Employer reference request letter for a tenant (free template)
Need to verify a tenant's employment? This letter asks their employer to confirm job title, start date, contract type, salary and hours — enough to check affordability, and no more.
Applicant self-employed? There's no employer to ask — see how to reference self-employed tenants (accountant's reference or SA302 instead).
Employment reference request letter
Copy the letter, replace everything in [square brackets], and delete the options that don't apply — options are separated by a slash. Send it only once the applicant has signed their consent. This is a general template, not legal advice.
Employer reference request
[Your full name][Your address or business address][Telephone] · [Email]
[Date]
To: [HR, payroll or line manager's name][Employer's registered company name]Re: Employment reference for [applicant's full name]
Dear [name],
[Applicant's full name] has applied to rent a property from me and has given [employer's name] as their employer. They have consented to me asking you to confirm the details below, and a copy of their signed consent is [attached / available on request].
I only need enough to check that the rent is affordable. If your policy is to confirm dates and job title only, that is fine — please just say so.
1. Is [applicant's name] employed by you, and since what date?2. What is their job title?3. Is the role [permanent / fixed-term or contract, ending on [date] / agency or zero-hours]? Are they currently in a probationary period?4. What is their basic annual salary before tax? Do they receive regular overtime, commission or bonus on top?5. Do they work [full-time / part-time, about [number] hours a week]?6. Has notice been given by either side to end the employment?
I will use your reply only to assess this application, keep it securely, and delete it when it is no longer needed. Please be aware that [applicant's name] may be able to see your reply if they ask for the personal data I hold about them.
If you could reply by [date], [by email to [email address] / by phone on [telephone number]], I would be very grateful. Thank you for your help.
Yours sincerely,
[Signature][Print name][Landlord / Letting agent]
What to ask an employer
Ask only what you need to decide whether the rent is affordable and the income is steady. That is what UK GDPR expects, and a short request is far more likely to get an answer from a busy HR team.
Job title and start date
Confirms the applicant works there and for how long. A long-standing role is a steadier income than one that started last month.
Permanent, contract or probation
A fixed-term contract ending before your tenancy, or a probation period, changes how secure the income is.
Salary
Basic annual salary before tax, and whether overtime, commission or bonus is regular — the figure you test affordability against.
Hours
Full-time or part-time, and roughly how many hours. Useful when the salary is quoted as an hourly rate.
Notice given
Whether either side has given notice. Rarely the answer, but the one that matters most when it is.
Leave out performance, sickness or disciplinary history, National Insurance number, date of birth and bank details. None of them helps you decide on a tenancy, and asking for them is hard to justify. To test the salary against the rent, use the rent affordability calculator.
Check the employer is genuine
Tenant employment verification only works if the person replying really is the employer. The applicant chooses who you contact, so check independently:
- If it's a limited company, look it up on Companies House. It is free and shows whether the company exists, whether it is active, when it was incorporated and its registered office. A company formed a few weeks ago, or one that has been dissolved, needs explaining.
- Find the contact details yourself. Ring the switchboard or email HR using details from the company's own website, not a mobile number or personal email the applicant gave you.
- Match it against the paperwork. The salary should line up with recent payslips and with the net pay arriving in the applicant's bank account. Our guide on how to spot fake payslips covers the tell-tale signs.
Consent, UK GDPR, and what to expect back
Get the applicant's written consent before you contact their employer, and tell them who you will contact and why. A tenant reference form collects the employer's details and that consent together. Keep the reply securely and only for as long as you need it.
Employers are not obliged to reply, and many will confirm only dates of employment and job title as a matter of policy. That is normal, not a warning sign — fill the gap with payslips and bank statements. For how employer references fit alongside credit, Right to Rent and landlord references, see how to reference a tenant.
Self-employed applicants
A self-employed tenant has no employer to give a reference. Ask instead for a reference from their accountant, or their SA302 tax calculations and tax year overviews, alongside business bank statements. Referencing self-employed tenants walks through what to ask for.
Or let RentFig get the references for you
A RentFig £19 full reference obtains the employer and previous-landlord references for you, plus income and affordability, a credit check and a digital Right to Rent check — usually within 7 working days, because it waits on the referees replying. If you only need a £9 credit check, it can be back the same day once the applicant completes their form.
FAQ
What should an employer reference for a tenant include?
Enough to judge whether the rent is affordable and the income is steady: the applicant's job title, start date, whether the role is permanent, fixed-term or on probation, their basic salary before tax (and any regular overtime or bonus), their hours, and whether notice has been given. You do not need their performance, sickness record, National Insurance number or bank details — ask only what you need.
Does an employer have to give a reference for a tenant?
No. Employers are not obliged to reply, and many have a policy of confirming only dates of employment and job title. That is still useful: pair it with recent payslips and the matching salary payments on bank statements to evidence the income.
Do I need the tenant's consent to contact their employer?
It's best practice to have it, in writing, before you make contact. Under UK GDPR you need a lawful basis for collecting the applicant's data from a third party, and you need to tell them who you will contact and why. Most employers will not reply without seeing that consent anyway.
How do I check the employer is genuine?
If the employer is a limited company or LLP, look it up on Companies House (free) to confirm it exists, is active and roughly matches what the applicant has told you. Then find the switchboard or HR contact yourself from the employer's own website rather than using a mobile number or personal email the applicant supplied. Public-sector employers, sole traders and many charities aren't on Companies House, so use their official switchboard. A reference from a generic email address, or a company incorporated a few weeks ago, deserves a closer look.
What if the applicant is self-employed?
There is no employer to ask. Instead, ask for a reference from their accountant, or their SA302 tax calculations and tax year overviews for the last one or two years, alongside business bank statements.
What if they have just started a new job or are on probation?
Ask the employer to confirm the start date, salary and when probation ends, and ask the applicant for their offer letter or contract. If the income is new or not yet secure, a guarantor or a larger buffer between rent and income can bridge the gap — that is a judgement call for you, not a rule.
Disclaimer: This is a general template and general information for UK landlords, not legal advice. You are collecting another person's personal data — if you are unsure what you can properly ask for or keep, take advice first.