Landlord reference and rent statement: facts only
A factual reference a landlord can give for a current or former tenant, with dates and whether rent was paid on time, and a simple rent statement table. Facts from your records only, and nothing about the tenant's personal characteristics.
England. Checked against the law on 27 September 2026. Information, not legal advice.
When to use this
Use the reference when a tenant asks you for one, or a new landlord or a referencing firm asks with the tenant's permission. Use the rent statement when a tenant asks for a record of what they have paid, or when you need one for your own records.
How to fill it in
- Facts only, from your records. Dates, amounts and whether rent arrived on time. No opinions and no guesses.
- Leave out anything personal. A reference must not mention benefits, children, nationality, or any protected characteristic such as age, disability, race, religion or sex.
- Check the tenant has agreed to the reference being given, and send it only to the person they named.
- Take the rent figures from your bank statements, not from memory.
- Keep a copy of what you sent and the date.
The template
Landlord reference
[Landlord's name]
[Landlord's address for correspondence]
[Date]
To: [name of the person or firm asking]
Reference for: [tenant's full name]
Property let: [address of the property]
I confirm the following from my records.
Tenancy start date: [date]
Tenancy end date: [date / the tenancy is continuing]
Rent: [amount] per [month / week]
Rent paid on time: [always / usually, with: number late payments / no]
Rent owed at today's date: [none / amount]
Notice given by the tenant: [date, or not applicable]
Property returned in the condition recorded at check-in, allowing for fair wear and tear: [yes / no / not applicable, the tenancy is continuing]
Deposit deductions agreed at the end of the tenancy: [none / amount, for: reason / not applicable]
This reference gives facts from my records only. It is given in good faith and without liability.
[Landlord's name and signature]
[Phone or email]
Rent statement
Tenant: [tenant's full name]
Property: [address of the property]
Period covered: [date] to [date]
| Rent period | Date due | Amount due | Date received | Amount received | Balance |
|---|---|---|---|---|---|
| [period] | [date] | [amount] | [date] | [amount] | [amount] |
| [period] | [date] | [amount] | [date] | [amount] | [amount] |
| [period] | [date] | [amount] | [date] | [amount] | [amount] |
Total due in the period: [amount]
Total received in the period: [amount]
Balance at [date]: [amount]
Prepared by [landlord's name] on [date] from bank records.
What happens next
Give the tenant a copy of anything you send about them if they ask. A tenant who thinks a figure is wrong can ask you to correct it; check it against your bank records and correct it if they are right. There is no set deadline in the law for giving a reference, but a prompt, factual one helps the tenant move. If a reference or a rent record becomes part of a dispute, speak to a landlord association or a solicitor.
Information about the law in England, not legal advice. Checked on the date shown.
Where this comes from
Questions about this template
Does a landlord have to give a reference?
There is no general legal duty to give one. If you do, keep it to facts from your records and give it only with the tenant's agreement.
What must a landlord reference leave out?
Anything about benefits, children, nationality or any protected characteristic, and any opinion you cannot support from your records.
Can a tenant ask for a rent statement?
Yes, and it is good practice to give one. Take the figures from your bank records so that both sides can rely on them.
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