Letter Templates

Free Proof of Residency Letter Templates [Word, PDF]

proof of residency letter example

A proof of residency letter is a legal document state that a person lives at a specific address. It is also known as an affidavit of residence. This document is needed when registering for schools, visas, and state or national programs. Furthermore, it is also required by the DMV (Department of Motor Vehicles) when applying for a driver’s license. Proof of residency letter can be written by an employer, family member, and landlord. Different documents can be used to show proof of residency such as bank statements, utility bills, lease agreements, driving license, health insurance card, etc. However, it depends on the company’s policy that which type of document can be used as proof of residence.


Uses of proof of residency:

This document can be used for various reasons including;

  • You may require to present proof of residency, when registering for the programs offered by the government such as visa applications, voter ID cards, passports, etc.
  • You can also use this document when applying for utility services like electricity, gas, water connection, and telephone.
  • When applying for a job, some companies may require that you provide proof of residency.
  • You have to provide proof of residency when opening a bank account or applying for a loan.

How to create a proof of residency letter?

Let us discuss step-by-step how to create a proof of residency letter; Step#1: At first, create a letter’s heading. The heading of the letter is ‘Affidavit of Residence’, should be at the center of the page, and has a clear font with a bold format. The font size of the heading should be slightly larger than the other parts of the document. As it is a legal document, maintain its formality throughout the letter. Step#2: Two lines below the heading include the date of the letter and you can use any date format. Step#3: Next, include all your contact information. This is the most important part of your letter. Here you have to include your full name, complete address, contact number, and email address. Step#4: After that, start your letter by addressing the person or company who requested it. Enter the full name or title of the recipient. However, if you don’t know the recipient, use the phrase ‘To Whom it May Concern’. You may also like Packing Slip Template.

Tips for writing a proof of residency letter:

Consider the following tips when writing a proof of residency letter;

  • Start off your letter by using your legal name, and then verify your address and right down to the zip code, include your complete address.
  • After that, state how long you have been living in your residence. Keep this part of the letter as precise as you can. If you remember the exact date that when you started living in your residence, indicate it.
  • Also, mention the people living with you in your home. In some cases, you have to write the names of those living with you.
  • You must include a statement which states that everything written in your letter is the truth. It is also known as an oath.
  • At the end, include a closing phrase and then again write your full legal name and nothing else.
  • If you have to submit a notarized letter, create a line for the notary to sign. In addition, if you are a tenant instead of a homeowner then also create a line for your landlord to sign.
  • When you have all done with the above steps, print out it and ask all the necessary signatories to affix their signatures. Also, keep a copy of it for yourself.


In conclusion, a proof of residence letter is a helpful legal document that proves your eligibility for selection in some program or avail special benefits in the place where you reside. It is an essential document when applying for government agencies, insurance programs, or employees to prove that an individual lives where they claim. So, it should be well-written and well-designed.

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