How to Make a Declaration of Proof of Residence

Table of contents:

How to Make a Declaration of Proof of Residence
How to Make a Declaration of Proof of Residence
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Proof of residency is often required to enroll in a school, obtain a visa, or apply to state or national programs. Most locations, such as the public library or DETRAN, only require a utility bill or lease agreement. However, some companies may ask you to provide a letter of proof.

Steps

Part 1 of 5: Preparing to Write the Proof of Residence Letter

Write a Letter for Proof of Residence Step 1

Step 1. Understand the requirements of the letter

The place that asks for it may have certain demands. For example, the document might reveal some information, such as your name, your address, and how long you have lived in your current location.

  • Some will require a landlord to sign the letter.
  • Certain letters require the submission of other supporting documentation. Some agencies will ask you to attach a copy of your current lease or property purchase agreement. Most commonly, a utility bill in your name will also do.
  • Most organizations will require the letter to be authenticated before it is sent.
Write a Letter for Proof of Residence Step 2

Step 2. Collect and copy supporting documents

Locate the appropriate documents that you will need to send along with your residence permit. Some examples include:

  • Purchase or lease agreements for current residence.
  • Utility bills for your current home.
  • Old payroll and tax forms that include your address.
Write a Letter for Proof of Residence Step 3

Step 3. Discuss the letter with your landlord

If the agency requires his signature on the document or a letter written by him, please contact the landlord as soon as possible. If the document needs to be authenticated, you and the landlord must sign in front of the notary.

Write a Letter for Proof of Residence Step 4

Step 4. Make an appointment with a notary

Not all require an appointment to be made, but you should contact your local registries in advance to ensure documents can be authenticated in time.

Part 2 of 5: Giving a Letter Header

Write a Letter for Proof of Residence Step 5

Step 1. Create a title for the letter

It should say "Declaration". Center it at the top of the page, in bold. You can make its font a little bigger than the rest of the document, but only one size. Remember this is a legal document, so keep everything formal.

  • An alternative way to label the letter is to type the word "matter" at the top, followed by "Proof of Residence" or "Declaration of Residence". The text should be left-aligned with a standard font equal to the rest of the letter.
  • Subject: Declaration of Residence
  • Re: Proof of Residence
Write a Letter for Proof of Residence Step 6

Step 2. Date the letter

All official documents must be dated. You can format the date however you like, using numbers only (DD/MM/YYYY) or spelled out (such as "January 3, 2015"). The date should be lined up on the right side and at the top of the letter.

  • The date must be two lines below the centered header. If you have a subject instead of a header, the date should be two lines above it.
  • The date on the document must be the same as the date you meet with the notary, if you are going to authenticate the letter.
Write a Letter for Proof of Residence Step 7

Step 3. Include contact information

In the upper left corner, put all your data. They will be important if anyone needs to contact you regarding the letter. Include the following:

  • full legal name
  • Address, including street name, city, state and zip code
  • Phone number
  • Email address
  • This information should be placed below the date and title, but above the subject.
Write a Letter for Proof of Residence Step 8

Step 4. Refer to the company or the person

Start the letter by referring to the person, company or institution that requested it. Include the person's full title or company's full name.

If you are not sure who to address the letter to, write: "To whom it may be of interest"

Part 3 of 5: Writing the letter as a resident

Write a Letter for Proof of Residence Step 9

Step 1. Start with your legal name

As this is a legal document, you must include your full name on it. Do not put aliases, shortened versions or other names used by you.

Proof of residence letters usually start with the following: "I, (full legal name), …"

Write a Letter for Proof of Residence Step 10

Step 2. Check your address

The next thing to include is a complete address. This is the most important information in the letter.

  • I, João Example, declare for the due purposes and under the penalties of the law that I reside at Rua Um, 123, City, State, CEP.
  • I declare that I, João Example, live at Rua Um, 123, City, State, CEP.
Write a Letter for Proof of Residence Step 11

Step 3. State how long you have lived in that location

Be as accurate as possible. Provide the day, month and year if you can. If you don't know the day, indicate the month and year.

I declare that I, João Example, have been living in the above residence for three years, since day/month/year

Write a Letter for Proof of Residence Step 12

Step 4. Include other residents

If the letter requires it, include the names of other people who have lived with you and for how long, if that period is different.

