What Is an ESA Letter? A Landlord’s Checklist for Valid Documents

What is an ESA letter? It is a key document landlords see when tenants request exceptions to no-pet rules. At LeaseRunner, we guide landlords on how to get a legitimate ESA letter and how to tell if an ESA letter is legitimate. For example, a valid emotional support animal letter for a landlord shows the tenant’s need, the provider’s licensing, and a clear connection between the tenant’s disability and the animal.

We compare a real ESA letter vs a fake ESA letter and check for proper ESA letter format and content. Landlords often ask, “Do landlords actually verify ESA letters?” The answer is yes — we recommend confirming credentials and details. Knowing what an ESA letter should say (and knowing when to question a fake ESA letter) helps landlords follow the law while protecting their properties.

A quick note before we dive in: in 2026, HUD significantly narrowed how it federally enforces ESA-related housing complaints. That doesn’t erase the Fair Housing Act, but it does change how much risk you’re taking on with certain decisions. We walk through exactly what changed later in this guide.

What Is an ESA Letter?

An ESA letter is a form of supporting documentation a tenant may provide when requesting an assistance animal as a reasonable accommodation in housing. Under the Fair Housing Act regulations, housing providers must make reasonable accommodations to rules, policies, practices, or services when necessary to give a person with a disability an equal opportunity to use and enjoy a dwelling. 

When a tenant’s disability or disability-related need for the animal is not apparent, the housing provider may request reliable supporting information. A letter or note from a health care professional with personal knowledge of the tenant’s condition is one possible form of documentation. 

If a renter provides an ESA letter, landlords should focus on the substance and reliability of the information, rather than whether the document follows a particular format.

Documentation may commonly include:

• The tenant’s name
• The health care professional’s name and professional credentials
• Information showing the provider has personal knowledge of the tenant’s condition
• Confirmation that the tenant has a disability, when that information is necessary to evaluate the request
• An explanation of the connection between the disability and the need for the animal
• The provider’s contact information
• The date and provider’s signature, where applicable

Official letterhead is not a federal requirement. A letter also does not need to cite the Fair Housing Act or HUD, use a specific template, or carry an “ESA certification.”

For example, documentation might state that a provider has an established professional relationship with the tenant, that the tenant has a disability, and that an emotional support animal helps address effects associated with that disability.

Landlords should be cautious about documents that contain unverifiable credentials, generic language, fabricated information, or no meaningful indication that the purported provider has personal knowledge of the tenant’s condition.

Emotional Support Animal vs. Service Animal vs. Pet: What’s the Difference?

These three categories get confused constantly, and the differences matter for what you can and can’t require. Here’s a side-by-side comparison:

For a closer look at how ESAs interact with lease terms, see LeaseRunner’s guide on what a pet addendum is, which allows ESA tenants to keep their animals under clear lease terms.

What Should Reliable ESA Documentation Include?

When a tenant's disability or need for an ESA isn't obvious, a housing provider may ask for reliable supporting documentation. There's no single federally mandated form for this — housing providers should look for information that reasonably confirms a disability and the disability-related need for the animal, rather than treating any one checklist as legally required.

Who Can Provide Supporting Documentation for an ESA Request?

ESA documentation doesn't have to come only from a psychiatrist, psychologist, or one of a handful of licensed mental-health specialties. It can come from any health care professional who has personal knowledge of the tenant's condition — including physicians, nurse practitioners, physician assistants, psychiatrists, psychologists, licensed clinical social workers, licensed professional counselors, licensed marriage and family therapists, and other qualified providers, including those delivering care by telehealth. What matters is that the provider has a genuine, established relationship with the tenant and personal knowledge of their condition — not their specific job title.

Letters from veterinarians aren't valid ESA documentation, since a vet's expertise is animal health, not a tenant's disability.

Information Commonly Included in Reliable Documentation

Because there is no single required form, documentation can vary considerably between providers.

Reliable documentation commonly includes:

• The tenant’s full name
• A statement establishing the provider’s professional relationship with, or personal knowledge of, the tenant
• Confirmation that the tenant has a disability, when necessary to evaluate the request
• An explanation of the connection between the disability and the need for the animal
• The type of animal, if relevant to the request
• The provider’s professional credentials and contact information
• A date and signature, where applicable

Reliable documentation generally does not need to include:

• The tenant’s specific diagnosis
• A DSM-5 code
• Detailed medical history
• Detailed treatment records
• A citation to the Fair Housing Act
• A specific ESA certification or registry number
• A fixed expiration date
• Official letterhead

None of those items is a federally mandated element of an ESA letter.

