval letter is unlikely to be accepted.
- Deed to Real Estate: Property deeds that show your address are acceptable even when they are not for purchasing the home you live in.
- Drivers License: So long as your license has your current address, you can use it as proof.
- Health Insurance Card: Typically, health insurance cards have a copy of your name and address, but dependents from some companies get cards with their parent or spouses’ names on them instead.
- Lease Agreements for Residential Use: Your rental lease is a simple way to prove where you live. Unfortunately, if your original lease duration is over and you are month-to-month, you will still need a letter from your landlord to prove you continue to reside at that address.
- Letter of Employment: Your employer is supposed to have your home address on file for practical reasons like issuing final paychecks, so a letter of employment is often acceptable evidence of residence.
- Mobile Phone Bills: Despite the portability of modern cell phones, their bills still have your name and address on them.
- Mortgage Statements: When you live in a home that you are paying a mortgage for, that paperwork has all your address information inside.
- Passport (maybe): Passports do not have printed-on addresses like driver’s licenses and ID cards, but some agencies may accept this as proof if you’ve written in the address on the appropriate lines.
- Paystubs or Paychecks: Paychecks mailed to your home or issued in a physical form may have your address on them and may be used as proof of address in many cases.
- Residency Permit: These are sometimes called green cards, and they permit immigrants to reside in the United States.
- State Issued ID Card: Adults without driver’s licenses generally carry a state-issued ID that looks similar to a driver’s license.
- Tax Returns from the IRS or State: Tax returns are mailed to your home by the government and are therefore considered valid proof of residency.
- Utility Bills: There are many utilities such as water, sewer, trash, electric, gas, internet, and landline phones. However, the bills must be for your home, not a business or other address.
- Vehicle Registration: All cars using public roads must be registered. To register, you must provide proof of your address, so this form is considered acceptable proof.
- Vehicle Title: The title of a car shows ownership, and you usually have to go to the county clerk’s office to change a title or update the address, which also counts as proof of address.
- Voter Registration: You can only vote in one district, and it has to be the one where you live, so a voter registration with your address is valid.
Documents Typically Not Accepted for Proof of Residency
You should be given guidelines or verbal instructions when an agency asks for proof of residency. Fortunately, if you forget or lose them, you can call or check the agency’s website for approved documents to provide proof of residency. Agencies may have different standards from one another.
Older documents are not accepted as proof of residency unless you need to establish long-term residency. You will need something 1-3 months old in most cases except when providing ID or a recent tax return. For long-term requirements, consumers need documents showing the same address over time as specified by the agency you are dealing with.
Copies are only accepted online or when explicitly stated. Banks and government agencies are looking for originals to check the documents’ authenticity.
Finally, a single identification document may be insufficient. You will probably need to show at least two recently dated documents with your full name and address at the exact location you’ve indicated.
When Will You Need a Proof of Residency Letter
There are many occasions when you may need a proof of residency letter. Mainly these letters are required when you apply for some type of service. The following are some of the more common reasons they are requested:
- Income taxes
- Applications to government agencies
- Unemployment insurance
- Health insurance
- Income support programs
- Emergency aid
- Food assistance
- Drivers’ licenses, parking permits, and IDs
- Applying for Universities or colleges
- Student loans and student benefits
- Younger students enrolling in public schools
- Opening a bank account
- Obtaining loans or credit cards
- Mortgages and property deeds
- Small business aid and relief programs, whether governmental or private
- Some jobs may also require proof of residency, though this is primarily for non-citizens
Tips for Writing a Proof of Residency Letter (For Resident)
Whether you are a roommate, family member, or composing a letter so people you live with can sign for your proof, getting it right the first time matters. Here are some important things to remember when preparing a proof of residency letter:
- Always use your full legal name, no nicknames or initials
- Include your complete address – apt number, street number, city, state, and zip code
- Be precise about how long you have lived at a location and use the full date
- Mention other people who live with you and can substantiate your residency claim
- Include an oath swearing everything to be accurate and complete to the best of your knowledge
- Close with your printed name and sign below
- Make a copy to keep in your files for future reference
- (Optional) Create a line for the notary to sign and space for their stamp
- Only sign and date the letter in front of the notary
- If you need more than one letter, have the notary notarize each letter
Tips for Writing a Proof of Residency Letter (For Landlord)
Landlords are often requested to provide proof of residency for their tenants. While you do have to provide documentation and a letter of residency, you do not need to vouch for their character or give any additional details. In fact, it’s inadvisable to do so. The following includes several other helpful tips for landlords:
- Use the tenant’s complete legal names
- Indicate the purpose of the letter, i.e., providing proof of residency
- Include the full address of the property and the unit number
- Reference the original rental contract and state the day they started paying rent
- Ask the tenant if the amount of rent they pay is required to be in the letter
- Indicate you are available to answer follow-up questions
- Include your full name and contact information
- Be aware that some proof of residency letters need to be notarized to be valid
- Print, date, and sign the letter
- Keep a copy for your records
What Not to Include in Proof of Residency Letter
When writing a proof of residency letter, it is essential to stick to the facts and fulfill the requirements. Everything else is either unnecessary or undesirable. Here’s a quick list of things you should not do or include.
- Do not print your letter on decorative paper or use bright colors. Proof of residency is a serious document. You should only print it in black ink on a clean, undamaged piece of white paper.
- If you must fold the letter, tri-fold it like you would when putting it inside an envelope. You may also want to actually put your folded letter in an envelope to protect it from damage.
- Don’t use fancy fonts. Stick to something basic and easy to read like Times New Roman.
