How to Write a Landlord Reference for a Tenant UK
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A landlord reference should confirm: tenancy dates, rent amount and payment history, property condition, reason for leaving, and whether you'd rent to them again. Be factual and accurate - you can be liable for misleading references.
Providing a reference for a departing tenant is common practice, but it comes with responsibilities. Here's how to write one properly and protect yourself legally.
What to include in a landlord reference
A good landlord reference covers five key areas: tenancy details, rent payment history, property condition, reason for leaving, and your overall recommendation.
Include these essential elements:
- Tenancy dates - Start and end dates of the tenancy
- Property address - The rented property address
- Rent amount - Monthly rent and payment frequency
- Payment history - Whether rent was paid on time and in full
- Property condition - How well they maintained the property
- Reason for leaving - End of fixed term, relocation, etc.
- Would you rent to them again? - Your overall recommendation
For comprehensive tenant checks, see our tenant referencing guide.
Sample landlord reference template
Use this template as a starting point. Adapt it to reflect the specific circumstances of your tenancy.
LANDLORD REFERENCE
Date: [Date]
To Whom It May Concern,
I am writing to provide a reference for [Tenant Name] who rented my property at [Property Address] from [Start Date] to [End Date].
Tenancy Details:
Monthly rent: £[Amount]
Tenancy type: Assured Shorthold Tenancy
Rent Payment:
[Tenant Name] paid rent [on time each month / was occasionally late / had arrears of £X]. [Include any relevant details about payment reliability.]
Property Condition:
The property was [maintained in good condition / returned in acceptable condition / required some repairs beyond normal wear and tear]. [Briefly describe if relevant.]
Reason for Leaving:
[The tenant gave proper notice to relocate / The fixed term ended / Other reason.]
Recommendation:
[I would / would not] rent to this tenant again. [Optional: brief explanation.]
If you require any further information, please contact me at [Phone/Email].
Yours faithfully,
[Your Name]
[Your Contact Details]
What NOT to include in a landlord reference
Avoid personal opinions, protected characteristics, and unverified information. Stick to facts you can prove.
Do not include:
- Protected characteristics - Race, religion, age, disability, sexual orientation, pregnancy
- Unverified claims - Rumours or suspicions you cannot prove
- Personal opinions - Subjective judgements like "difficult" or "unpleasant"
- Medical information - Any health-related details
- Family circumstances - Details about children, relationships, etc.
- Disputes still in progress - Deposit disputes or ongoing legal matters
Can I give a bad reference?
Yes, but it must be accurate and factual. You can mention rent arrears, property damage, or lease breaches if they are documented and true.
You are protected when giving a negative reference if:
- Every statement is factually accurate
- You can evidence your claims (rent records, photos, correspondence)
- You stick to objective facts, not opinions
- You don't include protected characteristics
Example of acceptable negative reference wording:
"Rent was paid late on 6 occasions during a 12-month tenancy. At the end of the tenancy, £450 was deducted from the deposit for cleaning and damage repair as documented in the checkout report."
Legal liability for references
You can be liable for both false negative references (defamation) and false positive references (negligent misrepresentation).
| Risk | When It Applies | Who Can Sue |
|---|---|---|
| Defamation | False negative statements | Former tenant |
| Negligent misrepresentation | Misleading positive reference | New landlord |
| Discrimination | Reference mentions protected characteristics | Former tenant |
The safest approach is to be accurate, factual, and able to evidence everything you write.
What if I don't want to give a reference?
You have no legal obligation to provide a reference. You can decline, provide a minimal factual response, or confirm only basic details.
Your options:
- Decline entirely - Simply say "I don't provide references"
- Minimal response - Confirm only tenancy dates and address
- Factual only - Confirm dates, rent amount, and payment record without recommendations
Example minimal response:
"I can confirm that [Tenant Name] rented [Property Address] from [Start Date] to [End Date] at a monthly rent of £[Amount]. I am not able to provide further information."
Responding to reference requests
Reference requests typically come from letting agents or new landlords. Respond promptly and professionally to help your tenant move on.
When you receive a request:
- Verify the requester - Check they are a legitimate landlord or agent
- Check tenant consent - Ensure tenant has authorised the reference
- Gather your records - Review rent records, correspondence, checkout report
- Respond promptly - References are often time-sensitive
- Keep a copy - Retain a record of what you provided
Use our end of tenancy checklist to ensure all documentation is in order before providing a reference.
Frequently asked questions
Do I have to give a tenant reference?
No, there is no legal obligation for landlords to provide a reference. However, refusing without good reason may seem suspicious to the tenant's new landlord. If you don't want to give one, you can simply decline or confirm only basic facts like tenancy dates.
Can I be sued for a bad reference?
Yes, you can be sued for defamation if you make false statements, or for negligent misrepresentation if you give a misleading positive reference. The key is to be factual and accurate. Stick to verifiable facts and avoid subjective opinions that could be challenged.
What if tenant was difficult but paid rent on time?
Focus on factual, verifiable information. You can confirm they paid rent on time, which is accurate. For other issues, either decline to comment or stick to documented facts. Avoid subjective characterisations like "difficult" - instead, reference specific documented incidents if relevant and factual.
Managing this yourself?
LandlordOS helps UK landlords stay compliant and organised:
- Automatic compliance reminders for Gas Safety, EICR, EPC
- Document storage with AI-powered certificate reading
- Tenancy tracking and rent management
LandlordOS tip
Keep detailed records throughout every tenancy - rent payment logs, maintenance requests, correspondence, and checkout reports. This documentation protects you when writing references and makes it easy to provide accurate, factual information without relying on memory.