How Landlords Should Write Tenant References with Templates

A good tenant reference helps the next landlord make an informed decision while protecting you from legal risk. The safest approach is simple: be consistent, be factual and only share what you can evidence. Here is a practical guide on how to write tenant references that are effective and avoid legal risks.

Are you obliged to write tenant references?

In the private rented sector you are not usually required to provide one, but many landlords do as a professional courtesy. If you decline, offer a neutral confirmation of dates and rent paid to avoid delaying the tenant’s move. Consider how helpful you would find it to receive a reference when you next let a property to new tenants. This will guide you towards whether you should agree to provide one.

Ground rules to reduce legal risk

• Get written consent. Ask the tenant to authorise you to share information with the named recipient. Keep this on file.

• Verify the requester. Confirm the email domain and phone number before disclosing anything.

• Stick to facts you can evidence. Use your inspection reports, notices served and other documents to back up your reference. Avoid speculation and hearsay.

• Be proportionate and relevant. Share only what the next landlord needs to know to manage risk: payment behaviour, tenancy conduct, property condition and so on.

• Avoid sensitive or discriminatory data. Never mention health, disability, religion, race, sexual orientation, pregnancy or other protected characteristics. Do not comment on immigration status beyond confirming you conducted the legally required checks at the time.

• Mind defamation and negligent misstatement. If you cannot prove it, do not include it. A “good faith” disclaimer helps set context but does not excuse reckless statements.

• Data protection. Explain that you are sharing limited information for referencing purposes, send it securely and retain a copy of what you sent and why.

What to include when you write tenant references (with examples)

• Identity and tenancy basics: Tenant’s name, the let property address, start and end dates, tenancy type, and monthly rent.

• Payment performance: “Rent was received in full and on time in 11 of 12 months. One payment was 9 days late and subsequently cleared.”

• Arrears status: “No arrears at checkout” or “£420 arrears outstanding at tenancy end on [date].”

• Conduct of tenancy (documented only): Any written breach notices served, confirmed noise complaints with outcomes or formal warnings. If there were none, say so.

• Property condition at move-out: Reference your check-out report and inventory. Note deposit deductions and whether these were agreed or decided via ADR.

• Right to Rent check completed (yes/no): Do not share copies of documents.

• Your contact details: For verification or clarifications.

What to leave out

• Opinions about personality, lifestyle or “gut feel”

• Unproven allegations or neighbour gossip

• Sensitive personal data or anything that could be discriminatory

• Irrelevant history (for example, medical matters, family circumstances)

• Excessive narrative: keep it brief and verifiable

Handling negative information

If you need to report serious issues, be concise and evidence-led:

• State the fact, the date, and the outcome: “Section 8 notice served on [date] for rent arrears of £X. Tenant cleared the balance on [date]; notice withdrawn.”

• Avoid loaded language. Let the documents do the talking.

• If you are unsure, provide a neutral reference rather than risking an inaccurate one.

  
  

Sample templates you can adopt

1) Full factual reference (preferred)

Tenant: [Full name]

Property: [Address]

Tenancy type and term: [AST, start date – end date]

Monthly rent: £[amount]

Payment history: Rent received in full and on time in [X] of [Y] months. [Any late payments: number and average days late.] Balance at end of tenancy: £[0 or amount].

Conduct and breaches: [None recorded] / [Breach notice issued on DD/MM/YY for (brief description). Resolved on DD/MM/YY.]

Property condition at check-out: [Returned in line with inventory] / [Deposit deduction £X agreed/awarded for (brief reason).]

Right to Rent: Checks completed at tenancy start.

Notes: This reference is based on our records and the signed inventory and check-out report.

Contact: [Name, role, phone, email]

2) Neutral reference (if you prefer not to comment)

Tenant: [Full name]

Property: [Address]

Tenancy dates: [Start – End]

Monthly rent: £[amount]

We confirm the tenancy details above. We do not provide further commentary. Please contact us if you need to verify this information.

Get help checking references

Now you know how to write tenant references, you might still need help checking references from other landlords. As part of our full-service lettings management solution, we deal with legal compliance, including analysing reports from previous property owners. To see the full service packages, see the Make Lettings Easier page.