- Please do not add to the letter. You should not ask questions requiring a response or give opinions, justifications, excuses, or additional information. A proof of residency letter is made to be a legal document, not a casual communication.
- Leave out older copies (more than 1-3 months old), invalid or outdated information, and duplicates unless specifically requested.
FAQs
When you need a proof of residency letter, it is almost always for something vital—finding correct and easy-to-understand information matters. The following are the most frequently asked questions about proof of residency letters.
The following can be used as evidence to support your proof of residency:
Many agencies, including government and private companies, require proof of residency before they will provide services to consumers. These services include government benefits, health care, insurance, licensees, and most activities involving financial institutions. The agencies can have different standards and may not always accept the same forms of proof. However, they will include details and a list of documents they accept as proof on request and online. Consumers should always review this list to confirm what records are acceptable for them to submit.
Expect to provide at least two items showing the same name and address. Always use the same name and address and only include documents that support this claim. All your proof and forms should have the same name and information, written the same way. Don’t submit forms and proofs with slight variations like using a middle initial on one and the full name on another, or you may find yourself resubmitting documents later.
Many agencies, including government and private companies, require proof of residency before they will provide services to consumers. These services include government benefits, health care, insurance, licensees, and most activities involving financial institutions. The agencies can have different standards and may not always accept the same forms of proof. However, they will include details and a list of documents they accept as proof on request and online. Consumers should always review this list to confirm what records are acceptable for them to submit.
Expect to provide at least two items showing the same name and address. Always use the same name and address and only include documents that support this claim. All your proof and forms should have the same name and information, written the same way. Don’t submit forms and proofs with slight variations like using a middle initial on one and the full name on another, or you may find yourself resubmitting documents later.
ᐅ Drivers license or ID
ᐅ Tax returns
ᐅ Residency permit
ᐅ Utility bills
ᐅ Voter registration
ᐅ Vehicle title or registration
ᐅ Mobile phone bills
ᐅ Health insurance card
ᐅ Residential lease, deed, or mortgage statements
ᐅ Paystubs and paychecks
ᐅ Credit card and bank statements
ᐅ Letter of employment
Many people live with their parents or friends and have no utilities in their name. If you need to prove residency, other documents like taxes, ID cards, or a notarized letter of residence will prove you live where you say you do.
Suppose you do not have any proof of address because, for example, your home was burglarized or burned down, or you experienced a period of homelessness, and your documents were all lost. In that case, proving residency will be challenging. It helps if your fingerprints are on file somewhere you can ask for a copy, and you may have to wait for next month’s mail to come in, so you have utility bills to use as evidence. However, you may need to contact an attorney and have numerous friends, neighbors, and family sign proof of address letters to obtain the appropriate validation.
On the other hand, if you have recently moved, there may not be documents readily at hand for other practical reasons. Most records will show your previous address. These would include utility bills, bank statements, etc.
You can still use an alternative form of valid proof. You may have had to sign a lease or rental agreement, or perhaps you purchased a home. Providing copies of the rental agreement, the new mortgage, or legal documents showing your purchase often serves as interim proof even when other records are preferred. Changing addresses on your driver’s licenses, credit cards, utilities, etc., takes time, so always file your address changes with banks and the post office well in advance. That way, rental agreements, banking information, etc., can be used since they reflect your current living arrangements.
Regarding proof of address, the accepted forms of evidence vary by agency. Some documents, like a valid driver’s license or state-issued ID card, are always allowed. Governments have different requirements than banks or schools. Check with the agency or visit their website to find the specific criteria.
Whenever you make arrangements for utilities or open a bank account, always ensure that you use the same name each time, use your full legal name and avoid using nicknames or initials. For example, some agencies may not accept Jane E Doe if another document shows Jane Elizabeth Doe. They could be the same person; however, it is inconsistent and may get denied.
It is illegal to fake your proof of address or vouch for anyone who you know is lying. Taking this route can ultimately lead to legal ramifications such as fines, court fees, and possible jail time. Additionally, you may find yourself black-listed by many agencies and expenses associated with clearing your name. Nowadays, many companies are using Artificial Intelligence engines to verify many parameters about consumers, including proof of address. Although it is possible to fake your proof of address, it is not worth it.
Many agencies accept mobile phone bills as utility bills. Therefore it can be one of the items for proof of residency as long as it is a physical copy with your name and address. However, most also require a minimum of two items showing the same name and address. When in doubt, call or go online and ask the agency you are dealing with.
A bank statement is an excellent and widely accepted proof of residency. That said, ensure that you have an original copy. If you do not have a copy, please call, email, or visit your bank and request them to provide you with a copy of your latest statement.
Banks use standard documents many people have to verify proof of residency, such as driver’s licenses, rental agreements, mortgage documents, and passports. In addition to the hard copies of proofs, banks often complete online searches to confirm verification. You will need two pieces of identification showing the same name and address.
Final Thoughts
Many agencies, including government and private companies, require proof of residency before they will provide services to consumers. These services include government benefits, health care, insurance, licensees, and most activities involving financial institutions. The agencies can have different standards and may not always accept the same forms of proof. However, they will include details and a list of documents they accept as proof on request and online. Consumers should always review this list to confirm what records are acceptable for them to submit.
Expect to provide at least two items showing the same name and address. Always use the same name and address and only include documents that support this claim. All your proof and forms should have the same name and information, written the same way. Don’t submit forms and proofs with slight variations like using a middle initial on one and the full name on another, or you may find yourself resubmitting documents later.
