A reference template should capture facts and limits, not encourage a character judgment. Have the questions reviewed for your application process and jurisdiction before use.
Work through the checklist
Use the download to keep your record.
Open the call
I am following up on an authorized rental reference for [applicant reference]. Are you the appropriate person to verify the tenancy information you are permitted to share?
Confirm identity and role through your approved method. Do not disclose an applicant's full screening report to establish credibility.
Ask focused questions
Record tenancy dates, the contact's relationship to the tenancy, and relevant documented information they can lawfully provide. Use the same questions for comparable cases. If the contact offers an opinion, ask whether a specific record supports it.
Keep not known, declined to answer, and verified as different statuses. A blank response should not become an unfavorable fact.
Close and document
Thank you. I have recorded [brief factual summary]. Is that an accurate description of the information you can verify?
Save the date, method, and limitations in the secure application file. Follow recording-consent rules before recording any call; written notes may be the more suitable default.
If a discrepancy affects the review, follow your established clarification process. Do not repeat unverified allegations in messages to other landlords or public groups. A useful reference record should remain understandable and restrained.
Keep your completed record
Save the worksheet with the supporting records and restrict access to people who need it. This blank organizer does not calculate a legal, tax, insurance, or eligibility decision.
