What is the landlord reference form template?
Chasing a previous landlord for a reference by phone often means playing tag for a week and then trying to remember exactly what they said. This template lets you send them a link instead: they confirm who they are, describe the tenancy, rate the tenant on payments, care of the property, cleanliness and communication, and sign off — all from their own records, in their own time.
The form only asks what applies to each situation. If the tenant has already moved out, follow-up questions appear about deposit deductions and whether proper notice was given; if they're still renting, those questions are skipped. A rent-arrears question only opens the amount-outstanding field when arrears are actually reported, keeping the form quick for a straightforward, trouble-free tenancy.
Once the referee submits it, FileIt saves the whole reference as a signed PDF in your vault, giving you a clear, dated record to weigh alongside the rest of a rental application.
- Best for
- Landlords and letting agents checking a rental applicant's tenancy history
- Filled in by
- The applicant's previous landlord, agent or property manager
- Time to complete
- About 8-10 minutes
- Includes
- A ratings grid, conditional questions for tenants who've already moved out, and a signature
Who uses a landlord reference form?
- A landlord or agent screening a new rental applicant before offering a tenancy
- A letting agency that wants a consistent, comparable reference format across every applicant
- Checking rent payment history and any arrears before approving a tenancy
- Confirming whether deposit deductions were made on a previous tenancy, and why
- A housing association or social housing provider requesting a reference as part of an allocation process
- Following up on an applicant's previous landlord when the reference is needed quickly to keep a letting moving
Questions on this landlord reference form
25 questions over 4 pages · includes signature, conditional questions, multiple pages, consent checkbox, ratings.
1 About you
- Your name*
- Email*
- Phone
- You are the tenant's…* Landlord · Letting agent · Property manager · Housing association / social housing provider
- Company or agency
2 The tenancy
- Applicant's full name*
- Address they rented from you*
- Tenancy started*
- Are they still your tenant?*
- Tenancy ended asked only when it applies
- Monthly rent
- Other tenants named on the tenancy
3 How it went
- Was the rent paid on time?* Always on time · Mostly — the occasional late payment · Often late · There are arrears outstanding
- Amount outstanding asked only when it applies
- How would you rate the tenant on…* Excellent · Good · Fair · Poor · N/A
- Were there any complaints, breaches of the tenancy or disputes?*
- Please give details* asked only when it applies
- Were any deductions made from the deposit? asked only when it applies
- What for? asked only when it applies
- Did they give the notice required? asked only when it applies
- Would you rent to them again?* Yes · Yes, with conditions · No
- Please explain asked only when it applies
- Anything else you'd like to add?
4 Declaration
- Declaration*
- Signature*
The landlord reference form, page by page
1 About you
A short note confirms the applicant has named this person as a previous landlord or agent and agreed to being contacted. The referee then gives their name, email, phone, whether they're a landlord, letting agent, property manager or housing provider, and their company or agency if applicable.
2 The tenancy
This page records the applicant's full name, the address they rented, when the tenancy started, and whether they're still a tenant — answering No opens a field for when the tenancy ended. Monthly rent and any other named tenants on the agreement round out the basic facts.
3 How it went
A description reminds the referee to answer factually, based on their own records. A radio question covers whether rent was always paid on time, mostly on time, often late, or currently in arrears, with an amount-outstanding field appearing only if arrears are reported. A ratings grid then covers reliability of payments, care of the property, cleanliness, relations with neighbours and communication, rated excellent through poor or not applicable.
A yes/no question asks about any complaints, breaches or disputes, requiring detail if the answer is Yes. If the tenant has moved out, two further questions ask whether deposit deductions were made (and what for) and whether proper notice was given. The page closes with whether the referee would rent to this tenant again — yes, yes with conditions, or no — with an explanation required for anything short of an unqualified yes, plus an open box for any other comments.
4 Declaration
The referee confirms the information given is accurate to the best of their knowledge, based on their own records, and understands it will be used to assess the applicant's rental application, then signs on screen.
Make the template yours
- Add a question specific to your own screening process, such as whether the tenant kept pets or subletted without permission
- Adjust the ratings grid to match the factors that matter most in your local rental market
- Route notifications to the specific agent handling the application rather than a shared inbox
- File completed references into a vault folder per applicant so they're easy to pull up alongside the rest of the application
- Set a closing date if you need the reference back by a specific point in the letting process
- Turn on an emailed PDF copy to the referee so they have their own record of what they submitted
- Add a follow-up question asking whether the referee would be willing to be contacted again if you have further questions
Tips for a better landlord reference form
- Send the reference request as early as possible in the application process, since references can take a few days to come back
- Ask the applicant to give the previous landlord a heads-up that the request is coming, so it isn't mistaken for spam
- Weigh the reference alongside other checks like proof of income and identity rather than relying on it alone
- Follow up by phone if a reference comes back with concerns, rather than acting on the written answer alone
- Be consistent about which questions you ask every applicant's referee, to keep the process fair
- Keep completed references on file for the length of time your own record-keeping policy requires
Every response becomes a PDF in your vault
As soon as the referee submits the form, FileIt saves it as a signed PDF in your vault, and you're notified by email. If an emailed copy to the respondent is switched on, the referee also receives their own PDF confirming what they submitted.
From there, most landlords and agents review the reference alongside the rest of the rental application, using the Responses table to keep track of which references have come back and which are still outstanding, and exporting to CSV if the application needs to be shared with a wider decision-making team.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Landlord reference form: frequently asked questions
Is this landlord reference form template free?
Yes. It's included in FileIt's Forms app on every plan, including free, and every question can be edited to match your own screening process.
Does the previous landlord need a FileIt account to respond?
No. Send the form by email or share a public link — the referee doesn't need a FileIt account to fill it in.
How do I get a copy of the completed reference?
Every submission is saved automatically as a signed PDF in your vault, and you can turn on an emailed PDF copy to the referee as well.
What if the tenant is still renting from the referee?
The form adapts automatically — questions about deposit deductions and notice given only appear if the referee says the tenancy has ended.
Can I request more than one reference for the same applicant?
Yes — the form allows multiple responses, so you can send it to more than one previous landlord or agent for the same applicant.
Is a reference from this form legally binding?
No — it's the referee's honest account based on their own records, used to inform your decision. It isn't a legal guarantee about the applicant's future behavior.
Can the referee attach any supporting documents?
This template focuses on the referee's own answers rather than file uploads; you can add an upload question in the designer if you'd like them to attach anything.