Proof of Income Letter
Sets out what you earn and where it comes from, for a landlord or lender.
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Dear Sir / Madam,
This letter sets out my current income. It is provided for [purpose].
add one income source per line
I can provide bank statements, invoices or tax records to support any of the above on request.
I confirm the figures above are true and complete to the best of my knowledge.
What is a Proof of Income Letter?
A proof of income letter states what you earn, where it comes from, and how long it has been that way. Landlords, lenders and benefit offices ask for one when a payslip cannot tell the whole story — because you are self-employed, work several jobs, or earn irregularly.
For a salaried employee, the equivalent document is written by the employer. This one is written by you, about you, which means it carries less weight on its own and has to be backed by evidence — bank statements, invoices, tax returns. Treat the letter as the summary and the attachments as the proof.
The reader is doing one calculation: can this person cover the payment every month. So give a monthly figure even if you are paid quarterly or seasonally, and give it honestly. An inflated figure that your bank statements contradict is worse than a modest one that they support.
Be careful about who signs. A letter about your own income is a self-declaration; if the recipient asks for something certified, they usually mean a letter from an accountant, a tax return, or an employer letter, and your own signature will not satisfy them.
What to put in a Proof of Income Letter
These are the details this template asks for. Anything left blank is marked in red on the preview so you can see what is still missing.
| Field | What goes in it |
|---|---|
| Letter is for | For example: a rental application with Kinnear Property Management |
| Income sources | One per line: Source | Monthly amount |
| Earning this way since | Free text |
| Currency | Free text |
| Issued to (full name) | For example: James Whitfield |
| Their address | For example: 588 Kinnear Road, Columbus, OH 43212 |
How to write a Proof of Income Letter
Say what the letter is for
Name the application and the organisation. A letter written for a specific purpose is easier to trust than an open one, and it stops the document being reused somewhere it was never meant to go.
List each income source separately
Source and monthly amount, one per line — freelance work, a retainer, rental income, royalties. Separating them shows the reader how much of your income is stable and how much is variable.
Give the monthly total, and be honest about variability
If income moves around, say so and give an average with the period it covers. 'Averaged over the last twelve months' is far more credible than a single good month presented as typical.
Say how long you have earned this way
Lenders and landlords care about durability. Two years of self-employment reads very differently from four months of it.
Offer the evidence and attach it
Name what you can produce — bank statements, invoices, tax returns — and attach the ones you already have. Close with a line confirming the figures are true and complete.
Common mistakes
- Quoting gross revenue from a business as though it were personal income.
- Giving a single strong month as the monthly figure.
- Sending the letter with no supporting documents at all.
- Leaving out the purpose, so the letter circulates beyond the application it was written for.
- Rounding upward — the bank statements will be compared against it.
Frequently asked questions
Who can write a proof of income letter?
You can write one about your own income. An employer writes one for an employee, and an accountant can write one that carries more weight for self-employed income. Ask the recipient which they will accept.
What documents should I attach?
Bank statements covering the period you describe, recent invoices, and your most recent tax return. Attach what supports the figure you quoted, not everything you have.
Does it need to be notarised?
Usually not. Some landlords and lenders ask for notarisation or for an accountant's confirmation instead — check before you sign anything.
What if my income varies a lot?
Give an average over a stated period and say plainly that it varies. Showing the range is more convincing than hiding it.
Can I include benefits or support payments?
If they are regular and you can evidence them, yes — list them as separate lines so the reader can see what is earned and what is not.
This page explains general practice and is not legal advice. Requirements differ between countries and, in some cases, between states — check what applies where the document will be used.