What a Housing Provider Cannot Require

Historically, HUD guidance made clear that housing providers should not require a health care professional to use a specific form, notarize the documentation, sign it under penalty of perjury, or disclose the tenant's diagnosis or detailed medical records. That specific guidance was rescinded in 2025, but the underlying principle is still good practice: asking for more than what reasonably confirms a disability and the disability-related need increases your fair-housing risk rather than reducing it.

Sample ESA Supporting Letter

This is a sample to illustrate the kind of information reliable documentation includes — it is not a mandatory form. A legitimate provider may format their letter very differently and still be perfectly valid.

What HUD Actually Says About Online ESA Letters

Landlords increasingly see ESA letters obtained entirely online, and it's tempting to treat all of them as suspect. But an ESA letter obtained online isn't automatically fake.

Under HUD's now-rescinded 2020 guidance — still a useful benchmark for what “reliable” documentation looks like — the concern was never really about the internet as a channel. It was about certificate-and-registry websites that issue paperwork to anyone who pays a fee and answers a short questionnaire, with no real evaluation by a licensed provider. That kind of documentation isn't reliable, regardless of how official the letterhead looks.

By contrast, documentation from a licensed health care professional who delivers real care remotely — through a legitimate telehealth visit, for example — can be entirely valid. The delivery channel isn't the test. The test is whether a licensed provider with genuine personal knowledge of the tenant's condition stands behind the letter.

When you're evaluating a letter that came from an online source, check the same things you'd check for any ESA letter: is the provider licensed and in good standing, do they appear to have an actual relationship with the tenant, and does the letter avoid vague, copy-paste language? If those boxes are checked, the fact that the tenant found the provider online doesn't make the letter fake.

How to Tell If an ESA Letter Is Legitimate (vs. Fake)?

Landlords face growing numbers of ESA letters from online sources and questionable providers. Here's a brief guide to differentiating a legitimate ESA letter from a fake, because, ultimately, the burden to accept or deny rests on your due diligence.

Signs of a Fake ESA Letter

We regularly review letters at LeaseRunner and recommend watching for red flags that may indicate the documentation is unreliable:

• The issuer’s identity or professional credentials cannot be verified
• The document contains generic, copy-and-paste language with little or no tenant-specific information
• The documentation provides no meaningful information connecting the tenant’s disability to the need for the animal
• The purported provider appears to have no genuine professional relationship or personal knowledge of the tenant’s condition
• The document contains inconsistent, fabricated, or unverifiable licensing information
• The document claims that an “ESA certification,” registry listing, vest, or certificate is legally required when it is not
• The document appears to have been generated or sold without a genuine evaluation by a qualified health care professional

Formatting alone is not a reliable way to identify a fake ESA letter. A document does not have to use official letterhead, a particular template, or a citation to the Fair Housing Act to be legitimate. Likewise, an online or telehealth provider is not automatically disqualified simply because the consultation occurred remotely. 

Real ESA Letter vs. Fake ESA Letter

Comparing a legitimate ESA letter with questionable documentation is more useful when landlords focus on reliability rather than formatting. A legitimate document should provide enough reliable information to support the disability-related accommodation request when such information is needed.

• Legitimate ESA documentation: Identifies the tenant, identifies the health care professional and their credentials, indicates that the provider has personal knowledge of the tenant’s condition, and explains the connection between the disability and the need for the animal. The document may be formatted in different ways and does not need to cite the FHA or HUD.
• Questionable or potentially fake documentation: Contains unverifiable credentials, generic language, fabricated information, no meaningful indication of a provider-patient relationship, or claims that a paid registration or “ESA certification” is legally required.

A legitimate document does not have to be on official letterhead, use a particular template, come from an in-state provider, or include a citation to the Fair Housing Act. The substance and reliability of the supporting information matter more than its appearance.

How to Verify a Provider's License?

To assess whether supporting documentation appears reliable, landlords can:

• Check the relevant state licensing board or professional registry when the provider is subject to state licensure
• Confirm that the provider’s credentials appear current and consistent with the information provided
• Check whether the provider appears to have an established professional relationship or personal knowledge of the tenant, where that information is reasonably available
• Contact the provider’s office to verify the authenticity of the document when appropriate, while avoiding requests for unnecessary medical information

The Fair Housing Act does not create a separate “ESA letter verification” procedure. The relevant question is whether the documentation reliably supports a disability-related need for the requested accommodation when that need is not already apparent.

How a Tenant Obtains Legitimate Supporting Documentation

It helps landlords to understand what the legitimate process looks like on the tenant's side — it's the fastest way to spot a shortcut that was taken instead.

