When you’re self-employed, proving steady income to a property manager isn’t as simple as handing over pay stubs. Many landlords now ask for a CPA letter for apartment rental—a short, formal statement from a Certified Public Accountant (CPA) that confirms your business activity and income figures derived from your tax filings and financial statements. Used well, it boosts your credibility without oversharing sensitive data.
Below, you’ll find a practical, step-by-step guide, a realistic letter outline, common pitfalls to avoid, and answers to frequent questions—so you can submit a clean, trustworthy rental file the first time.
What Is a CPA Letter—and Why Landlords Ask for It
A concise third-party verification
A CPA letter is a signed statement on firm letterhead from a certified public accountant (CPA) confirming your self-employment status, time in business, and key income figures. It typically references objective documents—filed tax returns, year-to-date financial statements (profit & loss, balance sheets, and cash flow statements), and, where relevant, accounts receivable schedules or bank statements.
What it is not
It’s not an audit, and it doesn’t “guarantee” payment of your rent. Think of it as an organized verification written by a licensed accountant, designed to help a landlord read your numbers the way a lender would in underwriting for a mortgage or home loan.
When a CPA Letter Helps a Self-Employed Renter
Typical situations
- You’re a sole contractor, freelancer, or one of many sole proprietors without W-2 payroll.
- You own an LLC (or other limited liability company) and need to show consistent owner draws or net income.
- You’ve had variable income and want a CPA to contextualize expenses, seasonality, and retained assets.
Why property managers value it
- Clarity: It translates your business activity into a one-page summary.
- Compliance and accuracy: A CPA works under state boards of accountancy and professional ethics, so the letter is expected to reflect compliance with tax law and proper accounting practices.
- Consistency: It ties the income you claim to documents you’ve filed with the IRS (and what shows up in the bank).
Tip: If a landlord is unfamiliar with CPA letters, compare the process to what mortgage lenders do for a mortgage loan—they review similar documents to evaluate risk.
What a Strong CPA Letter Should Include
Core elements landlords look for
- CPA identity: Firm name, address, license number, contact details (on letterhead).
- Your business details: Legal name, structure (LLC/sole proprietorship), ownership percentage, time in business.
- Income summary: Prior two years and year-to-date figures drawn from tax returns, P&L, balance sheets, cash flow statements, and, if relevant, accounts receivable.
- Scope & limitations: Clear note that it’s a verification letter (not an audit or review).
- Purpose & recipient: Explicitly reference “CPA letter for apartment rental” and name the property or management company.
- Context for big swings in income or expenses (e.g., equipment purchases, project seasonality).
- Short note on business liquidity (assets available for obligations), especially if you don’t want to share every bank statement.
- If your business interacts with the Small Business Administration (certificates, funding history), note it as supplementary credibility—not a requirement.
How to Request the Letter
Step 1: Choose the right professional
Engage a licensed CPA with small-business and landlord documentation experience. (Some tax consultants, tax advisors, and enrolled agents are excellent at tax preparation; for this specific letter, most landlords prefer a CPA’s signature.)
What to confirm up front
- Fee, timing, and whether bookkeeping cleanup is needed first.
- Whether the letter will explicitly state “CPA letter for verification of self employment” if your landlord requires that phrasing.
Step 2: Prepare a clean document packet
Provide the CPA with:
- Two most recent tax returns (include Schedule C if you’re a sole proprietor or K-1s if you own an LLC/partnership).
- Year-to-date financial statements (P&L, balance sheets, cash flow statements).
- Recent bank statements (often 2–6 months).
- Proof of business formation and ownership (EIN letter, articles for your LLC).
- Any context that explains seasonality, one-time expenses, or large accounts receivable.
Quality-control before you send
- Names must match across every document (legal name, entity name).
- Figures should reconcile to what you filed with the IRS.
- If a bill or utility statement is requested for residency verification, include it as a separate exhibit.
Step 3: Align on wording and scope
Ask your CPA to:
- Identify the landlord/property manager by name.
- State the period covered (e.g., tax years 2023–2024, YTD through Aug. 31, 2025).
- Clarify that the letter supports a rental application and is not for loans, mortgages, or money lender decisions (unless you need a second version).
Step 4: Review the draft carefully
Check totals, dates, spelling, license details, and the property’s name. Small errors create big delays.
Step 5: Deliver securely
Have the CPA send the signed PDF directly to the property manager if requested. Keep a copy for your records.
Sample Outline: CPA Letter for Apartment Rental
[CPA Firm Letterhead]
Date
To: [Property/Management Company Name & Address]
Re: CPA letter for apartment rental — [Applicant Full Name / Business Name]
I am a Certified Public Accountant (CPA) licensed in [State]. Our firm provides accounting and tax services to [Business Name], a [LLC / sole proprietorship] owned by [Applicant Name], since [Year].
Based on our preparation/review of tax returns for [Years] and our review of year-to-date financial statements (profit & loss, balance sheets, cash flow statements) through [As-of Date], as well as recent bank statements/accounts receivable schedules, [Business Name] reported approximate net income of $[X] in [Year 1] and $[Y] in [Year 2]. Current activity is consistent with prior periods, subject to normal business fluctuations.
This letter is provided solely to assist [Property/Manager] in evaluating a residential rental application for [Applicant Name]. It is not an audit, review, or examination, and no opinion or assurance is expressed beyond the information presented herein.
[CPA Name], CPA
[Firm Name] | License [####] | [Address] | [Email/Phone]
(If your landlord asks for specific wording, your CPA can title it “CPA letter for verification of self employment.”)
How Landlords Actually Evaluate the File
A landlord’s “underwriting” lens
While this isn’t a mortgage approval, the logic is similar to mortgage lenders reviewing a mortgage loan:
- Stability: Time in business and consistent earnings.
- Capacity: Income vs. monthly rent and other obligations (loans, subscriptions, recurring bill payments).
- Credit history: They may check your credit report and any public records.
- Consistency: Do the CPA’s figures align with your tax filings and bank activity?
If you’re transitioning from a home purchase
Some applicants are simultaneously exploring a refinance or home loan and a lease. Keep files separate. A landlord’s needs are simpler, and you don’t need full mortgages documentation unless asked.
Common Pitfalls
Inconsistent numbers across documents
Fix: Reconcile your books before requesting the letter; ask your CPA to explain any unusual items in plain language.
Over-sharing sensitive data
Fix: Provide what’s requested. A focused CPA letter often reduces the need to share every page of every statement.
Vague or missing business structure
Fix: State your entity clearly (LLC, sole proprietors), your ownership percentage, and years in operation.
Using the wrong professional
Fix: While accountants, tax consultants, enrolled agents, and tax advisors are valuable for tax preparation, many landlords specifically require a CPA signature. Confirm requirements early.