Proof of Residency Letter (Template and Examples)

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 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 and is a resident of the state. Government agencies, insurance programs, etc., often require a residency letter. A letter of residency must be signed by a 3rd party; however, having the letter notarized provides additional support as to its authenticity.

Essential Elements of a Proof of Residency Letter

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. Several elements must be part of every residency letter and the documents that support your residency. These include:

  • Your full name and current address must be included
  • Your documents must match government-issued identification
  • Documents must show the company’s logo, name, address, and your name and address
  • Proof of address must be dated within the last 3 months (some may require longer terms)
  • Be prepared to provide at least two documents proving your residency

How to Write a Proof of Residency Letter?

Writing a proof of residency letter is relatively straightforward; however, it must contain key information to be valid.

Your full name and address are required to be included in the letter. You must make a declaration statement indicating that you have lived at a particular address since a specific date. A list of the documents that are being attached providing proof of residency should also be included. (ensure that the agency you are providing this information to accepts these documents as proof).

Leave room for your signature and room for a witness to add their signature to the letter. Witnesses should review the documents to be attached to confirm accuracy and authenticity.

You may also leave room for the signature of a notary to officially notarize the documents, along with dates and signature areas. The witnesses and notary must be present with the person requesting proof of residency to witness all of the signatures in person.

Proof of Residency Letter Template

[Your Name]

[Your address, including state and zip code]

[Date]

To Whom This May Concern

I, [Your name], formally acknowledge living at the address [Your complete address where you have been living] since [Date you moved into the home].

I have attached several documents providing evidence of my residency for your consideration:

[Provide and list at least two documents]

Sincerely

[Your signature]

[Your full name printed]

Witnessed

I/we as witnesses’ to the aforementioned claims made by [Your Name] and acknowledge their residency status.

Witness signature [ Signature] [Date]

[Printed name of witness]

Witness signature [ Signature] [Date]

[Printed name of witness]

State of [State Name]

County of [Name of County]

Notary Section

On [Date], [Your Name] appeared before me, [Notaries Name], Notary Public, personally appeared before me and proved to me based on satisfactory evidence to the person(s) whose name(s) is/are subscribed to be within this instrument and acknowledge to me that he/she/they executed this document in his/her/their authorized capacities and by their signatures on this instrument the person(s), executed this instrument.

I certify under penalty of perjury under the laws of in the state of [Name of State] that the foregoing paragraphs are true and correct.

[provide space for Notary Seal]

[Signature]

[Print Name]

Sample Proof of Residency Letter

{Date}

{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.

Sincerely,

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.
Details
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.
Details
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.
Details
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.
Details
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.

Affidavit Of Residency 01

Affidavit of Residence 02

Arizona Residence Affidavit

Affidavit of Residence Form

Residency Verification Affidavit

DC Residency Verification Form

Letter of confirmation of Residence

Form for Verification of Residency

Proof of Residency Letter

    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.

    Proof Of Address Letters 1

    Proof Of Address Letters 2

    Proof Of Address Letters 3

    Proof Of Address Letters 4

    Proof Of Address Letter 5

    Proof Of Address Letter 5

    Proof Of Address Letter 7

    Proof Of Address Letter 8

    Proof Of Address Letter 9

      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.

      Notarized Letter of Residency 1

      Notarized Letter of Residency 2

      Notarized Letter of Residency 3

      Notarized Letter of Residency 4

      Proof of residency letter

      Notarized Letter of Residency 6

      Notarized Letter of Residency 7

      Notarized Letter of Residency 7

      Notarized Letter of Residency 9

      Notarized Letter of Residency 10

        Types of Proof of Residency Letter

        There are several different types of proof of residency letters that many people may need from time to time, depending on their personal lives and changes they may need to make. The following are some of the more popular types:

        • Application to government agencies for many support programs
          • Unemployment insurance
          • Health insurance
          • Income support programs
          • Drivers licenses
        • Student loans and student benefits
        • Opening bank accounts
        • Obtaining loans and credit cards
        • Income tax documentation and residence

        How to Prove the Residency?

        In addition to a letter of proof of residency, you will need several supporting documents to establish that you live where you are indicating. If you are asking someone to notarize the letter, they will also need to confirm that you live where you say you do. Many of the following documents can be used to establish where you live.

        These documents must show your name and full address at the location where you are indicating you live. In addition, some requirements for proof of residency require several months or even a full year confirmation. Be prepared to provide several months of documents if needed.

        The following can be used as evidence to support your proof of residency:

        • Statements from banks
        • Mobile phone bills
        • Drivers license
        • Health insurance card
        • Lease agreements for residential use
        • Mortgage statements
        • Paystubs/paychecks
        • Deed to real estate
        • Tax returns from IIRS or State tax statements
        • Utility bills
        • Registration cards for voting
        • Vehicle title or registration
        • Credit card statements
        • Bank statements
        • Letter of employment
        • Residency permit

        Documents Typically Not Accepted for Proof of Residency

        Older documents are often not accepted as proof of residency unless you need to establish long-term residency. In this situation, consumers would need documents showing the same address overtime as required by the agency you are dealing with.

        Copies are usually not accepted. Banks and government agencies are looking for originals so they can check the authenticity of the documents.

        One identification document may be insufficient. You may have to show at least two separate documents showing your full name and address at the same location and recently dated.

        Check on the agency’s website for approved documents that can be used to provide proof of residency. Each agency may differ slightly in terms of what is accepted and not accepted.

