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Proof of Residency Letter

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Updated Aug 2, 2023
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A letter of residency is a legal document that acts as confirmation that a person resides at a specific address. Their statement is followed by signatures from the other party (landlord) and acknowledge that the individual named in the document resides where they say they do. Download this legal template in PDF format, fill out the key data, and submit the prepared document quickly and seamlessly.

Template Description

Envelope and letter titled "Proof of Residency Letter", man and woman at discussion, and a house

There is a good chance you’ve been asked to tender a letter for proof of residency by your bank, a public authority, or another institution and it’s not hard to see why. In a world where a lot hinges on online & physical safety, a letter for proof of residency — a formal document that verifies residence of a particular address — ensures certain services or public resources don’t go to the wrong beneficiaries. 

Besides helping to verify that a person truly resides at the given address as claimed, anyone moving into a new rental property will likely need proof of residence. And there are many such instances: from registering a new address for their driver’s license & voter’s registration IDs to even setting up new utility bills.

This document is perhaps one of the easiest you will ever have to create, especially when your proof of residence letter template is doing much of the heavy lifting.  

Leaving out certain vital elements could render it not fit for purpose. So this easy-to-use proof of residency letter template contains all the details to help you legally prove residence.

What Is a Proof of Residency Letter?

In simple terms, it’s a document that answers the question, “Does this tenant truly live in a particular property?” 

Otherwise known as an affidavit of residence, a letter for proof of residency is a signed affidavit indicating that a person actually resides at a specific address. 

In several cases, the Department of Motor Vehicles (DMV) requires this type of letter when a person applies for a driver's license or street parking privileges. Other entities, whether public or private, can also request such letters.

Generally, landlords and employers draft proof of residency letters and include supporting documents like IRS form W-4 and lease agreements to provide evidence to strengthen the claim. 

In other cases, the letter may also be required to be notarized. When a proof of residency letter is notarized, it shows that the letter is authentic, legally obtained, and that the parties to the letter are not impersonators or making a false claim. 

Unlike other types of letters commonly requested by tenants, a proof of residency letter is a mere admission of a fact — that the person in question leased the property from the landlord and actually resides at the said address. 

As such, it doesn’t require vouching for the tenant or passing any assessment of their character or qualities. This is where it differs from a letter of reference or letter of recommendation.

Parties of the Proof of Residency Letter

In terms of execution, there are mainly two parties to a letter for proof of residency: the landlord (who issues the letter), and the tenant (who demands the letter upon the request of a third party).

  • A tenant is the one who asks for a proof of residency letter from the landlord, and this usually precedes a request from a third party to verify their residence. Scribble down the name of the tenant requesting the residency letter. As a general rule, also make sure they’re 18 or above.

  • The landlord is the party that provides the letter as part of the fulfillment of their tenant management duties. Whether an organization or an individual, landlords are duty-bound to issue the letter for proof of residency upon request from the tenant or a third party.
Insight

When a third party requests proof of residency without the knowledge of your tenant, you’re duty-bound to seek and obtain your tenant’s consent before providing their personal information. 

As a landlord, personal information withheld by virtue of your position as the property owner remains the exclusive property of your tenant. So, providing this information without (expressly written) consent could expose you to a lawsuit and other legal liability from your tenant. 

Key Terms

  1. Names of parties: Tenants and Landlords must be identified by their name (except where the tenant is under 18 years of age).

  2. Date of Issuance: Like any other letter, you begin a letter for proof of residency by stating the date on which it is written. 

  3. Landlord's information: Include name, address, along with contact details (phone number, email address, or fax) in the letter.

  4. Tenant's Information: Input the tenant's full name, address, and contact details (phone number and email address). 

  5. Letter Heading: Ensure to use a clear and concise heading that’s devoid of ambiguity. "Proof of Residency Letter" will suffice.

  6. Statement of Residency: A clear, written statement that the purpose of the letter is intended to serve as proof of residency for the tenant. 

  7. Complete details of the Rental Property: Provide a brief overview of your rental property, detailing the full address, unit/block number (where applicable), and any other important facts about the address. 

  8. Duration of Residency: State how long the tenant's residency is expected to span. Is the lease ongoing or for a fixed term? Recall and cite the date when the tenant’s lease began. 

  9. Details of Rent Payment: How much is the rent? How often it is paid (monthly, weekly, etc.), and which payment method is used (e.g., check, online transfer). 

