Before a rational landlord can accept a new tenant to his premises, he has to be certain that the tenant will most likely remit the rental dues in time, not to mention ‘behave well’ when in his premises. That is only achievable if the landlord gets to know more about the prospective tenant.
One sure way of doing this is by drafting a Rental Verification Letter and sending out the same to the past or present landlord of the prospective tenant. It seeks to obtain more information about the tenancy of the individual concerned. The information provided assists the prospective landlord to make more informed decisions.
Sample Letters
Purpose of the Rental Verification Letter
The letter basically gives a peek into the tenancy of a given individual and their likelihood of being reliable tenants. To do this, it furnishes the following pieces of information or details about the tenant:
Monthly Payment History
It indicates how timely the tenant has been remitting his dues at the agreed-upon time. This is a feat it does by breaking down the payment deadlines against the times when the tenant eventually remitted the dues.
Money Owed
If the tenant has already vacated the premise but is yet to conclude or repay the debts he owes in full, this has to be indicated. BY knowing how much a tenant owes, a prospective landlord is similarly able to tell how reliable or not the same person is bound to be.
General Conduct
Apart from the financial diligence, it is in the best interest of a landlord to know about the general conduct of the tenant to be. With regard to this, the letter will provide a one or two-paragraph description of the general conduct of the tenant.
What to Include?
The following pieces of information must never miss in this letter:
- Rental Payment History: The letter has to showcase the rental payment history of the tenant. These include the due dates, how faithful the tenant has been in remitting the dues, the amount of money he was/has been remitting, and any delays in remitting the payments, to name but a few!
- Rental Unit and Physical Address: This refers to the exact place where the tenant is currently putting up. It is the name of or unit of the apartment, as well as the physical address where the said unit is located.
- Start and End Dates: When did the tenant enter the premises? And when is he expected to vacate the premises? The letter has to spell out these two dates clearly in the letter for all to see.
- Duration of Tenancy: Closely related to the above is the total duration of the tenancy. Simply put: for how long did the tenant stay in the premise, or is to stay in the premise overall?
- Impending Expiration Date: In case the tenant is still residing in the premise, when exactly is he to vacate the premise? The letter has to specify whether this is renewable or non-renewable.
- Statement of Character: The letter ideally has to give a roundup of the character of the tenant. This is a statement that basically summarizes the conduct of the tenant in one or two lines.
Rental Verification Letter Format
The format below shall aid you in drafting your letter:
Date
Name
Title
Organization
Address
City, State Zip Code
Dear Mr. /Ms. Last Name,
RE: Rental Verification Letter
This is to let you know that _____ (name of the tenant) is a tenant at one of our apartment units, ___ (name of apartment or rental unit) that is located in ___________ (physical address of the apartment unit).
He/she has been our tenant since __ (start date of the tenancy) and his/her tenancy is due to expire on ___________ (when the current contract is to expire). Presently, he/she parts with ____ (monthly rental payment/obligations) for the _______ (sheer size of the rental unit) he/she resides in.
Overall, he/she has been well-mannered and responsible. Even though she has remitted the dues past the deadline several times, she has always endeavored to explain in advance and let us in the know.
We wish her all the best in your subsequent dealings with you.
Faithfully,
Your Name
(Designation)
Rental Verification Letter Sample
We now leave you with a sample to take a cue from:
Rental Verification Letter Sample
Sunday, July 12, 2020
Mr. Shane McMahon,
Janitor – Cameron Village,
403 Daniels Street,
Raleigh. NC 27605
Dear Sir,
RE: Rental Verification Letter
This is to let you know that Ms. Linda Mercy is a tenant at one of our apartment units, Golden Heights Apartment that is located in 4101 Dodie Cope Road, Raleigh, North Carolina 27613.
She has been our tenant since June 2018, and her tenancy is due to expire on December 2021 (about one-and-a-half-years’ time). Presently, she parts with $400 for the one-bedroom apartment she resides in.
Overall, she has been well-mannered and responsible. Even though she has remitted the dues past the deadline several times, she has always endeavored to explain in advance and let us in the know.
We wish her all the best in your subsequent dealings with you.
Mr. Shane McMahon,
Janitor – Cameron Village
Tips to Follow
To Be Able To Write A Nice Letter Of These Kinds, You Have To Adhere To The Following Tips:
- Verify the identity of the applicant to see to it that the information you provide shall not be used in a manner that is disparaging to your tenant or to commit fraud thereafter.
- Seek the input and confirmation of the tenant while verifying his residence. Many jurisdictions have tough laws in place that prohibit data from being acquired by third parties without their consent or knowledge.
- Be certain to only incorporate those vital pieces of information that are also as accurate as can probably be. Any errors or inconsistencies may similarly usually attract dire repercussions.
- Use the company letterhead to display this information to be able to give it the official character. That is the only guarantee that the recipient will deem and consider the letter satisfactory to their needs.
- Include a statement of character that basically vouches for the tenant and his reliability insofar as taking up the rental premises is concerned. That will also help to his chances of getting a rental space elsewhere.
Frequently Asked Questions (FAQs)
Let’s Examine A Couple Of Frequently Asked Questions That Are Consistently Asked On This Topic:
In many cases, this takes roughly 48-72 hours. Then again, it all depends on the workload at the time you lodge your complaint. Expect to spend lots of time if there are numerous people who similarly want their rental information or status verified.
YES, you should! If you lodge a complaint but receive no formal feedback after the 72-hour threshold, you are highly advised to follow it up by seeking to know exactly what happened thereafter. That will also expedite the process in your favor.
Several issues constitute a bad rental history. These include the delayed payment, bad credit balance, run-ins with the law, and the bad conduct within that apartment, to name but a few! Kindly note that the definition of ‘bad rental history’ varies greatly from one apartment or jurisdiction to another.
Conclusion
We are now confident that you have every information at your fingertip to be able to do a great job of verifying your rental history. Knowing what you already know now, is it too much to ask you now to go ahead and do a great job? We believe just by reading the explanations above, and you will be able to do a great job!
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