This information is important if you are proving your child's address to the school district

Write a Letter for Proof of Residence Step 13

Step 5. Enter the oath

Since this is a statement, you are declaring under the penalties of the law that you are telling the truth. By placing an oath below the above statements, you will ensure that they are accurate. In the process, you become susceptible to allegations of fraud if you are lying.

I, João Example, further declare to be aware that the false declaration subjects the declarant to civil, administrative and criminal sanctions provided for in the applicable legislation

Write a Letter for Proof of Residence Step 14

Step 6. Proceed with a closing sentence and your name

Two lines of single space below the last sentence of the statement, write "Sincerely". Then three or four lines below that text, type your full name as at the beginning of the letter.

Your legal names must be the same on all other legal documents and supporting us to avoid complications

Write a Letter for Proof of Residence Step 15

Step 7. Sign and date the letter

If you plan to sign and date the document now, you can do so on the lines between the typed name and the closing sentence.

If the document is authenticated, do not sign and date it until the notary can testify

Write a Letter for Proof of Residence Step 16

Step 8. Create a line for the notary's signature

If the letter needs to be authenticated, put a signature line for the official at the end.

Notary's signature: _______________________________

Write a Letter for Proof of Residence Step 17

Step 9. Create a space for the landlord's signature

If he needs to sign the letter, put a line for it.

Write a Letter for Proof of Residence Step 18

Step 10. Take the document to the registry

If you need to authenticate the letter, take it to a local registry office. You can find a nearby office through a quick internet search.

  • You will need the letter and a form of identification.
  • The landlord may need to be present if his signature is also required on the letter.
Write a Letter for Proof of Residence Step 19

Step 11. Keep a copy of the letter for personal records

As a legal document, keep a copy of it and any supporting documents that will be sent.

Part 4 of 5: Writing the letter if you are the landlord

Write a Letter for Proof of Residence Step 20

Step 1. Start with the purpose

If you are the landlord, the objective is to certify the residence of your tenants. Include their full legal name.

  • This letter is intended to verify that (names of tenants)…
  • I, the landlord of (insert complex name), write to certify my tenant's residence (tenant name).
Write a Letter for Proof of Residence Step 21

Step 2. Include the address

The next piece of information to include is the property's full address. This is the second most important data on the card.

  • I am writing to certify that (insert name of tenant) resides at Rua Um, 123, City, State, CEP.
  • I am writing to confirm that (insert tenant name) you currently reside as a tenant on my property, located at Rua Um, 123, City, State, CEP.
Write a Letter for Proof of Residence Step 22

Step 3. State how long the person has lived in that location

Be as accurate as possible. Provide the day, month and year if you can. If you don't know the day, indicate the month and year.

  • (Insert tenant name) resides on the property since DD/MM/YYYY.
  • It may only be necessary to declare that the person lives on your property. See if you need to indicate the duration.
Write a Letter for Proof of Residence Step 23

Step 4. Include the rent amount

Some residence declaration letters require you to report monthly rent. See if this information is needed in your case.

It may also be necessary to indicate whether utilities are included in the price

Write a Letter for Proof of Residence Step 24

Step 5. Offer to answer questions

In the last paragraph, state that you are willing to answer other questions. You can include a phone or email so the reader knows how to get in touch with you.

Write a Letter for Proof of Residence Step 25

Step 6. Proceed with a closing sentence and your name

Two lines of single space below the last sentence of the statement, write "Sincerely". Then three or four lines below that text, type your full name. Do not put nicknames, short versions or other names you are used to.

Write a Letter for Proof of Residence Step 26

Step 7. Print the letter and sign it

Part 5 of 5: Finishing the Document

Write a Letter for Proof of Residence Step 27

Step 1. Enter the letter

Use a standard, formal 12-point font such as Times New Roman, Arial or similar with 2.5 cm margins.

Do not bold, italicize or underline unnecessarily

Write a Letter for Proof of Residence Step 28

Step 2. Use the "business letter" format

This is a text formatting style. The letter should be single-spaced, with a space between each new paragraph. Leave two spaces between the end of the last paragraph and the closing.

Don't indent the paragraphs

Write a Letter for Proof of Residence Step 29

Step 3. Review the letter

It is a legal document, so make sure the language is clear and there are no grammatical or typos. Use the spell checker and have someone else read the text.

Tips

  • Your personal income tax return can also serve as proof of residency if you are self-employed.
  • Always make copies of official documents for your records.

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