Landlord reference letter template
A landlord reference letter tells a new landlord or a referencing company how a tenant has paid the rent and looked after the property. It covers the tenancy dates and rent, the payment record, any arrears, the condition at inspections, the deposit at check-out, any complaints and whether the landlord would let to them again. A letting agent writes one every time a tenant moves on, with the tenant, the property and the record changing each time.
Made by DocuWeave. Use at your own discretion.
What changes each time
15 values. Everything else is your wording, kept exactly.
Sender and recipient
- Landlord or agent sending it
- Recipient and organisation
- Signed by and role
The tenancy
- Tenant
- Property
- Landlord and managing agent
- Start and end dates
- Rent
- Sole or joint tenancy
The record
- Payment record
- Arrears
- Condition at inspections
- Deposit at check-out
- Complaints
- Would let again
The rules it usually needs
Written in plain English when the template is set up.
- Only when…
“Include the arrears paragraph only when arrears are above £0.”
The rent ledger showed a balance of £0, so the arrears paragraph was left out.
- One of several wordings
“Say the rent was paid on time, or how often and how late it was paid, or describe the record.”
The ledger showed two late payments, the latest 6 days late, so the letter says so.
- One of several wordings
“Say whether the deposit was returned in full, had deductions, or is with the deposit scheme.”
The check-out notes recorded £85 for oven cleaning, so the deductions wording was used.
- The AI decides from the paperwork
“Include the check-out paragraph only if the tenancy has ended.”
The ledger said the tenancy ended on 14 September 2026, so it was included, with that reason shown.
One worked example, start to finish
The landlord reference letter in DocuWeave, from upload to approval.
1The document uploaded
The reference letter, a Word file, uploaded as it is.
- 2
The template it became
It found 11 sections and 28 values, and asked 17 questions before publishing. The arrears paragraph appears only when arrears are above £0.
3The paperwork dropped in
The referencing company's request, the rent ledger and the inspection and check-out notes.
4What was found, with sources
28 of 32 values filled from the paperwork, each with the passage it came from.
5What it asked
7 things for a person, starting with the sender's address, which two sources gave differently.
6The approved output
Approved, with Word and PDF downloads.
A free landlord reference letter to download
- Landlord reference letter, filled with fictional details (Word)
- Landlord reference letter, filled with fictional details (PDF)
Use it as it is, or upload it to DocuWeave and make it a template.
DocuWeave is not a law firm. A general template for common situations in England and Wales. It is not tailored to you and we do not update it when the law changes, so check it suits your situation before you use it. Terms.
Made by DocuWeave. Use at your own discretion.
Questions people ask
What should a landlord reference include?
The tenancy dates and rent, how the rent was paid, any arrears, the condition of the property, the deposit at check-out, any complaints, and whether the landlord would let to the tenant again.
Does a landlord have to give a reference?
No. A landlord can decline, but a reference that is given should be accurate and based on records.
Do I need the tenant's permission to give a reference?
The letter records that the tenant asked for the reference and agreed to the information being shared, which is the usual basis for sending it.
Can a reference mention arrears?
Yes, if they are owed. This letter mentions arrears only when they are above £0, and says whether a repayment plan is in place.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.