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Utah Landlord's Guide: Tips for Writing a Proof of Residency Letter

Utah tenants may need you to confirm a number of different aspects of their residency while renting from you. One of the simplest things a renter might ask for is a letter of proof of residency, which verifies that the tenant actually resides at your Salt Lake City property.

Consider a situation where your tenants are parents who must provide evidence that their children attend a particular school. Or they need to prove their Utah residency while seeking a driver's license. Or perhaps they are about to start working and need to tell their potential employer how long they have been in the area. In any of these situations, your Utah tenant can ask you to provide written proof of your residency letter.

However, you should consider a few things before you start drafting that letter, including the reason behind the request, the receiver of your letter, and the kind of information the recipient requires from you. The following are the things you should know as a landlord in Salt Lake City, Utah.

What is a proof of residency letter?

A proof of residency letter (also known as an affidavit of residence) is a written declaration that a particular individual actually resides at a specific address.

It's a relatively simple piece of writing. There's no need to exaggerate or riff on your tenant's positive or negative traits. You could hire an attorney to prepare one for you, but you can do it yourself and save on paying their fees.

Utah landlords and property managers commonly write these letters. They often include supporting documents, such as an IRS Form W-4 or a lease agreement, to show that the person in question lives where the residence letter claims they do. The letter can be notarized in its place if the individual submitting it is unable to provide supporting documentation.

Proof of residency letter is a basic, factual declaration, as opposed to other letters that tenants could ask for. You are under no obligation to attest to your tenant's good character or to make any other kind of recommendation regarding their suitability as a tenant. You simply confirm to a third party that the renter does, in fact, rent a property in Utah from you and dwells where they claim to be.

Of course, you should never fabricate proof of residency letter for a person who does not currently rent from you and reside in one of your Salt Lake City apartments. Not only is doing so unethical, but if you are ever found, you could face serious legal trouble.

Proof of Residence Letter VS. A Landlord Reference: What is the difference?

A landlord reference letter differs from a letter of proof of residency. A landlord reference letter is often written by Utah property managers or property owners, attesting to the tenant's excellent character. It would serve the needs of former tenants looking to rent in a new area.

A landlord reference letter could persuade a prospective landlord that this renter would be a great choice. It might prompt follow-up inquiries from the potential landlord about the tenant's ability to pay rent on time each month and other crucial factors that define a good tenant.

As a Salt Lake City property manager or owner, you would likely be happy to write a credit reference for a renter who is reference worthy — which is to say, a fantastic tenant who always pays rent on time, abides by all the lease rules and regards the rental as their own home. However, if your tenant is troublesome, you have a difficult situation.

Proof of Utah residency letter simply attests to the fact that the named individual in the letter now resides at the address provided or that they did so for a predetermined time.

What to include in a proof of Utah residency letter

Proof of residency letter should appear professional as it is an official testimony. Use a business letter format, which should be concise and well-written, and you should get to the point as quickly as possible. 

Your proof of residency letter should include the following important information:

  • Your name and contact detail
  • The name and complete address of the renter making the residency claim
  • Date
  • Full address of the rental home
  • The legal name of the individual whose residency is in question
  • A statement confirming your tenant is a resident of your Utah rental property
  • The length of time the person resided in the rental home (the lease period), or whether they are still residents.
  • How much rent your renter pays
  • Anyone else on the lease or currently resides at the rental home
  • Your signature

You can consider getting the document notarized or adding the real tenant's witness signature. Both give the letter a higher level of professionalism.

Reasons tenant might need a proof of residency letter

A number of documents can be used to prove residency; however, in some cases, the person must offer evidence from multiple sources. This is why they may also require other documents besides proof of residency letter.

Knowing why your Salt Lake City tenant requires a residential proof letter will help you make sure you include the necessary information.

A letter of proof of residency may be required in the following scenarios:

  • Visiting the Department of Motor Vehicles(DMV) to renew (or obtain) a driver's license
  • Applying for in-state tuition at college
  • Submitting a job application to any government agencies
  • Obtaining a local library card
  • Proving that a renter resided at a particular address for a specific length of time
  • Becoming eligible for particular insurance programs
  • Confirming that a child lives at a specific address and attends a particular school district 

Final thoughts

One easy way to be a good landlord is to provide your tenants with proof of residency letter. This additional evidence can significantly benefit your tenants. Creating a proof of residency letter won't take very long if you have a template available.

It's not always easy to maintain positive tenant-landlord relationships, but here is one approach to make sure everything runs smoothly for the two of you.

If you're a property owner looking for help managing your rental property in Salt Lake City, Utah, Wolfnest Property Management company is here to help. Contact us or call 801.523.4230, so we can start working together today.

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