  10. Good Standing & Landlord’s Signature: Highlight that the tenant is currently of good standing and pays rent when due, after which the landlord signs the letter with their name & title.

What Is the Purpose of a Proof of Residency Letter?

At its core, a letter for proof of residency serves one purpose — to confirm where a person lives. This being the case, it’s fairly common to see it used across different institutions for legal, administrative, and practical purposes. 

For the party requesting this letter, establishing your identity and address is the goal. Private and public organizations, government agencies, schools, and banks, all rely on this method to confirm your residence towards making you eligible for certain services. 

So, if you’re a landlord and you’ve been asked to tender one of these, don’t fret. A proof of residency letter template is a handy fix to help you in your bid to establish your tenant’s residency claim t! 

Requirements for letters proof of residency vary across states and institutions, but generally, some common types of documents are accepted as proof of residency. They include:

  • IRS Form W-4; 

  • Drivers license or ID;

  • Residential lease, deed, or mortgage statements;

  • Utility bills;

  • Voter registration;

  • Mobile phone bills;

  • Health insurance card;

  • Vehicle title or registration;

  • Residency permit;

  • Tax returns or property tax bill;

  • Letter of employment;

  • Credit card and bank statements; and

  • Paystubs and paychecks.

What Is Included in Letters for Providing Proof?

Let’s start with what you shouldn’t include. A proof of residency letter serves to testify that the tenant lives on the property of the landlord or property owner. Simple as that. 

This means you’re not allowed to ask questions, give opinions, or chime in with additional information, as these will be surplus to requirements.

The document should feel professional and straight to the point. A ‘business letter’ format is an applicable rule of thumb to follow, which is usually of a shorter length. 

And when it comes to how the letter for proof of residency is formatted across states, there is not a world of difference. Although, there are some general rules:

The Purpose of the Letter

In your proof of residency letter, you want to answer the question, “what is being asked of me in my capacity as a landlord?” 

Build your response around these queries. This will help you tailor your message in a personalized manner so it reads as a response to the third party's questions. 

If there are no pre-set questions to be answered and your tenant is unsure about what questions they may be asked, you can make safe bets on likely questions and answer them in your letter.

Support Documents

Regarding supporting documents, the requesting entity is expected to provide a list of supporting documents it deems acceptable. This documentation will act as a cover letter if you’re unable to notarize it.  

Supporting documents basically help you streamline the process. If you’re unsure about which documents to attach to your proof of residency letter, documents like your tax return, mortgage, health insurance card, bank statement, and of course, your lease agreement are all admissible when proving residency.

Content of the letter

Your proof of residency letter must incorporate the following components:

  1. A statement affirming that, indeed, the tenant lives in your rental property and at the said address.

  2. The particulars of the lease agreement — when it commenced and when it will expire.

  3. A list of any other persons who are parties to the lease agreement or live at said property with the tenant.

  4. Some form of supporting evidence (since — let’s face it — an affidavit of residence is merely a statement of fact that the tenant does indeed reside in the property).  

  5. How much rent is paid by the tenant.

  6. Your signature, which must be original (no virtual signatures or stamps unless authorized by the requesting party).

How To Write a Proof of Residency Letter?

The letter for proof of residency is not overly complicated to create — especially when there is a clear understanding of what information is required of you. 

While the specific content may differ (based on the requirements of the third-party or landlord), there is a standard format including a set of details you can never go wrong with. 

Thankfully, we’ve crammed all of these details into our proof of residency letter template, which you can find at the bottom of this page. 

Otherwise, here's a sure guide to help you craft your letter for proof of residency:

Create the Heading

Your heading should spell out the document's purpose, namely your “letter for proof of residency.” You can also replace this with other variants like “Affidavit of Residency” or “Proof of Residency Letter.”

Date of the Letter

To show that you executed the proof of residency letter in a timeous manner and that it’s current, and for record-keeping and reference purposes, ensure to include the date it is being written.

Contact Information

As you will find in your proof of residency letter template, you will include your contact details (including your name and address) to help the recipient clarify details or seek additional information.

Address the Company

In pure "formal letter" format, make sure to include the address of the company/agency that will be receiving the letter. 

Write the Body

For your letter for proof of residency, you may have a witness. You and your witness, if applicable, should declare that the tenant has lived at the address since a given date. 

You should also state that your tenant has lived there since the beginning of their lease agreement. What’s more? Let them know they can reach you if they require any other documents or need to ask any further questions. 

