Proof of Residency Letters (From Landlord / Family Member)

A proof of residency letter is a formal statement that documents an individual’s current address.

Typically, this document is attached to other evidentiary documents to prove that the individual resides somewhere, so it is also known as an affidavit of residence. This letter can be written by a landlord, an employer, family members, or a roommate and is often enough to prove residency. If there is no accompanying proof, the letter should be notarized.

Types of Proof of Residency Letter

Depending on the person making the sworn statement or the institution requiring one, there can be different types of proof of residency letters.

The following are some of the most common letters that can prove residency:

DMV proof of residency letter

Free DMV Proof of Residency Letter for Word

    The Department of Motor Vehicles often requires at least two forms of identification that prove an individual resides within the state to apply for a driver’s license or voter registration. Proof of residency letter can accompany these other government-issued documents.

    Employer proof of residency letter

    Editable Employer Proof of Residency Letter for Word

      A sworn statement can accompany an individual’s employment paperwork, such as their W-4, to establish residency requirements. In addition, these affidavits are commonly used when proving residency for the DMV, in-state tuition, and any immigration proceedings.

      Family member proof of residency letter

      Editable Family Member Proof of Residency Letter for Word

        This type of residency proof helps verify that an individual lives in a family residence. Typically parents or grandparents will sign this statement and issue it to a school district or State government, listing the total time the family member has been living there.

        Landlord proof of residency letter

        Editable Landlord Proof of Residency Letter for Word

          A landlord may provide this letter with the lease to verify that a tenant has been residing on their property. Therefore, it is often recommended to have this letter notarized when presenting it.

          Notary public proof of residency letter

          Free Notary Public Proof of Residency Letter for Word

            This simple letter is a sworn statement signed in front of a notary public to claim residency. Once notarized, the individual must abide by State perjury laws if they have made false claims.

            School proof of residency letter

            Editable School Proof of Residency Letter for Word

              A school proof of residency letter is signed to allow an individual to attend a specific school district or apply for in-state tuition at a university. Some other pieces of documentation like a water bill should accompany the letter.

              Pre-Considerations

              Before starting to write and prepare the proof of residency letter, it’s essential to understand some critical aspects involved. Depending on the type of document being prepared, you may have different requirements:

              Understand the requirements of the letter

              Firstly, it’s essential that you completely understand the letter’s requirements based on the organization it will be submitted to. For example, school districts may require that the sworn statement be accompanied by other State-issued documentation and contain information about the current address.

              It is also a common requirement by many organizations to have the letter signed by the homeowner. You may also need a utility bill attached that proves the residency is in use. Depending on the institution, it is also common for notarization to be required to validate the letter.

              Collect and copy supporting documents

              Once you understand everything that must go along with the letter, it’s time to collect and create copies of all the documentation. For example, you may need to create copies of the utility bill, the current lease, or tax forms that include the address information.

              Tip: There are several types of documents that can be used to prove your identity and residency. For example, social security number, passport, council taxes, T4 or W4 slips, bank statements, voter registration, lease agreements, AdhaarCard in India, driver’s license, post office documents, and utility bills.

              Discuss the affidavit with your landlord

              In many cases, you may need your landlord’s signature on the letter. For this reason, it is best to discuss the letter with them and have them sign it. In the case of notarization, you must both be present before a notary sign it.

              Make an appointment with the notary

              After discussing it with your landlord and preparing all the documents, the next step is to make an appointment with a notary. Of course, not all require appointments, but it is wise to contact them beforehand to guarantee smooth proceedings. 

              Writing the Letter of Proof of Residency

              Once you understand all the steps for creating a proof of residency letter, the next step is to draft the document. Several critical pieces of information must be included for it to be valid:

              Create a heading for the letter

              The first information that must be included in the letter is the heading. It should read “Affidavit of Residence” or “Proof of Residence” at the top of the page, centered and bolded. The text should also be larger than the rest of the text. As it is a formal document, professional formatting is required.

