Basic steps to take when writing a proof of residency letter
Don’t feel intimidated when you need to write a proof of residency letter. You just need to follow a few basic steps to do it correctly:
Create the letter’s heading
The heading of the letter should say “Affidavit of Residence.” Align this at the center of the page and use a clear font with a bold format. Also, make these words slightly larger than the other parts of the document. Since this is a legal document, you need to maintain formality throughout the letter.
Place the date
Just like any official document, you should include the date of the letter but you can use any date format. Align the date at the right side of the page two lines below the heading. When writing a notarized letter of residency, the date should be the same date you will meet with the notary.
Add your contact information
At the top left side of the page, add all of your contain information. This is one of the most important parts of the letter so that the recipient can contact you. Include your full legal name, your complete address, your phone or mobile number, and your e-mail address.
Address the individual or the company requesting the letter
Start off your letter by addressing the individual or the company who requested it. Make sure to include the full name or full title of the recipient. If you’re not sure who to address your letter to, use the phrase “To Whom It May Concern.”
Tips for writing a proof of residency letter if you’re a resident
Sometimes, a proof of residency letter from a family member would be a sufficient document. But there are also times when you may write the letter yourself as the resident of the locale. Here are some tips to help you write the letter:
- Since the proof of residency letter template is a legal document, start it off using your legal name.
- The next thing to do is to verify your address. Include your whole address right down to the zip code.
- Then state how long you’ve lived in your home or residence. In this part, you need to be as precise as you can. If possible, indicate the complete date when you started living in your home.
- Mention any other people living with you in your home. Sometimes, you may even need to write the names of those living with you.
- The next thing to include is your oath. Any affidavit of residence form would need a statement wherein you swear under oath that everything written in your letter is the truth.
- Follow this with a closing phrase then your name. Again, write down your full legal name and nothing else.
- Create a line for the notary to sign. Only include this is if you’re required to submit a notarized letter of residency.
- Also, create a line for your landlord to sign if you’re a tenant instead of a homeowner.
- After printing out your proof of address letter, sign and date it. But only do so on the same day that you meet with the notary.
- Before you submit the document, ask all the necessary signatories to affix their signatures. Then make a copy of the document for yourself and keep it in your file.
Tips for writing a proof of residency letter if you’re a landlord
If you’re a landlord, there may come a time when your tenants would request for a proof of residency letter from landlord. In such a case, you would have to know how to write a letter properly for your tenants. Here are some tips:
- Start the proof of residency letter from landlord by indicating your purpose. Here, you state that you’re verifying the residency of your tenants. When writing their names, use their complete legal names.
- Next, include the complete address of the property where the tenants reside.
- State how long your tenants have lived in your property. Refer to your initial contract to check the exact date that they started to rent.
- Include the amount they pay each month for the rent. But before including this information, ask if the recipient needs to know.
- Write a statement which offers to answer any follow-up questions in the last part of the letter. Then write your name and contact number in case the recipient does have more questions to ask about your tenant.
- End the letter with a closing phrase and your full name.
- Proofread the letter before printing it out. Once you’ve printed the letter, affix your signature and the date.
How to write an affidavit
An affidavit is simply a notarized written document. Therefore, an affidavit of residence needs notarization first before you send it to the person or company who requested for it. Writing an affidavit requires two major steps namely
Including all the basic information
- Write the title of your document.
- Include your complete legal name as the affiant. Also, include your complete address since this is one of the most important parts of the letter.
Writing your statement
- Write the purpose of your letter which, in this case, is to prove that you live in a specific residence. When writing your sentences, use the first person. Make sure to use clear and concise sentences so as not to make your letter too long and boring.
- If you need to, refer to any of the supporting documents which you will attach to your letter.
- Include a statement of truth in your letter. This should be a clear statement which indicates that all of the information you’ve written in your letter is true and accurate. This statement would verify all the contents of the letter from your name, your address, and more.
- Create spaces or lines for signatures. Aside from your name and signature, you may have to ask your landlord to sign.
- If you plan to have the document notarized, there should be a space for the notary to sign. This is normally found at the end of the document. When you sign the letter, it should be in the presence of the notary so that he can also affix his signature and his stamp.
- Before going to a notary for signing, make sure to bring with you enough identification. This is essential to show the notary that you are, in fact, the person who wrote the letter and that you do live in the address you’ve stated in the document. The best forms of identification to bring would be your passport and your driver’s license.
- In the case of students or other special circumstances, even minors may affix their signature on an affidavit. But the minor must first appear before the notary and he must have a valid ID like a passport.
How to get a proof of residency?
At some point, you may need to submit a proof of residency letter for a specific purpose. Some examples include when registering for a school, when applying for a visa, when applying for benefits or programs, and others. Some agencies may also require you to provide this document to prove that you live in the address you’ve supplied. You can write the letter yourself or ask your landlord to write it for you, depending on what’s required. If this is your first time to obtain this document, here are some steps to follow:
- You first need to understand all of the requirements you need to get the letter. For instance, if you write it yourself, you may have to ask your landlord to sign it. In some cases, you may also have to submit supporting documentation along with the letter. Get the complete list and make sure you know what you need to accomplish.
- Collect all of the documents you need to support your letter. Before sending any of them, make copies to keep in your own file.
- After writing and proofreading your letter, discuss it with your landlord before asking him to sign. Also, ask if it’s okay to include his contact information in case the recipient has any other questions.
- Make an appointment with a notary on the same day that you plan to sign and date your letter.
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