Free landlord reference letter template (UK)
Been asked to give a reference for a former tenant? This template keeps it factual and quick— tenancy dates, payment record, condition, deposit deductions, and whether you'd let to them again — which protects you as much as it helps the landlord asking.
What's in the template
About you
Your name, contact details, and whether you're the landlord or the managing agent.
The tenancy
Property address, start and end dates, rent, and whether it was a joint tenancy.
Payment record
Whether rent was paid in full and on time, any arrears outstanding, and whether notices were served.
Condition and conduct
Property condition, damage beyond fair wear and tear, deposit deductions, and any complaints.
Overall
The question every requesting landlord actually cares about: would you let to them again?
Declaration
A short statement that the answers are true to the best of your knowledge, then signature and date.
Stick to facts you can evidence
You are not obliged to give a reference at all. If you do, accuracy is what protects you. A reference that is carelessly wrong can draw a complaint from the tenant if it costs them a home, or from the new landlord if they relied on it and it turned out to be untrue.
The practical rule is to answer what your records show and stop there. “Rent paid in full and on time throughout” is a fact. “Two months' rent outstanding when the tenancy ended” is a fact. “Unreliable” is a characterisation, and it is exactly the kind of statement that gets challenged. Assume the tenant will read what you write, because a subject access request will usually let them — landlord references do not get the special exemption that employment references do.
Check the request is genuine first
Reference requests are a known way of extracting personal data under false pretences. If anything feels off, verify the requesting agent or landlord using contact details you have found independently rather than the ones printed on the request, and check with your former tenant that they have actually applied somewhere. Never include bank details or a copy of the tenancy agreement in a reference — nobody needs those to assess an applicant.
If you're the one receiving references
A previous-landlord reference is genuinely useful, and it also has an obvious weakness: a landlord who wants rid of a difficult tenant has every incentive to write a glowing one, and there is nothing stopping an applicant supplying a friend's phone number instead of a real former landlord. That is why a written reference works best alongside checks that do not rely on the applicant's own contacts.
A £9 credit check confirms identity and credit history from a licensed credit reference agency, and a £19 full reference adds verified income and affordability, an employer reference, a previous-landlord reference obtained independently, Right to Rent in England, and anti-fraud checks. Start free with the tenant application form and only pay if you decide to run a check.
FAQ
Am I obliged to give a reference for a former tenant?
No. There is no legal duty on a landlord to provide a tenant reference, and you can decline. If you do give one, though, it needs to be accurate: a reference that is carelessly wrong can expose you to a claim from the tenant if it costs them a tenancy, or from the new landlord if they relied on it. The safest approach is to answer factual questions you can evidence from your own records and leave opinion out of it.
What should a landlord reference letter include?
Confirmation of the tenancy — property address, dates, rent and whether it was joint — then the payment record, the condition the property was left in, any deposit deductions, and whether you would let to the tenant again. Stick to what your records show. Vague praise helps nobody, and unevidenced criticism is where the risk sits.
Do I need the tenant's consent before giving a reference?
You should have it. You are disclosing another person's personal data, so under UK GDPR you need a lawful basis, and the reference having been requested with the tenant's consent is the cleanest one. In practice the tenant has usually consented as part of applying for the new tenancy — the template includes a line confirming that. Only answer what has actually been asked.
Can the tenant see what I wrote about them?
Generally yes. A tenant can make a subject access request to the new landlord or the referencing provider and see the personal data held about them, which will usually include your reference. Employment references have a specific exemption in UK data protection law; landlord references do not enjoy the same protection. Write it on the assumption the tenant will read it, because they may well.
Can I mention rent arrears or damage?
Yes, provided it is accurate and you can evidence it from your records. State the facts — the amount outstanding, the dates, the deductions made and what they were for — rather than characterising the tenant. "Two months' rent outstanding at the end of the tenancy" is a fact. "Unreliable" is an opinion, and it is the kind of opinion that gets challenged.
I've been asked for a reference and I'm not sure the request is genuine. What should I do?
Check before you reply. Reference requests are a known route for obtaining personal data under false pretences — confirm the requesting agent or landlord independently, using contact details you have found yourself rather than the ones in the request, and confirm with your former tenant that they have actually applied. Never include bank details or a copy of the tenancy agreement in a reference.
I'm the landlord receiving a reference — is this the right template?
This one is for giving a reference. If you are vetting an applicant, you want the tenant reference form, which collects the applicant's details and their consent to a credit check, or a paid check that verifies the answers rather than taking them on trust.
Disclaimer:This template and page are general information for UK landlords, not legal advice. Giving a reference involves sharing another person's personal data — if you are unsure what you can properly disclose, take advice before you send it.