              Mention the date

              Next, the letter should be dated, as it is a formal legal document. Any style can be used, as long as the date is placed below the header on the top right part of the document. The date on the document must match the date it will be notarized. You should place the date just two lines directly underneath the centered header. However, if you have a subject rather than a header, place the date two lines above it.

              Include your contact information

              Afterward, the individual’s contact information should be included on the top left. In addition, the individual’s full name, address, phone number, and email address should be written in a professional font. All of this information should go below the date and header and above the subject.

              Address the recipient

              Afterward, a professional salutation should start the letter. In many cases, you can directly address the institution for which the letter will be used. However, if you do not know the full title or name of the company, it is acceptable to use “To Whom It May Concern simply”.

              For the body of the letter, there are two separate scenarios. First, if you are a resident, the body of the letter will be different than if you are the landlord. For this reason, this article will discuss both cases as follows:

              If you are a resident

              If you are a resident writing a residency letter to be provided to an official institution, specific aspects should be included within the document:

              As a resident, the first element that must be included is your full legal name. As it is a legal document, only use your full name rather than any nicknames. The letter will generally start with “I, [Name]…”

              Include your address

              Afterward, you must state the full address where you are living. As this is a sworn statement, you should use formal wording such as “I, [Name] swear that I reside at XYZ” or “I certify that I, [Name], reside at XYZ”.

              Mention the length of the period of your residence

              After the full address is mentioned, the letter should include the length of time you have lived there. It is essential to be as precise as possible and, at a minimum, cite the month and year when the residency began.

              Mention the other residents (if any)

              Some letters may require you to mention other people who live with you. You should also include the length of time they have lived with you. This tends to be an essential piece of information when the letter is sent to a school district for your children.

              Type your oath

              Sworn statements require you to place an oath reiterating the veracity of the statements. This makes a sound legal document, though you may be liable to perjury charges if anything in the document is untrue.

              Signoff and your signature

              After, the letter should end with a professional signoff and your signature. First, you must write your full legal name once again; then, you will sign the document before the notary. Place the signoff remarks two lines below the final sentence, then leave three or four lines of space so the letter may be signed. After this space, you may add your full typed name. Your name must appear the same in the entire letter and other supporting documents.

              Date of the signature

              Likewise, you should add the date underneath your signature but above your typed name. Similarly, this part should be done in front of the notary.

              Leave lines for the landlord’s and notary’s signature

              If the landlord must also sign the letter, space must be left for them to sign and date the sworn statement. Likewise, space should always be left for the notary public to sign at the very bottom.

              If you are a landlord

              If you are writing a proof of residency letter as a landlord, a different set of steps should be taken to create this sworn statement appropriately:

              State the purpose of writing

              The beginning of the letter should immediately state the purpose of the letter, using your full name and those of the tenants. Then, it should use formal, professional wording as in the previous case, certifying the residency of the individual listed.

              Include the address

              Afterward, the full address must be included. In addition, any identifying information accompanying the address must also be included so there is no confusion in the case of multi-unit residences.

              Mention the period of your tenant’s residency

              As the landlord, you should state the period of the tenant’s residency, giving the exact day whenever possible. If you are required to provide the duration of the residency, this should also be listed.

              Include the rent amount

              Depending on the institution the letter will be given to, you may also need to include the monthly rent in the letter. Similarly, you may need to include the average cost of utilities to include in the letter, as well.

              Invite the recipient to contact you if they have a question

              As the landlord, you should welcome the recipient to contact you in case they have further questions. For this reason, you should include your phone number and email address so they may reach out to you appropriately.

              Signoff and your signature

              As in the other case, as a landlord, you’ll need to leave a formal signoff and space for your signature and date. Again, include your full legal name, not any nicknames. 

              Sample of Proof of Residency Letter

              It may be helpful to have a sample to guide you in drafting a proof of residency letter. For this reason, the following sample will surely help you:

              Affidavit of Residence

              March 15th, 2022

              Michael James Smith

              124 Water St

              Miami, FL 12345

              Phone: (123) 456-7890

              Email: mjsmith@email.com

              To Whom It May Concern,

              I, Michael James Smith, certify that I reside at 124 Water Street, Miami, Florida 12345, and have been living at this address since August 15th, 2018. I reside here full time with my wife, Julia Mary Smith.

