Does a landlord reference letter need to include character comments?

A landlord reference letter does not have to include personal opinions, but it may include factual comments about reliability, communication, and tenancy conduct.

Should the letter say whether the landlord would rent to the tenant again?

Yes. A clear statement confirming whether the landlord would rent to the tenant again is commonly included and can strengthen the reference.

How should a landlord reference letter be written?

A UK landlord reference letter should be concise, factual, professional, and easy for a new landlord, letting agent, or referencing company to verify.

What should not be included in a landlord reference letter?

It is usually best to avoid sensitive personal information, unsupported allegations, discriminatory comments, or details that are not relevant to the tenancy.

Should a landlord reference letter include contact details?

It is not always legally required, but contact details help the recipient verify the reference if needed.

Can a letting agent provide a landlord reference letter?

Yes. A letting agent can provide a landlord reference if they managed the property and have accurate records of the tenant’s tenancy.

Is there a required format for a UK landlord reference letter?

No fixed format is required, but most letters follow a simple structure with the landlord’s details, tenant details, tenancy information, reference comments, and signature.

EN-GB>Residential>Landlord Reference Letter>UK Landlord Reference Letter Contents

Common Contents Of UK Landlord Reference Letters

Created: 9 Jun 2026

Understand the typical details found in UK landlord reference letters and why they matter for tenancy applications. This guide helps renters, landlords, and agents prepare clearer references using insights from AI Generated Landlord Reference Letter for use in the United Kingdom.