• See a licensed health care professional who actually knows them. This can be an existing provider — a therapist, physician, or other health care professional — or a new one, including a legitimate telehealth provider, as long as the visit involves a real evaluation rather than a short questionnaire and a fee.
• Go through a genuine assessment. The provider evaluates whether the tenant has a disability and, if so, whether an animal would help address symptoms or effects of that disability. This is a real clinical judgment, not a formality.
• Request a letter confirming the disability and the need for the animal. The provider writes documentation establishing their relationship with the tenant, confirming a disability exists, and explaining the connection between the disability and the animal — without necessarily disclosing the specific diagnosis.
• Provide the letter to the housing provider. The tenant submits the documentation when requesting the accommodation, ideally as soon as the need arises rather than after a dispute has already started.

What a tenant should avoid: paying a website for a letter after answering a short quiz, with no real evaluation by a licensed provider behind it. That's the pattern HUD has consistently flagged as unreliable — not telehealth itself, and not the fact that the request happened online.

ESA Letter and Housing Laws: What Landlords Need to Know

Navigating what is and isn't lawful around assistance animals can feel like walking a tightrope, especially after 2026's changes. This section orients landlords on the housing-law basics behind what an ESA letter is — and what's shifted recently.

The Fair Housing Act (FHA) prohibits discrimination against tenants with disabilities and requires housing providers to make “reasonable accommodations,” including waiving no-pet rules for assistance animals when necessary. That part of the statute hasn't changed. What has changed is how the federal government enforces it: in 2026, HUD narrowed its enforcement priorities in a way that treats untrained emotional support animals differently from trained assistance animals. We break down what that means below.

What Landlords Can Legally Do?

Navigating requests for emotional support animals can be tricky for landlords. Knowing your legal rights helps protect your property while respecting tenant needs. Here's what landlords can legally do when handling emotional support animal letters and accommodation requests.

1. Verify the ESA Letter’s Authenticity

You have the right to confirm that the ESA letter is genuine and that the issuing provider is licensed. This doesn't mean asking for detailed medical records or a diagnosis, which are private. Instead, check the provider's credentials carefully. Look for:

• The therapist’s full name
• License type and number
• Issuing state
• Letter date and signature

Be wary of fake ESA letters that lack this info or use vague statements. For landlords needing more detail, our guide on pet deposits for emotional support animals offers extra tips on verifying documents.

2. Hold the Tenant Responsible for Damages

While having a valid ESA letter can provide tenants with certain rights, tenants are still responsible for any damage caused by their animal to the unit. Landlords cannot collect a separate pet deposit for a trained assistance animal, but the tenant’s standard security deposit still applies: if the ESA causes damage beyond normal wear and tear, a landlord can apply that deposit to cover repairs, just as they would for damage from any other lease violation.

Just be sure to communicate this policy upfront. Review your security deposit terms to make sure they’re refundable to avoid miscommunication when it comes time to return the deposit.

3. Comply With Applicable Animal Health and Licensing Laws 

Although the ESA letter documents a disability-related need, it doesn't exempt the animal from generally applicable animal health and licensing rules. Many states and localities require proof of vaccination, licensing, or registration for any animal kept on a property — rules that apply to pets and assistance animals alike.

If your local law or lease already requires this of every resident with an animal, you can generally apply the same requirement to a tenant's ESA. What you shouldn't do is invent a vaccination or licensing rule solely for ESA tenants that doesn't already exist for other animals on the property — singling out ESAs that way can look discriminatory.

4. Deny the Accommodation Under Certain Conditions

Landlords can deny ESA accommodations if the animal poses a direct threat to health or safety or causes substantial property damage. For example, aggressive behavior or major destruction can justify refusal. However, you must clearly document incidents and notify the tenant formally. Denial cannot be arbitrary and must be based on real, provable issues, not just preferences.

5. Deny Fraudulent Requests

If you suspect a fake ESA letter or misuse (such as forged signatures, non-existent providers, or online documents without proper assessment), you may deny accommodation. Always document your review process thoroughly and communicate your reasons clearly. Protect your property by acting consistently and fairly when requests appear fraudulent.

By following these legal guidelines, landlords can maintain safe, compliant properties while respecting ESA letter requirements. LeaseRunner provides additional landlord resources to navigate these often-complex situations effectively.

What Landlords Cannot Do

Understanding the limits of your rights is just as important as knowing what landlords can legally do. When handling requests related to emotional support animal letters, some landlord actions are off-limits. Respecting these boundaries protects you from legal trouble and ensures fair treatment for tenants with disabilities.

1. Discriminate Based on a "No-Pet" Policy

Even with a strict “no-pet” policy, you generally can't refuse a tenant's assistance-animal request outright — but exactly how much legal risk that carries now depends on whether the animal is trained and where your property is located.

For animals individually trained to perform a disability-related task, the rule hasn't changed: they must be accommodated, and HUD will actively pursue federal complaints if you refuse.

