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A letter of residency is a legal document that acts as confirmation that a person resides at a specific address. Their statement is followed by signatures from the other party (landlord) and acknowledge that the individual named in the document resides where they say they do. Download this legal template in PDF format, fill out the key data, and submit the prepared document quickly and seamlessly.
Create & DownloadThere is a good chance you’ve been asked to tender a letter for proof of residency by your bank, a public authority, or another institution and it’s not hard to see why. In a world where a lot hinges on online & physical safety, a letter for proof of residency — a formal document that verifies residence of a particular address — ensures certain services or public resources don’t go to the wrong beneficiaries.
Besides helping to verify that a person truly resides at the given address as claimed, anyone moving into a new rental property will likely need proof of residence. And there are many such instances: from registering a new address for their driver’s license & voter’s registration IDs to even setting up new utility bills.
This document is perhaps one of the easiest you will ever have to create, especially when your proof of residence letter template is doing much of the heavy lifting.
Leaving out certain vital elements could render it not fit for purpose. So this easy-to-use proof of residency letter template contains all the details to help you legally prove residence.
In simple terms, it’s a document that answers the question, “Does this tenant truly live in a particular property?”
Otherwise known as an affidavit of residence, a letter for proof of residency is a signed affidavit indicating that a person actually resides at a specific address.
In several cases, the Department of Motor Vehicles (DMV) requires this type of letter when a person applies for a driver's license or street parking privileges. Other entities, whether public or private, can also request such letters.
Generally, landlords and employers draft proof of residency letters and include supporting documents like IRS form W-4 and lease agreements to provide evidence to strengthen the claim.
In other cases, the letter may also be required to be notarized. When a proof of residency letter is notarized, it shows that the letter is authentic, legally obtained, and that the parties to the letter are not impersonators or making a false claim.
Unlike other types of letters commonly requested by tenants, a proof of residency letter is a mere admission of a fact — that the person in question leased the property from the landlord and actually resides at the said address.
As such, it doesn’t require vouching for the tenant or passing any assessment of their character or qualities. This is where it differs from a letter of reference or letter of recommendation .
In terms of execution, there are mainly two parties to a letter for proof of residency: the landlord (who issues the letter), and the tenant (who demands the letter upon the request of a third party).
When a third party requests proof of residency without the knowledge of your tenant, you’re duty-bound to seek and obtain your tenant’s consent before providing their personal information.
As a landlord, personal information withheld by virtue of your position as the property owner remains the exclusive property of your tenant. So, providing this information without (expressly written) consent could expose you to a lawsuit and other legal liability from your tenant.
At its core, a letter for proof of residency serves one purpose — to confirm where a person lives. This being the case, it’s fairly common to see it used across different institutions for legal, administrative, and practical purposes.
For the party requesting this letter, establishing your identity and address is the goal. Private and public organizations, government agencies, schools, and banks, all rely on this method to confirm your residence towards making you eligible for certain services.
So, if you’re a landlord and you’ve been asked to tender one of these, don’t fret. A proof of residency letter template is a handy fix to help you in your bid to establish your tenant’s residency claim t!
Requirements for letters proof of residency vary across states and institutions, but generally, some common types of documents are accepted as proof of residency. They include:
Let’s start with what you shouldn’t include. A proof of residency letter serves to testify that the tenant lives on the property of the landlord or property owner. Simple as that.
This means you’re not allowed to ask questions, give opinions, or chime in with additional information, as these will be surplus to requirements.
The document should feel professional and straight to the point. A ‘business letter’ format is an applicable rule of thumb to follow, which is usually of a shorter length.
And when it comes to how the letter for proof of residency is formatted across states, there is not a world of difference. Although, there are some general rules:
In your proof of residency letter , you want to answer the question, “what is being asked of me in my capacity as a landlord?”
Build your response around these queries. This will help you tailor your message in a personalized manner so it reads as a response to the third party's questions.
If there are no pre-set questions to be answered and your tenant is unsure about what questions they may be asked, you can make safe bets on likely questions and answer them in your letter.
Regarding supporting documents, the requesting entity is expected to provide a list of supporting documents it deems acceptable. This documentation will act as a cover letter if you’re unable to notarize it.
Supporting documents basically help you streamline the process. If you’re unsure about which documents to attach to your proof of residency letter, documents like your tax return, mortgage, health insurance card, bank statement, and of course, your lease agreement are all admissible when proving residency.
Your proof of residency letter must incorporate the following components:
A statement affirming that, indeed, the tenant lives in your rental property and at the said address.
The particulars of the lease agreement — when it commenced and when it will expire.A list of any other persons who are parties to the lease agreement or live at said property with the tenant.
Some form of supporting evidence (since — let’s face it — an affidavit of residence is merely a statement of fact that the tenant does indeed reside in the property).
How much rent is paid by the tenant.Your signature, which must be original (no virtual signatures or stamps unless authorized by the requesting party).
The letter for proof of residency is not overly complicated to create — especially when there is a clear understanding of what information is required of you.
While the specific content may differ (based on the requirements of the third-party or landlord), there is a standard format including a set of details you can never go wrong with.
Thankfully, we’ve crammed all of these details into our proof of residency letter template , which you can find at the bottom of this page.
Otherwise, here's a sure guide to help you craft your letter for proof of residency:
Your heading should spell out the document's purpose, namely your “letter for proof of residency.” You can also replace this with other variants like “Affidavit of Residency” or “Proof of Residency Letter.”
To show that you executed the proof of residency letter in a timeous manner and that it’s current, and for record-keeping and reference purposes, ensure to include the date it is being written.
As you will find in your proof of residency letter template, you will include your contact details (including your name and address) to help the recipient clarify details or seek additional information.
In pure "formal letter" format, make sure to include the address of the company/agency that will be receiving the letter.
For your letter for proof of residency , you may have a witness. You and your witness, if applicable, should declare that the tenant has lived at the address since a given date.
You should also state that your tenant has lived there since the beginning of their lease agreement. What’s more? Let them know they can reach you if they require any other documents or need to ask any further questions.
A proof of residency letter template details just the right format for you to apply when navigating this aspect of your letter for proof of residency .
Handwritten letters are not encouraged. As a matter of best practice, your proof of residency letter should be typed and printed. Typed documents don’t raise questions as to the authenticity of who created it. They’re also legible and won’t get messily smeared if wet.
If you’d take a hand-written approach to writing and signing, make sure to do so with a blue or black pen.
When requesting a proof of residency letter , institutions seek to establish trust (for instance, to show that the individual is not a ‘flight risk’), maintain accurate records, comply with legal requirements, and protect individuals and communities from misuse of services or even potential fraud.
This is why a letter for proof of residency is typically required in situations where an individual is required to establish their residential address. Here are some common instances where a letter for proof of residency may be requested:
A proof of residency letter finds its use in any of the following scenarios:
Customers of the requesting institution may have the proof of residency letter requirement waived.
Similarly, certain government benefits don’t require proof of residency. Some employers also do not require proof of residency. If unsure about whether or not you need proof of residency, your best option is to contact the requesting third-party agency/organization.
The requirement for notarization of proof of residency letter is not set in stone. It varies across institutions. Whether such a letter is needed at all and what supporting evidence is required to add an additional layer of credibility is the sole discretion of the institution.
As such, when in doubt, always call to ask. But if you find yourself needing to notarize your letter for proof of residency , don’t hesitate to find a notary public who will verify your identity before proceeding to sign and stamp your document.
You can find them at your:
