How to Write a Landlord Reference for a Tenant
Asked for a reference on a departing tenant? Here's what to include, what to avoid, and how to stay on the right side of defamation and data protection law.
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Introduction
Landlord references are gold dust for the next landlord and a minefield for you. Defamation, discrimination and UK GDPR all bite when references go wrong. Here's a five-minute template that keeps you safe and helps a good tenant move on.
Get consent first
Tenant data is personal data under UK GDPR. Before you share anything, get written consent from the outgoing tenant — usually a forwarded email from the new landlord with the tenant copied is sufficient. Keep that email.
Stick to fact
Include only what you can prove from your own records: tenancy start and end dates, monthly rent, deposit amount, payment record (e.g. 'all rent paid on time'), condition at check-out per the inventory, and any deposit deductions.
Avoid opinions and speculation
Do not write 'would be great with kids' or 'seemed unreliable'. Subjective statements that can't be evidenced create defamation risk and breach UK GDPR's accuracy principle.
The 'would you re-let' question
It's fine to answer this if it's honest and supported by fact. 'Yes, I would re-let' or 'No, due to documented rent arrears' are both defensible. 'No, I had a bad feeling' is not.
Format
Short email on letterhead or with your full name, property address, and contact. Three to five lines is usually enough. Sign and date. Save a copy to your tenancy file.
What to refuse
Politely decline questions about lifestyle, household members, immigration status, mental health or any protected characteristic. 'I can confirm the tenancy details above but cannot comment further' is enough.
If the reference is negative
You can still give a fact-based negative reference — courts protect honest references given without malice. But document everything: arrears statements, dated complaint letters, deposit deductions. Without evidence, decline.
Final word
Smart Sleep Property handles the heavy lifting — referencing, compliance, deposits, repairs, and full tenancy management across Norwich and Norfolk. Get in touch if you'd like us to handle this for you.
Frequently asked questions
What is the key rule for landlord reference for tenant?+
A landlord reference should be factual, dated and limited to what you can evidence: tenancy dates, rent amount, payment history, condition on exit, and whether you would re-let. Avoid opinions, protected characteristics and speculation. Stick to fact and you avoid both defamation and UK GDPR risk.
Does this apply across England?+
Yes — this guide covers England. Scotland, Wales and Northern Ireland have separate but broadly similar regimes.
Where can I get help?+
Smart Sleep Property offers compliance support, document templates and full management for Norwich and Norfolk landlords.
Get the tools to handle this confidently
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