        Tips for Writing a Proof of Residency Letter (For Resident)

        There are several concepts to keep in mind when you are preparing a proof of residency letter that will ensure you have a complete and acceptable letter. They are:

        • Always use your full legal name, no nicknames or initials
        • Include your full address – apt number, street number, city, state, and Zipcode
        • Be precise about how long you have lived at a location and use the full date, i.e., D/M/Year
        • Mention other people who live with you. They can substantiate your residency claim
        • Include your oath, that you are swearing everything to be true
        • Close with your full legal name
        • Create a line for the notary to sign and space for their stamp
        • Only sign and date the letter in front of the notary
        • Always make a copy to keep in your files for future reference
        • 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. The following includes several tips for landlords:

        • Use the tenant’s complete legal names
        • Indicate the purpose of the letter, i.e., providing proof of residency
        • Include the complete 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 number
        • Print, date, and sign the letter and keep a copy for your records

        FAQs

        The following are several frequently asked questions by consumers when needing proof of residency letters.

        What documents do count as proof of residency?

        The following can be used as evidence to support your proof of residency:

        • Statements from banks
        • Mobile phone bills
        • Drivers license
        • Health insurance card
        • Lease agreements for residential use
        • Mortgage statements
        • Paystubs/paychecks
        • Deed to real estate
        • Tax returns from IIRS or State tax statements
        • Utility bills
        • Registration cards for voting
        • Vehicle title or registration
        • Credit card statements
        • Bank statements
        • Letter of employment
        • Residency permit

        How do you prove residency if you live with someone?

        Many people live with their parents or friends who look after paying all the bills such as utility bills, for example. If you need to prove residency, review the following list to determine which ones are available to you even though you live with someone. E.g., driver’s license, pay stub, etc. Here is a full list to consider:

        • Statements from banks
        • Mobile phone bills
        • Drivers license
        • Health insurance card
        • Lease agreements for residential use
        • Mortgage statements
        • Paystubs/paychecks
        • Deed to real estate
        • Tax returns from IIRS or State tax statements
        • Utility bills
        • Registration cards for voting
        • Vehicle title or registration
        • Credit card statements
        • Bank statements
        • Letter of employment
        • Residency permit

        What do you do if you don’t have proof of address?

        If you have recently moved, there may not be documents readily at hand to use to prove residency. Most documents will show your previous address. These would include utility bills, bank statements, etc. Several alternatives can be utilized in these situations.

        For example, if you moved recently, you may have had to sign a lease or rental agreement or perhaps purchased a home. Providing copies of the rental agreement, the new mortgage, or legal documents showing your purchase may be accepted.

        Ask your bank to provide documentation supporting your new address. Make sure that you have notified the bank first that you have moved to a new address. Changing addresses for things like driver’s licenses, credit cards, utilities, etc., takes time, and you may need something to show proof of residency more quickly. This is why bank statements, rental agreements, mortgages, etc., can be used since they reflect your current living arrangements.

        If you have moved back with your parents, living rent-free and not paying any utilities other than perhaps a mobile service, providing proof of residency may be more difficult. Ask the mobile service to provide you with an original statement showing your current address. Review the requirements of the agency you need to provide proof of residency from and assess which items you can provide. In many cases, you need to provide two items.

        You may need to provide a notarized letter, along with witnesses stating your current address.


        What is a valid proof of address?

        Every agency requesting proof of address will specify what is acceptable to them and what is not acceptable. Check with the agency or visit their website to find the specific criteria. Governments have different requirements than banks, as do other firms. Generally, the following list can be used, providing the item shows your full name and the address you live at.

        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, Jane E Doe may not be accepted if another document shows Jane Elizabeth Doe. They could be the same person; however, it is inconsistent and may not be accepted.


        Can you fake proof of address?

        It is strongly recommended that you do not attempt to fake proof of address. Taking this route can ultimately lead to fake identity charges, being black-listed by many agencies, and expenses associated with clearing your name. Utility bills and bank statements are among the most common statement used to verify addresses. They can be faked; however, many companies are using Artificial Intelligence engines to verify many parameters about consumers, including proof of addresses.


        Is a mobile phone bill proof of address?

        Many agencies accept mobile phone bills as one of the items for proof of residency; however, most also require a minimum of two items as proof, showing the same name and address. Check with the agency requesting proof of residence to confirm what they will accept as proof.


        Is a bank statement proof of address?

        A bank statement can be used as proof of residency along with a second item since most agencies require at least two items showing the same name and address to confirm proof of residency. The bank statement should be original. If you do not have a copy, visit your bank and request them to provide you with a copy.


        How do banks verify your address?

        Banks also use common documents that many people have to verify proof of residency. These include driver’s licenses, rental agreements, mortgage documents, and passports. You will need at minimum two pieces of identification showing the same name and address. The banks also complete online searches to confirm verification.

        Key Points

        Many agencies, including government and private companies, require proof of residency before they will provide services to consumers. These services include government benefits, health services, insurance, licensees, financial and credit card companies.

        All agencies will include on their websites a list of documents they accept as proof. Consumers should always review this list to confirm what documents are readily available to them for use. In some instances, a proof of residency letter may be required. It must be witnessed and notarized to be utilized as an authentic proof of residency.

        Many companies require at least two items to be provided showing the same name and address. Whenever registering for any service or license, always use the same name and address. Using an initial on one document and a full name on another may cause the document to be rejected.