If you are a landlord or property manager in New Zealand, you may be asked to provide a reference letter for a tenant. A landlord reference letter is a document that states the tenancy history of a tenant and provides information about their character, behavior, and payment history. In this article, we will explain how to write a landlord reference letter in New Zealand, provide some tips, and give examples that you can edit and use as needed.
Tips for Writing a Landlord Reference Letter in NZ
When writing a landlord reference letter in New Zealand, the following tips can help:
1. Keep it Professional
A landlord reference letter is a formal document, so it’s important to keep it professional. Use a formal tone and avoid any personal opinions or comments that could be seen as discriminatory.
2. Be Honest
It’s important to be honest when writing a landlord reference letter. Provide accurate information about the tenant’s payment history, behavior, and other relevant details.
3. Use a Standard Format
Using a standard format can make it easier for the reader to understand the letter. Include the date, the tenant’s name and address, and the purpose of the letter at the beginning. Then, provide the necessary details in the letter’s body.
4. Include Relevant Details
Make sure to include relevant details about the tenant, such as the length of their tenancy, their payment record, and their behavior while living in your property. This will help the reader make an informed decision about the tenant.
5. Edit and Proofread
Before sending the letter, make sure to edit and proofread it for any errors or mistakes. A well-written letter can make a positive impression and help the tenant secure their next tenancy.
6. Use a Formal Sign Off
End the letter with a formal sign-off, such as “Yours sincerely,” followed by your name and contact information.
Examples of Landlord Reference Letters in NZ
Example 1: Rental Application Reference Letter
Dear [Tenant Name],
I am writing to confirm that you were a tenant in one of my properties from [Start Date] to [End Date]. During your tenancy, you paid your rent on time and took good care of the property. You were a respectful and responsible tenant who always followed the rules and regulations set out in the tenancy agreement.
I would highly recommend you as a tenant and believe that you would be an asset to any landlord. If you need any further information, please do not hesitate to contact me.
Yours sincerely,
[Your Name]
Example 2: Character Reference Letter
Dear [Tenant Name],
I am writing to provide a character reference for you. I have known you for [Number of Years] years and can attest to your good character, honesty, and reliability. You have proven to be a responsible tenant who always paid rent on time and took good care of the property.
Any landlord would be lucky to have you as a tenant. I am confident that you will continue to be a responsible and trustworthy tenant in the future.
Yours sincerely,
[Your Name]
Example 3: Employment Reference Letter
Dear [Tenant Name],
I am writing to confirm that you were employed as [Job Title] at [Company Name] from [Start Date] to [End Date]. During your employment, you demonstrated good work ethics, punctuality, and reliability.
You were a responsible tenant who always paid rent on time and took good care of the property. I believe that your positive character traits will make you an excellent tenant for any landlord.
Yours sincerely,
[Your Name]
Example 4: Rent Arrears Reference Letter
Dear [Tenant Name],
I am writing to confirm that you owe [Amount] in rent arrears for the period between [Start Date] and [End Date]. Despite numerous reminders, you have failed to pay the outstanding amount or make any payment arrangements.
Your behavior has been unacceptable, and I would not recommend you as a tenant to any landlord. I urge you to settle the outstanding amount as soon as possible to avoid any legal action.
Yours sincerely,
[Your Name]
Example 5: Damage to Property Reference Letter
Dear [Tenant Name],
I am writing to confirm that you caused damage to the property during your tenancy. The damage includes [List of damages], and the cost of repairs amounts to [Amount].
Your behavior has been unacceptable, and I would not recommend you as a tenant to any landlord. I urge you to pay for the repairs as soon as possible to avoid any legal action.
Yours sincerely,
[Your Name]
Example 6: Good Tenant Reference Letter
Dear [Tenant Name],
I am writing to confirm that you were a good tenant in one of my properties from [Start Date] to [End Date]. You paid your rent on time and took good care of the property. You were respectful and responsible and followed the rules and regulations set out in the tenancy agreement.
I would highly recommend you as a tenant and believe that you would be an asset to any landlord. If you need any further information, please do not hesitate to contact me.
Yours sincerely,
[Your Name]
Example 7: Lease Termination Reference Letter
Dear [Tenant Name],
I am writing to confirm that you have given notice to terminate your tenancy on [End Date]. During your tenancy, you paid your rent on time and took good care of the property. You were a respectful and responsible tenant who always followed the rules and regulations set out in the tenancy agreement.
I would like to wish you all the best for your future endeavors and would highly recommend you as a tenant to any landlord. If you need any further information, please do not hesitate to contact me.
Yours sincerely,
[Your Name]
Frequently Asked Questions
What information should be included in a landlord reference letter?
A landlord reference letter should include the length of the tenancy, the tenant’s payment record, their behavior while living in the property, and any other relevant details about the tenant’s character and reliability.
How should a landlord reference letter be formatted?
A landlord reference letter should be formatted with the date, the tenant’s name and address, and the purpose of the letter at the beginning. Then, provide the necessary details in the letter’s body, and end with a formal sign-off.
Can a landlord refuse to provide a reference for a tenant?
Yes, a landlord can refuse to provide a reference for a tenant, but they should have a valid reason for doing so.
Can a landlord provide a negative reference for a tenant?
Yes, a landlord can provide a negative reference for a tenant if they have evidence of poor behavior or payment history. However, they should be honest and provide accurate information.
Can a tenant request a copy of their landlord reference letter?
Yes, a tenant can request a copy of their landlord reference letter, but the landlord is not obligated to provide it if they did not make a formal request when the letter was written.
Who can provide a landlord reference letter?
A landlord, property manager, or real estate agent can provide a landlord reference letter.
Conclusion
Writing a landlord reference letter in New Zealand can be a straightforward process if you follow the tips we provided and use the examples as a guide. Remember to keep it professional, be honest, and provide all relevant details about the tenant to help them secure their next tenancy.