Ask well
- Permission firstThey have said yes before you add them.
- Right personThey can speak about your tenancy, work or character.
- Short emailProperty, how they know you, who may call.
How to ask for a rental reference, with email templates
Ask your referee before you list them, choose someone who can speak about you as a renter or an employee, and send a short email that explains who may contact them. This guide shows how to do that when you apply for a rental in United States.
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- Agency-ready PDF
Choose a previous landlord or agent, an employer, or a person who knows you well. Ask them first, then send a short email that names the property you are applying for, how they know you and who may be in touch.
A clear request is easy to say yes to. It also respects your referee's time and their personal information, which is part of your application as much as yours.
Who this is for
Who can give a rental reference
A previous landlord or agent can confirm the address, the dates you rented and who managed the property. Choose the person who dealt with you directly, rather than an office that only holds your file.
An employer can confirm your role. Keep this separate from income documents, which the application usually asks for directly. A personal referee helps if you have no rental history, for example as a first-time renter or after moving from overseas.
What to prepare
Document checklist
Details right
- Contact detailsName, phone and email are exactly right.
- Nothing extraNo documents or other people's details sent to referees.
- Heads-up sentThey know who may be in touch, and roughly when.
The output
Your agency-ready RentFiles pack
RentFilesRental application packPDF
- Permission first
- Right person
- Short email
- Contact details
- Nothing extra
- Heads-up sent
Everything an agent needs in one labelled PDF, in the order they read it — so they can verify your application in minutes instead of chasing attachments. You fill it for free and export only when you are ready.
- One file, not a folder of emails
- Labelled sections an agent can scan
- Consistent details across every document
Example · asking a former property manager
Illustrative scenarioIllustrative only: Alex rented a unit on Harbour Street for three years and is applying for a new flat. Alex emails the former property manager, Sam, using the landlord template, waits for Sam's reply, then adds Sam's name, role and mobile number to the application and lets Sam know the application has gone in.
Ask first, then list them
The Federal Trade Commission explains that tenant screening reports can include rental history, eviction records, employment and income records. If a landlord takes adverse action based wholly or partly on a consumer report, the Fair Credit Reporting Act requires an adverse-action notice.
A personal reference is different from a screening report. Tell your referee who may call, and keep the email to the property, how they know you and a way to decline.
What to put in the email
Say which property or area you are applying for, how the referee knows you, and roughly when someone may contact them. Offer a way to decline, and thank them.
Leave out anything the application does not need. Do not send your referee bank statements, identity numbers or other applicants' details, and never write the reference for them.
Three templates you can adapt
Previous landlord or agent: Hi [name], I rented [address] from [start] to [end] and I am applying for a new rental. Would you be happy to be my rental reference? Whoever assesses my application may contact you by phone or email in the next few days. Please let me know if you would prefer not to be contacted. I will only share your name and contact details with whoever assesses my application.
Employer: Hi [name], I am applying for a rental property and would like to list you as my employment referee. Whoever assesses my application may contact you to confirm my role at [organisation]. Please let me know if you would prefer not to be contacted. I will only share your name and contact details with whoever assesses my application.
Personal referee: Hi [name], I am applying for a rental property and would like to list you as a personal referee, since [how they know you]. Whoever assesses my application may contact you by phone or email in the next week. Please let me know if you would prefer not to be contacted. I will only share your name and contact details with whoever assesses my application.
Keep your application together
Once your referees agree, add their details alongside your documents and cover letter in one RentFiles application. Filling it in is free, and you only pay $19.99 if you export the finished PDF.
Frequently asked questions
How many rental references do I need?
Follow the number and referee types requested by the application form in front of you. This builder does not set a required count.
Can a friend be my rental reference?
A personal referee can help when you have no rental history. Choose someone who knows you well, ideally not a relative.
Do I need permission to list a referee?
Asking first is the respectful approach, and privacy guidance treats your referee's details as personal information.
What if my previous landlord does not reply?
List a referee who can answer, such as an employer or a personal referee, and explain the gap in a short cover letter if you need to.
What will someone ask my referee?
It varies by agent and market. Keep your email simple so your referee knows who may call and why.
Should I send my referee my documents?
No. Keep bank statements, identity documents and payslips for the application itself.
Can I write the reference myself?
No. Ask your referee to speak for themselves; your email gives them the context.
Is there a free tool to write the request?
Yes. The RentFiles reference request builder writes the email for free, and a RentFiles application only costs $19.99 if you export the PDF.
Related renter resources
FTC: tenant background checks and your rightsReviewed 7 October 2026; consumer reports differ from a personal reference.Reference request builderChoose your referee, add a few details, copy the email.Personal reference guideChoose and prepare referees.Cover letter builderExplain your situation in a short letter.Rental application cover letterWhen and how to write one.Rental application checklistCheck you are ready before you apply.Build your rental applicationOrganise everything into one agency-ready pack.
Keep your referees with your application
Add referees, documents and your cover letter to one RentFiles application.
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