Proof of Rent payment Letter (tips +4 samples )

This post cover proof of rent payment letter.

It shows four different samples of proof of rent payment letter/rent confirmation letter and gives useful tips to help you learn how to write a proof of rent letter.

Let’s dive right in

How to show proof of rent payments

Proof of rent payments may be shown through an official letter or certificate technically known as a Proof of rent payment letter or rental verification or a Proof of Rent Payment Certificate which is prepared by the landlord to prove that a tenant is occupying the property and that he pays rent.

For example, if the tenant wants to show proof of rent payment to a bank so that he can obtain a loan or mortgage, he must submit the proof of rent payment letter from his landlord to that effect.

What is the Proof of Rent Payment Letter?

Proof of rent payment letter or rental verification letter is the formal letter written by the landlord to certify that his or tenant is occupying the property and that he/she pays rent.

Proof of rent payment letter is commonly required when the tenant is applying for a loan or enrolling in school for the purpose of showing the tenant’s amount of rent and rental payment history.

Rental verification letters are used by tenants to prove that he occupies the property and that he pays rent on time. Banks use proof of rent payment letters to assess the tenant’s credibility before granting them a loan or mortgage.

How to Write a Proof of Rent payment Letter

Proof of rent letter is typically written in a business letter format. To write a proper Proof of rent letter make sure you are writing to the proper authority, your letter contains all required information, and let the tenant approve and confirm its details before delivering.

The following is how to write a proof of rent payment letter properly.

Make sure you write to the proper person

In most cases, a landlord will be required to write a proof of rent payment letter by a bank or any other institution.

To avoid exposing your tenant’s information to improper individuals, you need to verify the request to write the letter before doing it.

It’s not a problem if the request comes from the tenant himself.

But when the request comes from an outside institution, the landlord should check it to avoid identity theft by someone impersonating a bank or other organization in order to obtain information about a tenant.

Remember! It is the landlord’s responsibility to ensure that the person making the request is legitimate.

To properly verify the request, first, you can pay a visit or contact the relevant institution via, email, phone, or a verified social account, and the second contact the tenant to ensure that he is aware of the request from the organization.

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Gather important details

Make sure you have all the important details to make your proof of rent payment letter useful.

Proof of rent payment letters usually includes information about the tenant, demonstrating that they are currently renting and have a strong track record of paying rent on time.

In addition, to that, your letter must include the following;

  1. Details of your contact information
  2. The name of your tenant
  3. Address of the rental property
  4. The cost of renting
  5. Confirmation that your tenant has paid their rent on time.

You can easily get all of the information from the lease agreement that you entered with your tenant.

Formatting your letter

The following is how to arrange and properly write the proof of rent payment letter

Your address

Your address is the first thing on your rental verification letter.

Place it in the upper left corner of your letter. Use a heading letter to keep things professional.

Your name, postal address, and physical address must all be plainly visible. A phone number, email address, and personal website may also be included.

for example

Brown O’Connor
20 West Street
WESTOWN NSW 3333

Date

Your letter of verification of rent payment must be dated.

Below your address, write a date.

as an example

Brown O’Connor
20 West Street
WESTOWN NSW 3333

 01/03/20..

Institution address

after the date, write the institution address.

The institution address must include the name and position of the requesting person, the business address should show the physical and mailing address. If you don’t know the name it’s okay to use only the position.

for example

Brown O’Connor
20 West Street
WESTOWN NSW 3333

01/03/20..

Head of loan Department
ABC Bank
100 South Fourth Street – Suite 100
Minneapolis, MN 55475

or

Jackson Goodluck, 
Head of loan Department
ABC Bank
100 South Fourth Street – Suite 100
Minneapolis, MN 55475

Salutation

Salutation is a formal means of expressing respect for the person being addressed.

The salutation can be put before or after the letter’s subject.

You can use the person’s name or position as a salutation instead of the customary Dear/sir/madam. For example, Dear Manager, Dear Michael, etc.

Learn more bout modern salutation here

for example

Brown O’Connor
20 West Street
WESTOWN NSW 3333

01/03/20..

Head of loan Department
ABC Bank
100 South Fourth Street – Suite 100
Minneapolis, MN 55475

Dear Head of loan Department

or

Dear Goodluck

Subject

Below the salutation, write the subject of your letter.

The subject of the letter should be bolded or underlined or italicized and it will be well framed to capture its purpose.

For example

Brown O’Connor
20 West Street
WESTOWN NSW 3333

01/03/20..

Head of loan Department
ABC Bank
100 South Fourth Street – Suite 100
Minneapolis, MN 55475

Dear Goodluck

RE: Rental Verification

or

RE: Rental Verification for [name of your tenant]

or

RE: Proof of Rent payment for [name of your tenant]

First Paragraph/Introduction

The opening paragraph of your Proof of Rent payment letter should state who is writing it and why it is being written. It should also include the property address and tenant’s name so that the letter’s purpose is apparent.

for example

Brown O’Connor
20 West Street
WESTOWN NSW 3333

01/03/20..

Head of loan Department
ABC Bank
100 South Fourth Street – Suite 100
Minneapolis, MN 55475

Dear Goodluck

RE: Rental Verification for Mark Adrian

My name is Brown O’Connor the legal owner of the House No. 11 located at 21 East Street WESTOWN NSW 3333 and im writting this letter to confrim tha Mark Adrian is my tenant to the said house for the past five years, his current lease ends on 1/01/2025.

Body paragraphs

The body paragraphs of the Proof of Rent payment letter should show that the tenant is in possession of the property, the rental history of the tenant, and his personal character.

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for example

Brown O’Connor
20 West Street
WESTOWN NSW 3333

01/03/20..

