Free All-States Letter of Recommendation
Generic letter of recommendation template for rental or employment use. Written by someone with personal knowledge of the applicant. State facts and opinions you can support. Get the applicant’s authorization before discussing them with a third party.
A letter of recommendation supports an applicant’s character, work ethic, or rental history for a prospective landlord, employer, lender, or school. The writer should have personal knowledge of the applicant and state only what they can support. While more permissive than a landlord-tenant verification, recommendation letters are still subject to defamation and FCRA limits when used in credit or employment decisions. Get the applicant’s authorization before writing, and stick to honest, factually supportable statements.
All-States Recommendation Letter at a Glance
Statute
General Law
Purpose
Character / History
Audience
Landlord / Employer / School
Standard
Honest + Supportable
Honest, supportable statements only
Recommendation letters should be honest and based on personal knowledge of the applicant. Statements you cannot support if questioned can create defamation exposure. Get the applicant’s authorization before discussing them with a third party. If the letter is used in credit or employment decisions, FCRA accuracy duties may apply.
How to Use the All-States Recommendation Letter
Identify when the disclosure is required
Confirm the applicant has authorized you to provide a recommendation and identify the requesting party (landlord, employer, school).
Prepare the notice
Determine your relationship to the applicant: how long you have known them, in what capacity (former landlord, employer, supervisor, colleague, professor).
Provide the disclosure
Draft the letter on letterhead if available. State your relationship to the applicant, your honest observations, and what makes them a good candidate.
Follow statutory timeline
If you cannot give an honest favorable recommendation, decline to write one. Do not write a negative letter; politely decline the request.
Document the process
Sign and deliver directly to the requesting party. Retain a copy and the applicant’s authorization for at least 3 years.
Generate the All-States Notice
Complete the fields below to generate a All-States letter of recommendation. Service should comply with delivered to requesting party with applicant authorization; retain proof of delivery.
Purpose of this letter
Supports an applicant’s character, work ethic, or rental history. Be honest, be specific, and be supportable. Stick to what you genuinely know and believe.
1. Parties & Property
From (Landlord / Property Manager)
To (Tenant)
2. Letter of Recommendation Details
3. Notice Content
4. Signature
About This All-States Notice
A letter of recommendation is a personalized endorsement of an applicant’s character, work ethic, or rental history. It is provided to a prospective landlord, employer, lender, or school by someone who has personal knowledge of the applicant. The writer should have authorization from the applicant and should state only honest, supportable observations. Statements that cannot be supported if questioned create defamation exposure. Best practice: confirm personal knowledge, get authorization, write only what you genuinely believe, decline if you cannot be favorable, sign on letterhead, deliver directly, and retain a copy with the authorization. If the letter is used in credit or employment decisions, FCRA accuracy duties may apply.
All-States Statutory Requirements
- Applicant authorization before writing
- Personal knowledge of the applicant required
- Honest, supportable statements only
- Signed by author
- On letterhead when possible
- Direct delivery to requesting party
- FCRA compliance if used in credit or employment decisions
Delivery Methods
- Direct to requesting party
- By mail, email, or fax per requesting party’s preference
- Original signed copy retained by author
Common Mistakes
- Recommendation without personal knowledge
- Exaggerating qualifications you cannot support
- Writing negative letters — better to decline
- Writing without applicant authorization
- Disclosing protected information (disability, religion, etc.)
Best Practices
- Get applicant authorization first
- Confirm personal knowledge
- Be specific — concrete examples beat generic praise
- Be honest — only positive statements you can support
- Decline if unable to be favorable
- Sign and date with full contact info
- Deliver directly to requesting party
Bottom line
Recommendation letters should be honest, specific, and supportable. Get the applicant’s authorization. Write only what you genuinely believe based on personal knowledge. If you cannot give a favorable recommendation, decline rather than writing a negative letter.
Frequently Asked Questions
What is a letter of recommendation?
A letter of recommendation is a personalized endorsement of an applicant’s character, work ethic, or rental history. It is provided to a prospective landlord, employer, lender, or school by someone who has personal knowledge of the applicant.
Who can write a recommendation letter?
Anyone with genuine personal knowledge of the applicant: a former landlord, employer, supervisor, professor, or long-time non-relative friend. Avoid family members; their objectivity is presumed less.
What should I include?
Identify your relationship to the applicant, how long you have known them, in what capacity, and your honest observations. Be specific. Concrete examples (paid rent on time for 3 years, completed project ahead of schedule) beat generic praise.
What if I can’t honestly recommend?
Decline politely. Do not write a negative letter. A request for a recommendation is a request for a favorable one; if you cannot honestly provide that, the most professional response is to decline.
Are recommendation letters legally risky?
Yes. Even though the standard is more permissive than a verification, recommendation letters used in credit, employment, or housing decisions must still be honest. Statements you cannot support create defamation exposure and may trigger FCRA accuracy duties.
What are common mistakes?
Common mistakes include recommending someone without personal knowledge, exaggerating qualifications, writing negative letters instead of declining, writing without the applicant’s authorization, and disclosing protected information (disability, religion, family status).
Screen All-States tenants thoroughly before move-in
Bedbug issues are easier to manage when tenants follow inspection procedures and report quickly. Tenant Screening Background Check has been verifying renters since 2004 — credit, eviction filings, criminal background, and employment — across all 50 states and DC.
Related Resources
Published by Tenant Screening Background Check
Established 2004 · 20+ Years · All U.S. States & Territories · Statute-Based · Attorney-Reviewed
A Private Eye Reports™ service trusted by landlords, property managers, and attorneys.
