Your residency verification letter may mean the difference between approval or rejection for the person you're verifying a home address for. Businesses and organizations request residency verification letters for various reasons, including loan approval and public assistance application confirmation. Since a verification letter is formal, you'll need to use a business letter format. For a standard business letter, left-justify your text and use one-inch margins on all sides. Although no specific type font or size is required, using a standard format in an average size, such as Times New Roman with a size of 12, will make your letter easier for the recipient to read.
Type in the date at the top of the letter. Use the month, day and year format, with the month spelled out. Space down one line.
Type in the recipient's information. Usually, her name will be the first line, with her street address on the next line and city or town, state and ZIP code on the last line. Insert the recipient's job title and business or organization name below her name if known. Space down one line.
Type the letter opening, known as a salutation. Use "Dear" followed by the person's formal title and a colon. For example, if you are writing to John Marshall, you might use, "Dear Mr. Marshall:" as your salutation. Use "To Whom It May Concern:" if you don't have a name or are unsure of the recipient's gender. Space down one line after the salutation.
State your letter's purpose in the first sentence of the opening paragraph of the letter. For example, if you were asked by the recipient to confirm Jane Miller's residency, write, "I am responding to your request for residency verification for Jane Miller." State the purpose for the residency verification in the next sentence so the person who is asking you to verify her address can't use the letter for other purposes. Space down one line.
Insert all the verification information requested in the next paragraph. Include the person's legal name. State that she lives at the address you're verifying. Give the full address and any other information the recipient needs. For example, if you're a landlord writing the letter for a tenant, you may need to state the length of tenancy, how much she pays in rent, whether her rent is current and who else lives in her household. Space down one line.
End the letter by extending an invitation to contact you by your preferred contact method with any questions. Include the contact method, such as your telephone number or email address. For example, you may use, "Please contact me at (insert method here) if you have any further questions." Space down one line.
Close your letter with "Sincerely" followed by a comma. Space down four lines to leave room for your signature. Type your name and full address, following the same format you used for the recipient's information. Sign the letter in the space you left before sending.
- Use paper with your professional letterhead if you are writing the letter in your capacity as an employee or business owner.
- If you need the letter notarized, leave space at the bottom for the notary wording. Take the letter and valid identification to a notary public.
- Don't give out sensitive personal information about the person you're confirming an address for, such as Social Security number or date of birth.
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