Head of loan Department
ABC Bank
100 South Fourth Street – Suite 100
Minneapolis, MN 55475

Dear Goodluck

RE: Rental Verification for Mark Adrian

My name is Brown O’Connor the legal owner of the House No. 11 located at 21 East Street WESTOWN NSW 3333 and im writting this letter to confrim tha Mark Adrian is my tenant to the said house for the past five years, his current lease ends on 1/01/2025.

Adrian pays $1,000 every month as a rent and has never missed a payment deadline. He is a nice tenant, and when the time comes to extend the lease, I will gladly do so.

Closing Paragraphs

The closing paragraphs of the proof of Rent payment letter should recommend the tenants and provide the landlord’s contact information.

Conclude your letter by including your name and signature.

for example

Brown O’Connor
20 West Street
WESTOWN NSW 3333

01/03/20..

Head of loan Department
ABC Bank
100 South Fourth Street – Suite 100
Minneapolis, MN 55475

Dear Goodluck

RE: Rental Verification for Mark Adrian

My name is Brown O’Connor the legal owner of the House No. 11 located at 21 East Street WESTOWN NSW 3333 and im writting this letter to confrim tha Mark Adrian is my tenant to the said house for the past five years, his current lease ends on 1/01/2025.

Adrian pays $1,000 every month as a rent and has never missed a payment deadline. He is a nice tenant, and when the time comes to extend the lease, I will gladly do so.

Adrian is a fantastic tenant, and I can attest to their trustworthiness and responsibility.

If you have any queries about this verification please contact me at +1 (918) 001-0002 or landlord@gmail.com

Sincerely

Sign:

Brown O’Connor

Let the tenant verify the letter

Now your letter is ready. Let your tenant approve and confirm the details in your proof of rent letter.

In addition, the tenant should double-check that all of the needed information is included and that the letter format follows the bank’s criteria. This should assist to avoid future conflicts.

Proof of Rent payment Letter samples

The following are the samples/ templates of the Proof of Rent payment Letter/ rental verification letter

sample 1: Proof of Rent payment Letter sample

Brown O’Connor
20 West Street
WESTOWN NSW 3333

01/03/20..

Head of loan Department
ABC Bank
100 South Fourth Street – Suite 100
Minneapolis, MN 55475

Dear Goodluck

RE: Rent Confirmation Letter for Mark Adrian 

My name is Brown O’Connor, and I am the legal owner of House No. 11 at 21 East Street WESTOWN NSW 3333. I am writing to confirm that Mark Adrian has been my tenant for the past five years, with his current lease expiring on January 1, 2025.

Adrian pays $1,000 in rent every month and has never missed a due date. He is a pleasant tenant, and I will gladly extend his lease when the time comes.

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Adrian is an excellent tenant, and I can vouch for their dependability and accountability.

Please contact me at +1 (918) 001-0002 or landlord@gmail.com if you have any questions regarding this confirmation.

Sincerely

Sign:

Brown O’Connor

sample 2: Proof of Rent payment Letter template

Your Name
Your Address
City, State, Zip Code

DATE

Name of addressee
His Position
Address
City, State, Zip Code

Dear [last name or position of the addressee]

RE: Proof of Rent payment for [name of your tenant]

My name is [landlord name], and I am the legal owner of [property name and address]. I’m writing to certify that [name of tenant] has been my tenant for the past [duration of tenancy] and that his current lease will expire on [date of lease expiration].

Every month, [name of the tenant] pays [amount of rent paid] in rent and has never missed a payment deadline. He is a pleasant tenant, and when the time comes, I will gladly extend his lease.

[Tenant’s name] is a fantastic tenant, and I can attest to their reliability and responsibility.

If you have any issues with this confirmation, please contact me at [mobile number] or [email address].

Sincerely

Sign:

[landlord name]

Sample 3: Rent Confirmation Letter sample

Your Name
Your Address
City, State, Zip Code

DATE

Name of addressee
His Position
Address
City, State, Zip Code

Re: Rent Confirmation Letter

Dear [last name or position of the addressee]

This letter serves as formal certification that the [tenant’s name] has resided in my rental property, [house/apartment name and address], for [the specific period of time]. He/She has a lease that expires on [date] and moved in on [date].

The monthly rent for [tenant’s name] is [amount]. He’s been a wonderful renter, and I’ve had no problems with him since he moved in. He ensures that the rent is paid on time and that the property is kept in outstanding condition. I’ve had very few service issues with the property, and whenever I’ve needed to go inside, I’ve always been pleased.

Please contact me at [mobile number] if you have any further questions.

Sample 4: Proof of Rent Payment Certificate sample

This is to certify that Isack Newton has been a tenant in my rental unit located at 21 East Street WESTOWN NSW 3333 from 1/01/2022 to 1/01/2027.

The rent has always been paid in full, regularly, and on time. The tenant is not in any arrears with their rent.

Landlord:  

Brown O’Connor
20 West Street
WESTOWN NSW 3333
+1 (918) 001-0002
landlord@gmail.com

signed:………………………….. at [place] on [date]

Wrapping up

writing a proof of rent payment letter is a huge responsibility. So the following is how you can do it properly

  1. Verify the addressee
  2. gather all important details
  3. start with your address
  4. add the date
  5. provide the addressee’s address
  6. write the subject of the letter
  7. salute the addressee
  8. Start your first paragraph with a statement that expresses why you right the letter.
  9. In body paragraphs, shows that the tenant is reliable
  10. In the closing paragraphs, recommend the tenant and provide your contact information.

See also:

Isack Kimaro

Editor-in-chief and founder of sherianajamii.com. Holder of Bachelor of Laws (LL.B) from Mzumbe University and Post Graduate Diploma in Legal Practice from the Law school of Tanzania. Lawyer by profession and blogger by passion.

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