As a landlord, you can expect a variety of requests from your tenants, one of which is providing proof of occupancy. Tenants may need proof of occupancy to change their address on their driver’s license, generate utility bills, or even update their voter registration. So what exactly should be included on your proof of occupancy document?
Redfin is here to help. Whether you’re a homeowner or a rent a house in dallas Or rented by a property management company Phoenix ApartmentsHere’s what you need to know about certificates of residence:
What is a Certificate of Residency?
A Certificate of Occupancy is an affidavit that confirms that the person named in the letter actually lives at the current address listed. It ensures that the contact details provided match your official documentation. As a landlord, you are the trusted source of proof that your tenant actually lives at the address.
As a result, the letter you submit is considered a legally binding document. The Proof of Occupancy verifies the recipient’s address, so the borrower has proof that they live where they say they do.
Why do tenants need a Certificate of Occupancy?
Proving residency requires a variety of documents, and in some situations you may need proof from more than one source, which is why you may need a Certificate of Residency and additional documents.
Possible scenarios where you may need a proof of residence include:
- Apply for in-state college tuition
- Go to the Department of Transportation to renew (or obtain) your driver’s license
- Get a local library card
- Verify that a child lives at a particular address in order to attend school in a particular school district
- Establishing that a tenant has resided at a particular address for a period of time
- I am looking for a job in a government agency.
- Qualify for certain insurance programs
Certificate of Residency Template
This certificate of occupancy template will help you create a certificate of occupancy for your tenants quickly and easily.
Today’s Date
Name and address of the person requesting the certificate of residence
Dear ____________,
This letter, [Tenant’s legal name] The location is [Complete address information]. [Tenant’s name] The occupants of this property are [Start date of lease]the current lease agreement is [Date].
If you have any questions, please feel free to contact us.
[Your actual signature]
your name
post
Contact Information
Past Residence Certificate Template
A slightly different template will be used for tenants who have previously lived in a rental property but need to establish proof of residence during that time.
Today’s Date
Name and address of the person requesting the certificate of residence
Dear ____________,
This letter, [Tenant’s full legal name] Residence [Complete address information] from [Start date] To [End date].
If you have any questions, please feel free to contact us.
Sincerely,
[Your actual signature]
your name
post
Contact Information
Do I need to get my letter notarized?
Although you are not required to have a notary’s seal on your proof of residency document, having a notary’s seal often makes the document more formal. Many landlords choose to have a notary’s seal on their Certificate of Residency, especially if they know the tenant will use the document as a cover letter for other documents proving address.
Other options for verifying residency
Renters often need multiple documents to prove residency, and they will likely use your letter in addition to other documents with a mailing address.
If your tenant asks about other documents to prove residency, your options include:
- Valid driver’s license
- utility bills
- Mail sent to your current address
- Lease agreement
- Voter Registration Card
- Bank Statements
- Credit card bill
Proof of occupancy and landlord’s letter of introduction
A Certificate of Occupancy is different from a landlord recommendation, which is a letter written by a property owner or manager to attest to a tenant’s good character. Recommendation letters are often used for previous tenants looking to rent in a new place.
The landlord’s reference may help convince a prospective landlord that the tenant is a good choice, and may prompt further questions from the prospective landlord about key aspects that make a tenant a good tenant, such as how consistently the tenant pays their monthly rent.
A Certificate of Residency simply verifies that the person named on the document actually lives at the address listed or was a resident within a specified period of time.
Though the purposes of both documents are different, they can complement each other in various situations. Proof of Residence is primarily focused on verifying an individual’s address history. It may be requested for purposes such as obtaining a driver’s license, enrolling in school, applying for government benefits, etc. It essentially confirms the physical presence of an individual at a particular location.
What should a certificate of occupancy template include?
Since a Certificate of Occupancy is an official document, it must be professional. Use the format of a business letter and keep your Certificate of Occupancy short and concise. Your Certificate of Occupancy should get to the point as quickly as possible.
The information that must be included on the certificate of occupancy is as follows:
- Name, address, contact details
- date
- Name and address of the person/entity applying for residency
- Full address of the rental property
- Legal name of the person whose residence is in question
- The length of time the individual has lived in the rental property (tenancy period) or whether they are currently a resident
- Your signature
Consider adding a witness signature from the current tenant or having the document notarized, both of which will add an extra layer of professionalism to the letter.
Providing proof of occupancy makes you a better landlord
Providing your tenants with a Certificate of Occupancy is an easy way to be a good landlord. This supporting evidence can make a big difference to your tenants, and if you have a template ready, creating a Certificate of Occupancy takes very little time. Maintaining a strong tenant-landlord relationship is not always easy, but this is one way to keep it smooth between the two.