A proof of residency letter template details just the right format for you to apply when navigating this aspect of your letter for proof of residency

Warning

Handwritten letters are not encouraged. As a matter of best practice, your proof of residency letter should be typed and printed. Typed documents don’t raise questions as to the authenticity of who created it. They’re also legible and won’t get messily smeared if wet. 

If you’d take a hand-written approach to writing and signing, make sure to do so with a blue or black pen. 

When Do You Need To Show Proof of Residency?

When requesting a proof of residency letter, institutions seek to establish trust (for instance, to show that the individual is not a ‘flight risk’), maintain accurate records, comply with legal requirements, and protect individuals and communities from misuse of services or even potential fraud.

This is why a letter for proof of residency is typically required in situations where an individual is required to establish their residential address. Here are some common instances where a letter for proof of residency may be requested:

Common Use Cases

A proof of residency letter finds its use in any of the following scenarios:

  • The Department of Motor Vehicles (DMV) usually requests proof of address letters when processing IDs, parking permits, licenses, etc. 
  • Your employer at work may need to verify that you reside in a particular location to process certain benefits or services.

  • Banks and financial institutions need you to prove residency in applications for bank accounts, loans, and credit cards. 

  • To access certain school benefits (like in-state tuition), a student may be required to prove where they reside. 

  • Landlords also require this letter to vet prospective tenants.

  • The letter for proof of residency also finds its way into courtrooms; in divorce proceedings, child custody, or immigration hearings.

    When Not To Use the Proof of Residency

    Customers of the requesting institution may have the proof of residency letter requirement waived. 

    Similarly, certain government benefits don’t require proof of residency. Some employers also do not require proof of residency. If unsure about whether or not you need proof of residency, your best option is to contact the requesting third-party agency/organization. 

    Do I Need to Notarize My Proof of Residency Letter?

    The requirement for notarization of proof of residency letter is not set in stone. It varies across institutions. Whether such a letter is needed at all and what supporting evidence is required to add an additional layer of credibility is the sole discretion of the institution. 

    As such, when in doubt, always call to ask. But if you find yourself needing to notarize your letter for proof of residency, don’t hesitate to find a notary public who will verify your identity before proceeding to sign and stamp your document. 

    You can find them at your: 

    • Local libraries;

    • Banks or credit unions;

    • Local courthouses;

    • The Secretary of State’s Office within your state; and

    • Law firms and other organizations that may offer notary services.

    Notaries are public officials authorized by law to verify that the signer is who they claim they are. In such cases, the effect of a notary public’s sign and stamp is to attest that the signer appends their signature voluntarily and knowingly. It also speaks to the integrity of the document.

    It’s worth pointing out another effect of notarization: falsifying the proof of residency letter is not only unethical but could land the claimant in legal hot water as they are now subject to perjury laws.

    Insight

    When notarizing your letter, you must hold off signing until in the presence and/or at the request of a notary. This is mainly to ensure the authenticity and integrity of the notarization process.  

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    Frequently Asked Questions

    Can letters for providing proof of residency be used as proof of identity?

    No, because they serve different purposes. A proof of residency letter cannot replace a proof of identity and vice-versa.

     

    A proof of residency shows that you live at a particular address. Nothing more. It can be used as supporting documentation to prove identity, but as a standalone document, it is not sufficient to prove identity.  

     

    However,a proof of identity is evidence that you’re actually who you say you are. To establish identity, documents like your passport ID, state ID, social security card, and a driver's license are valid.

    Do I have to pay for an affidavit of residence in the United States?

    You may have to pay, especially if the requesting entity asks for notarization. In the best case, you can get an affidavit of residence from local government agencies. They give standardized forms you can fill out for free. 

     

    You may also hire a notary public to sign and stamp your affidavit of residence. You can expect this comes at a small price. But why twist yourself into knots when you could smartly whip out a proof of residency template and create yours?

    Can I use the same proof of residency letter for different requests?

    A proof of residency letter can be used to fulfill different requests, either by the same institution or from different institutions, especially if the requests are similar in terms of purpose and notarization requirements.

     

    It’s worth recalling that a valid proof of residence letter is what the requesting entity says it is. And so, the requesting entity may require that you follow a different format from that of your already-existing proof of residency letter. 

     

    In such a case, it won’t be wise to use the same letter. You must ensure the proof of residency letter fulfills all the requirements of the requesting entity.