              I, Michael James Smith, swear that the above information is accurate. I understand that if the information in this letter is untruthful, I may be liable for perjury and reprimanded in a court of law.

              Sincerely,

              Michael James Smith

              March 15th, 2022

              Michael James Smith

              Enclosed is: Copy of the February Electric Bill

              Jonathan Crumbly

              Signature of Landlord

              Sworn to and subscribed before me on _____________

              ___________________

              Notary Public Signature

              Free Templates

              Free Proof of Residency Letter 01 for Word
              Editable Proof of Residency Letter 02 for Word
              Editable Proof of Residency Letter 03 for Word
              Printable Proof of Residency Letter 04 for Word

                Uses

                There are several types of proof of residency letters, which can serve many different purposes. Below are some of the most common uses for these formal documents:

                For utility purposes

                They often require proof of address if you need to start up utilities such as electricity or internet at a specific location. These affidavits are one way to provide proof.

                For government documents registration

                Almost any kind of official government document require you to prove your place of residency. From voter registration to a driver’s license, you must be able to provide evidence of your address.

                For general services

                Many simple services such as renting vehicles, applying to specific programs, or registering at events require you to provide proof of residence.

                For job purpose

                Almost all jobs require you to give proof of residence for tax purposes. For that reason, one of these letters is an excellent way to certify your address.

                Bank needs

                Likewise, opening a bank account or applying for insurance often requires you to certify your address. In these cases, the letter may be accompanied by other documents that prove your residence.

                For passport

                 In most countries, proof of residency is required to apply for a passport for travel. As your passport is also an essential form of identification, this application process often requires notarizing the affidavit and other forms of ID.

                Tips

                Before you begin drafting your letter, following these best practices is essential to ensure you’re using the sworn statement properly. In addition, as a formal document, you’ll want to guarantee that it is created as professionally as possible:

                Save a copy for future use

                You should always keep an additional copy of formal legal documents for reference. In addition, it’s wise to create several copies of the letters and all the supporting documentation given.

                Format the letter professionally

                Make sure the letter is typed in a formal font, such as Arial or Times New Roman. The rest of the letter should also be in the standard format, including 1-inch margins, block letter format, and non-indented paragraphs. The letter should also be single-spaced but with an additional space between each new paragraph.

                Proofread the letter

                Finally, as this is a legal document, it is fundamental that there are no grammatical errors or spelling mistakes. Therefore, make sure that the language is unambiguous. Again, an online spellchecking tool may be helpful to aid you in the proofreading process.

                Conclusion

                Proof of residency letter is a formal document that can be used for many critical bureaucratic proceedings in your life. Many events will require you to prove your address, from applying for a driver’s license to enrolling your child in a school district.

                This legal document is a helpful tool to supplement other forms of address verification, but each organization may require different technical details. Make sure you research and understand the elements required by the organization to which you’re delivering this affidavit.

                Using a sample as a guide when drafting your letter of proof of residency may also be helpful. Ensure you follow the correct guidelines, as residents and landlords may have a different process regarding the content.

                Finally, follow the above best practices when drafting and revising the letter. As a legal document, many specifications must be done perfectly, especially if it will eventually be notarized.

                About This Article

                Terry M. Keller
                Authored by:
                Legal Contract Writing for Real Estate, Real Estate Law Specialist
                Terry M. Keller, Principal and Managing Attorney at Keller Law Offices, is a distinguished expert in real estate law. With foundational experience at the U.S. Attorney’s Office in Tennessee, he founded his firm in Nashville and Chicago, rapidly carving a niche in legal contract writing and real estate legalities. Terry excels in drafting comprehensive real estate contracts and guiding clients through intricate transactions and disputes. His analytical skills, combined with adept negotiation tactics, make him a trusted advisor for a spectrum of real estate stakeholders. Recognized in renowned legal circles, Terry's dedication to client success and legal precision solidifies his reputation as a leading real estate law authority.

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