Information Item	Purpose	Importance	Frequency	Drafting Notes
Tenant Identity
Tenant’s full name	Identifies the person being referenced.	High	Usually Included	Use the name shown on the tenancy agreement or verified records.
Tenancy Details
Rented property address	Confirms where the tenancy took place.	High	Usually Included	State the full postal address without unnecessary extra personal data.
Tenancy start date	Shows the length and context of the rental relationship.	High	Usually Included	Use the date from the tenancy agreement or management records.
Tenancy end date	Confirms when the tenancy ended or is due to end.	High	Usually Included	If ongoing, state that the tenancy is current and give the start date.
Length of tenancy	Helps assess stability and rental history.	Medium	Usually Included	Calculate accurately and avoid rounding that could mislead.
Type of tenancy	Explains the legal or practical basis of occupation.	Medium	Sometimes Included	Examples include assured shorthold tenancy, licence or periodic tenancy.
Payment History
Monthly or weekly rent amount	Shows the rent level the tenant was responsible for paying.	High	Usually Included	State the amount and payment frequency clearly, for example per calendar month.
Rent due date	Provides context for assessing timely payment.	Medium	Sometimes Included	Include only if helpful to explain the payment pattern.
Whether rent was paid on time	Indicates reliability in meeting rental obligations.	High	Usually Included	Use factual wording such as paid on time according to our records.
History of rent arrears	Shows whether the tenant fell behind with rent.	High	Usually Included	Be precise about dates, amounts and whether arrears were later cleared.
Current outstanding rent balance	Confirms whether money remains owed at the reference date.	High	Usually Included	State the balance as at a specific date and avoid estimates.
Frequency of late rent payments	Shows whether late payment was isolated or repeated.	High	Sometimes Included	Use measured wording, such as once, occasionally or repeatedly, supported by records.
Missed rent payments	Identifies more serious payment issues than minor lateness.	High	Sometimes Included	Distinguish missed payments from delayed payments later made in full.
Payment plan compliance	Shows whether the tenant kept to an arrears repayment arrangement.	Medium	Sometimes Included	Mention only if a formal or clearly agreed plan existed.
Usual rent payment method	May explain regularity of payments, such as standing order use.	Low	Rarely Included	Avoid unnecessary bank account or transaction details.
Tenancy deposit paid	Confirms whether a deposit was received for the tenancy.	Medium	Sometimes Included	State only whether paid and amount if relevant avoid implying suitability from deposit alone.
Tenancy Details
Deposit protection scheme used	Shows how the tenancy deposit was handled where protection rules applied.	Medium	Sometimes Included	For assured shorthold tenancies, refer only to factual scheme information if relevant.
Payment History
Whether deposit was returned in full	May indicate whether deductions or disputes arose at checkout.	Medium	Sometimes Included	If unresolved, state that the deposit outcome is pending or disputed.
Property Care
Deposit deductions made	Explains whether costs were claimed for damage, cleaning or arrears.	Medium	Sometimes Included	Use neutral wording and separate agreed deductions from disputed claims.
Check-in inventory condition	Provides a baseline for assessing how the property was returned.	Medium	Rarely Included	Mention only if needed to support checkout comments.
General property condition during tenancy	Indicates whether the tenant generally looked after the home.	High	Usually Included	Base comments on inspections, reports or checkout records.
Property condition at checkout	Shows how the property was returned at the end of occupation.	High	Usually Included	Allow for fair wear and tear and avoid exaggeration.
Cleanliness of the property	Shows whether the tenant maintained acceptable cleanliness.	Medium	Usually Included	Use factual terms such as clean, reasonably clean or professional cleaning required.
Damage beyond fair wear and tear	Indicates whether the tenant caused avoidable property damage.	High	Usually Included	Separate damage from ordinary wear and tear cite specific examples if needed.
Prompt reporting of repairs	Shows whether the tenant helped prevent deterioration by reporting issues.	Medium	Sometimes Included	Avoid blaming tenants for landlord repair obligations unless facts support it.
Conduct
Cooperation with inspections and repairs	Shows whether the tenant cooperated with reasonable property management access.	Medium	Sometimes Included	Mention only reasonable, evidenced requests and avoid suggesting unrestricted access rights.
Property Care
Garden or outdoor area upkeep	Shows compliance with any outdoor maintenance obligations.	Medium	Sometimes Included	Include only if the tenant was responsible under the tenancy terms.
Rubbish disposal and waste management	Indicates whether the tenant kept the premises clear and sanitary.	Medium	Sometimes Included	State facts such as rubbish left at checkout rather than broad criticism.
Conduct
Compliance with tenancy agreement terms	Shows whether the tenant followed agreed rental obligations.	High	Usually Included	Refer to specific breaches only if evidenced and relevant.
Proper notice given before leaving	Shows whether the tenant ended the tenancy in an orderly way.	Medium	Sometimes Included	State whether notice matched the agreement or was mutually agreed.
Tenancy Details
Reason for leaving	Provides context where the tenant moved for ordinary or agreed reasons.	Low	Sometimes Included	Include only if known, relevant and not intrusive.
Conduct
Possession proceedings or eviction history	May explain serious tenancy issues leading to formal action.	High	Rarely Included	Do not overstate distinguish notices, court orders and actual eviction.
Neighbour complaints received	Indicates whether the tenancy caused recurring local concerns.	Medium	Sometimes Included	Report only substantiated or recorded complaints, not rumours.
Noise or nuisance issues	Shows whether there were tenancy-related disturbance concerns.	Medium	Sometimes Included	Use cautious wording unless nuisance findings are documented.
Anti-social behaviour concerns	May be relevant where serious conduct affected neighbours or the property.	High	Rarely Included	Include only documented tenancy-related facts avoid unsupported labels.
Responsiveness to landlord communications	Shows ease of communication during the tenancy.	Medium	Sometimes Included	Keep wording factual and avoid personality judgments.
Courteous and cooperative behaviour	Helps indicate whether the tenancy relationship was manageable.	Low	Sometimes Included	Avoid overly personal opinions link to tenancy interactions.
Unauthorised occupants or subletting	Shows whether occupancy terms were followed.	Medium	Rarely Included	Include only confirmed facts and relevant tenancy terms.
Pet ownership and pet-related compliance	Shows whether pet rules were followed and whether pets caused damage.	Medium	Sometimes Included	Do not imply pets are problematic unless supported by tenancy records.
Smoking policy compliance	May explain odour, staining or breach of no-smoking terms.	Medium	Sometimes Included	Mention only if tenancy terms and evidence support the statement.
Payment History
Utility bills or council tax responsibility	Shows whether tenant-paid outgoings were dealt with where known.	Low	Rarely Included	Only comment on bills within the landlord’s knowledge or records.
Property Care
Return of keys and access devices	Confirms the tenant properly gave back possession and access items.	Medium	Sometimes Included	Mention missing keys only where evidenced and relevant to costs or security.
Condition of landlord’s furniture and contents	Shows whether furnished items were looked after.	Medium	Sometimes Included	Use inventory evidence and allow for fair wear and tear.
Recommendation
Whether the landlord would rent to the tenant again	Provides a concise overall assessment for a prospective landlord.	High	Usually Included	Give an honest answer qualify if based on limited records.
Overall tenant recommendation	Summarises the reference in a clear positive, neutral or qualified form.	High	Usually Included	Avoid vague praise if there were material issues be balanced.
Suitability as a future tenant	Helps the next landlord assess likely tenancy risk.	High	Sometimes Included	Base suitability comments on tenancy performance, not protected characteristics.
Reliability as a renter	Summarises payment, communication and care of the property.	Medium	Sometimes Included	Support general reliability statements with specific facts where possible.
Scope and limitations of the reference	Clarifies what records or period the reference is based on.	Medium	Sometimes Included	Use phrases such as based on our records to reduce ambiguity.
Statement that the reference is factual and given in good faith	Helps frame the document as a factual rental reference.	Medium	Sometimes Included	Do not use a disclaimer to excuse inaccurate or misleading statements.
Tenant Identity
Tenant consent or authority to provide reference	Supports lawful sharing of personal data in the reference.	High	Sometimes Included	Record the request or consent include only necessary personal data.
Recommendation
Only necessary tenancy information included	Reduces privacy risk and keeps the reference proportionate.	High	Rarely Included	Do not include irrelevant health, family, employment or immigration details.
No discriminatory comments or protected characteristic references	Helps avoid unlawful or inappropriate reference content.	High	Rarely Included	Do not refer to age, disability, sex, race, religion or other protected characteristics.
Contact Details
Landlord or agent name	Identifies who is providing the reference.	High	Usually Included	Use the legal name or trading name of the landlord or managing agent.
Relationship to the tenant	Shows whether the writer is landlord, agent or property manager.	High	Usually Included	State the role clearly to avoid confusion about authority.
Reference provider email address	Allows the prospective landlord to verify the reference.	High	Usually Included	Use a professional or business email where possible.
Reference provider telephone number	Allows follow-up questions or authenticity checks.	Medium	Usually Included	Include only a number the provider is willing to use for verification.
Landlord or agent postal address	Provides formal contact details for the reference provider.	Medium	Sometimes Included	A business or agency address is usually preferable to a private home address.
Date the reference was issued	Shows how current the reference information is.	High	Usually Included	Use the date the letter is signed or sent.
Signature or typed authorisation	Confirms the reference was approved by the stated provider.	Medium	Usually Included	For email references, a typed name and role may be sufficient.
Agency letterhead or business details	Improves credibility and helps verify an agent-issued reference.	Medium	Sometimes Included	Use current business details and avoid misleading branding.
Prospective landlord or agent recipient details	Shows who the reference was prepared for.	Low	Sometimes Included	If unknown, use a neutral salutation such as To whom it may concern.
Recommendation
Records relied on for the reference	Explains the evidence behind the statements made.	Medium	Rarely Included	Examples include rent ledger, tenancy agreement, inspection notes and checkout report.
Tenant Identity
Right to rent status not included unless directly required	Avoids unnecessary immigration-status data in an ordinary reference.	Medium	Rarely Included	Right to rent checks are separate from landlord references in England.
Tenancy Details
Whether the tenancy was sole or joint	Clarifies whether payments and conduct related to one tenant or a household.	Medium	Sometimes Included	Avoid attributing household issues to one tenant unless evidence supports it.
Payment History
Guarantor involvement	May explain whether payments were supported by a guarantor.	Low	Rarely Included	Include only if directly relevant to payment history and avoid unnecessary third-party data.
Rent changes during the tenancy	Explains changes in the tenant’s payment obligations over time.	Low	Rarely Included	Mention only if needed to explain payment records or arrears.
Recommendation
Accuracy of negative statements	Reduces risk from inaccurate or damaging statements about the tenant.	High	Rarely Included	Negative comments should be true, evidenced, relevant and proportionate.

