Previous landlord reference request letter (free template)
Vetting an applicant? This letter asks their previous or current landlord the questions that matter — rent paid on time, arrears, condition, notice given, and whether they would let again — and nothing you don't need.
Been asked to give a reference for a former tenant? Use the landlord reference letter template instead.
Landlord 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.
Previous landlord reference request
[Your full name][Your address or business address][Telephone] · [Email]
[Date]
To: [Previous landlord's or letting agent's name]Re: Reference request for [applicant's full name]
Dear [name],
[Applicant's full name] has applied to rent a property from me and has given your details as [their current / a previous] landlord for [the address they rented from you]. They have consented to me contacting you for a reference, and a copy of their signed consent is [attached / available on request].
I would be grateful if you could answer the questions below from your own records. Short answers are fine. If you would prefer only to confirm the tenancy dates, please just say so.
1. Did [applicant's name] rent the property from you, and between which dates?2. What was the rent, and how often was it payable?3. Was the rent paid in full and on time? Is any rent or other money owed to you now?4. Was the property kept in good condition, allowing for fair wear and tear? Was anything deducted from the deposit, and if so what for?5. Has notice been given by either side? If so, on what date, and was it the tenant's notice or yours?6. Would you let to [applicant's name] again?
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]
Landlord reference check questions
Five questions do almost all the work. Ask only what you need to decide whether to offer the tenancy — that is what UK GDPR expects, and short requests get answered more often.
Tenancy dates and rent
Confirms the applicant really lived there, for as long as they say, at the rent they say.
Rent paid on time, and arrears
Whether rent was paid in full and on time, and whether anything is still owed now.
Condition and deposit
Whether the property was looked after, allowing for fair wear and tear, and what (if anything) came off the deposit.
Notice given
Whether the tenant gave notice or the landlord served it — and if the landlord did, that is worth a follow-up question.
Would they let again?
The single most useful question. A hesitant answer often tells you more than the rest of the reference.
Leave out anything you would not use: date of birth, bank details, a copy of the old tenancy agreement, or opinions about the applicant's lifestyle. Facts the landlord can check against their own records are more reliable, and easier for them to give.
Check the referee is genuine
The weak point of any landlord reference is that the applicant chooses who you contact. A friend with a mobile number can pose as a landlord in a two-minute call. Before you rely on what you are told:
- Find the contact details yourself. For a letting agent, use the office number on its own website, not the one the applicant gave you.
- Check who owns the property. In England and Wales, an HM Land Registry title register for the applicant's previous address costs £7 online and names the registered owner (Scotland and Northern Ireland have their own registers). If the “landlord” isn't the owner or a genuine agent for them, ask why.
- Cross-check what you already have. The tenancy dates should match the address history on the application, and rent payments usually show up on bank statements.
- Ask the landlord before the current one. A current landlord who wants a problem tenant gone may write a glowing reference; an earlier one has nothing to gain.
Consent, UK GDPR, and what to expect back
Get the applicant's written consent before you contact anyone, and tell them who you will contact and why. A tenant reference form collects the previous landlord's details and that consent in one go. Keep what you receive securely and only for as long as you need it.
Referees are not obliged to reply, and some will confirm only the tenancy dates. Chase once, politely; if nothing comes back, look for the same facts elsewhere rather than treating silence as a red flag on its own. The applicant may also be able to see what the referee said if they make a subject access request, so the letter tells the referee that up front.
For the full process — credit, income, Right to Rent and references together — see how to reference a tenant.
Or let RentFig get the references for you
A RentFig £19 full reference obtains the previous-landlord and employer 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 I ask a previous landlord in a reference request?
Keep it to what you need to decide on the tenancy: the dates of the tenancy and the rent, whether rent was paid in full and on time, whether anything is still owed, the condition the property was kept in and any deposit deductions, whether notice was given and by whom, and whether they would let to the applicant again. You do not need the applicant's date of birth, bank details or a copy of the old tenancy agreement, and asking for more than you need is harder to justify under UK GDPR.
Is a previous landlord obliged to give a reference?
No. There is no legal duty on a landlord to reply, and some will only confirm the tenancy dates. A short or missing reply is not, by itself, a bad sign — but if a referee will not even confirm that the applicant lived there, ask the applicant for another way to evidence their rental history, such as rent payments on bank statements.
Do I need the applicant's consent to contact their landlord?
It's best practice to have it, in writing, before you make contact. You are collecting personal data about the applicant from a third party, so under UK GDPR you need a lawful basis and you need to tell the applicant who you will contact and why. A signed consent on the application form covers both, and it also reassures the previous landlord that they can properly reply.
How do I know the reference is from the real landlord?
Do not rely only on the phone number or email the applicant gave you. In England and Wales, check who owns the applicant's previous address with an HM Land Registry title register (£7 online; Scotland and Northern Ireland have their own registers), and for a letting agent find the office number yourself from its website. If the name on the reference does not match the owner or a genuine agent, ask why before you go further.
Is a current landlord's reference as good as a previous landlord's?
Not always. A current landlord who wants a difficult tenant to leave has an incentive to give a glowing reference. Where you can, ask the landlord before that one as well — they usually have less to gain either way.
Is this the same as a landlord reference letter template?
No — this letter asks for a reference. If you have been asked to give a reference for a former tenant of your own, use the landlord reference letter template instead, which covers the answers rather than the questions.
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.