Proof of Residency Letter – Format, Sample & How to Write

A proof of residency letter is a written document that confirms where a person lives. Institutions such as banks, universities, employers, landlords, and government agencies commonly request a proof of residency letter to verify a person’s residential address for registration, benefit enrolment, background checks, or official records.

This guide explains what a proof of residency letter should include, shows an easy-to-follow proof of residency letter format, and provides examples and a ready-to-use proof of residency letter sample to help you prepare documents that meet verification requirements.

This page is intended for informational purposes to help individuals understand residency verification requirements.

Table of Contents

What Is a Proof of Residency Letter?

A proof of residency letter is an official document—issued by an employer, landlord, or authorised organisation—that states an individual’s current residential address and confirms residency for verification purposes. It is often used in place of utility bills or government documents where those are not available.

Who Requests a Proof of Residency Letter?

The following list shows typical organisations that may require a proof of residence letter:

• Banks and financial institutions (account opening, loan verification)
• Passport and government offices (where other documents are insufficient)
• Educational institutions (enrolment verification)
• Employers (HR and background checks)
• Landlords or housing authorities (tenant verification)
• Social services and benefit offices

Proof of Residency Letter Format – What to Include

Use this proof of residency letter format as your blueprint; it ensures all verification points are covered.

• Letterhead of issuing organisation (if applicable)
• Full name of the resident (as per government ID)
• Full residential address (street, city, state/province, postal code, country)
• Period of residence (from date to date or “currently residing”)
• Reason for issuing the letter (passport, bank, school, etc.)
• Name, designation, and contact details of the issuer
• Date of issue and signature (with official stamp or seal if available)
• Copy or reference number of tenancy agreement, ID, or account number
• Relationship to the issuer (for example, employer or landlord)
• Verification steps taken (utility check, tenancy contract, or records)

Proof of Residency Letter Sample

This proof of residency letter sample is illustrative. It should be printed on official letterhead and adjusted to match your specific situation.

To Whom It May Concern,

This is to certify that [Full Name of Resident], holding [ID type and number, if applicable], is currently residing at the following address:

[Full Residential Address — House/Flat No., Street, Area, City, State, Postal Code, Country]

The above individual has been residing at this address since [Month Year] and continues to reside here as of the date of this letter. This confirmation is issued for the purpose of [state purpose: bank account verification, passport application, school enrolment, etc.].

If you require further information or verification, please contact the undersigned.

Issued by:
[Issuer Name]
[Designation]
[Organisation / Company / Landlord Name]
[Official Address of Issuer]
Date: [DD/MM/YYYY]

Signature: ___________________
Official Stamp / Seal (if applicable)

For general formats and additional address confirmation letters, refer to our Address Proof Letter guide.

When Not to Use a Proof of Residency Letter

A proof of residency letter is not a substitute for official government-issued identity documents. It should not be used for purposes that require formal legal status verification beyond residency, such as identity authentication or immigration-related documentation. Always confirm requirements with the requesting authority.

How to Get Your Proof of Residency Letter Accepted

Follow these practical steps to increase acceptance chances:

1. Use official letterhead or obtain the letter from an authorised person.
2. Ensure the resident’s name exactly matches government-issued identification.
3. Confirm the address is complete, accurate, and clearly formatted.
4. Date the letter and include verifiable contact details of the issuer.
5. Attach supporting documents if required, such as lease agreements or utility bills.
6. Provide certified translations if documents are required in another language.

Final Notes

Acceptance of a proof of residency letter varies by organisation and jurisdiction. This guide provides general best practices and examples — always confirm exact requirements with the requesting organisation before submission.