What Should A UK Landlord Reference Letter Usually Include?

A strong landlord reference usually confirms the tenant’s identity, the property address, tenancy dates, rent amount, payment record, property care and whether the landlord would rent to the tenant again. These items are the most useful because they help a new landlord assess affordability, reliability and risk without including unnecessary personal detail.

What Information Should Be Handled Carefully In A Landlord Reference?

References should be accurate, fair and limited to relevant tenancy facts. Avoid unsupported opinions, discriminatory comments, excessive personal data or details that cannot be evidenced. UK data protection rules mean landlords should only share information that is necessary and should normally have a clear lawful basis for doing so.

Which Issues Are Most Important To Future Landlords?

Rent payment history is usually the highest-value item, especially whether rent was paid on time and whether arrears remain.
Property condition helps show whether the tenant looked after the home and complied with tenancy obligations.
Conduct and complaints may be relevant where it is factual, proportionate and tenancy-related.
A clear recommendation should be honest and qualified where necessary, for example "based on our records".

Can A Landlord Mention Deposits, Arrears Or Disputes?

Yes, if the information is accurate, relevant and not misleading. Deposit details should be factual, especially because tenancy deposits in England and Wales must generally be protected in an authorised scheme under the Housing Act 2004. If a dispute is unresolved, say so rather than presenting allegations as proven facts.

Common Contents of UK Landlord Reference Letters

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FAQs

What is usually included in a UK landlord reference letter?

A UK landlord reference letter commonly includes the tenant’s name, tenancy dates, rental address, rent payment history, property care, conduct, and whether the landlord would rent to them again.

Who should write a landlord reference letter in the UK?

Should a landlord reference letter mention rent payments?

Can a landlord reference letter include property condition?

Should tenancy dates be included in a landlord reference letter?

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