For untrained, comfort-only emotional support animals, the picture shifted in 2026. HUD's Office of Fair Housing and Equal Opportunity rescinded its long-standing ESA guidance and announced that, going forward, it will only pursue federal fair-housing complaints over animals trained to perform a specific task — not untrained ESAs. That doesn't make denying an untrained ESA risk-free: the Fair Housing Act itself is unchanged, tenants can still sue in court, courts don't all agree with HUD's new posture, and a number of states and cities maintain their own fair-housing laws that still require ESA accommodations regardless of HUD's enforcement priorities. Treat a blanket denial of every ESA request as a real legal risk, and check your state and local law — and talk to an attorney — before changing how you handle these requests. 

2. Charge Any Fees for the Animal

For a tenant's trained assistance animal, this one is simple: you cannot charge pet rent, deposits, or other animal-related fees — that principle is well established under both the ADA and the FHA.

For untrained ESAs, it's less black-and-white than it used to be. HUD's prior guidance flatly barred ESA fees, but that guidance is now rescinded, and a federal court in Henderson v. Five Properties LLC, No. 24-750 (E.D. La. July 16, 2025), found HUD's reasoning on this specific point “unpersuasive,” evaluating a fee-waiver request under an ordinary reasonableness-and-necessity analysis instead. In practice, whether you can charge a fee for an untrained ESA is now a fact-specific question that can depend on your state's law, the size of the fee relative to rent, and whether the tenant can show the fee genuinely blocks their ability to keep the animal. Check your state and local law — some still prohibit ESA fees outright — before changing your policy. For detailed landlord guidance, see our breakdown on pet fee vs. pet deposit. 

3. Ask About the Tenant’s Specific Disability

Medical privacy is protected by law. Landlords cannot ask tenants for details about their specific disability or diagnosis. You're entitled to see a valid ESA letter, not to know the underlying diagnosis or treatment details. This keeps your role limited to housing and avoids crossing into protected health information territory.

4. Demand a Specific Form

Neither the Fair Housing Act nor HUD's current guidance requires tenants to use a specific form or registry to request an ESA accommodation. Rejecting an otherwise-legitimate letter purely over formatting, or insisting on your own paperwork instead, can create legal exposure. The U.S. Department of Housing and Urban Development (HUD) doesn't mandate a specific ESA form, and neither should you.

5. Require Training or Certification

There's still no legal requirement for a tenant to obtain training or certification for an ESA before requesting an accommodation — that part hasn't changed, and “ESA certification” from an online registry has never carried real legal weight.

What has changed is the practical significance of training. Under HUD's 2026 enforcement guidance, whether an animal is individually trained to perform a specific disability-related task is now the main factor HUD uses to decide whether it will pursue a federal complaint on a tenant's behalf. So while you still can't demand a tenant certify or train their ESA as a condition of consideration, the presence or absence of task training now meaningfully affects how much federal enforcement risk you're taking on if you deny the request.

By knowing what landlords cannot do, you avoid violations and ensure your treatment of ESA tenants is lawful and respectful. LeaseRunner supports landlords in applying these rules clearly and fairly, protecting your rental business while honoring tenant rights.

How Landlords Handle Housing Disputes Over ESA?

Disputes about emotional support animal letters and accommodations can happen. Knowing how to respond can help landlords resolve issues fairly and smoothly. Here are LeaseRunner’s best practices based on experience and housing law.

1. Engage in Good-Faith Communication

When a tenant submits an ESA letter, start with open, respectful dialogue. Ask to review the letter and explain if you have any concerns. For example, clearly state your building’s policies and any questions about the animal’s behavior or impact. Refer to your lease rules or pet screening process to clarify expectations. Staying calm and cooperative encourages tenants to respond positively.

2. Address Legitimate Concerns

If neighbors complain or if there are issues like property damage or aggression, document everything carefully. Use incident logs with dates, times, and detailed descriptions of what occurred. This factual record helps if the dispute escalates.

Share concerns with the tenant politely and ask for solutions, like better control of the animal or proof of training. This shows you respect the tenant’s rights while protecting your property and other residents.

3. Formalize All Communication

Keep written records of every ESA interaction. Save copies of letters received, verifications you requested, and maintenance or repair records related to animal damage. When conflicts persist, formal letters or email communications clarify what has been discussed.

For example, if the tenant’s ESA causes damage or disturbances, send a detailed letter outlining the issue, citing lease clauses, and requesting corrective action. This documentation protects you legally if a fair housing complaint arises.

Conclusion

ESA letters aren't just paperwork — they connect real housing rights to real medical need, and getting the details right protects both you and your tenants. The rules shifted in 2026: HUD narrowed its federal enforcement to trained assistance animals, so untrained ESAs now sit in a greyer, more state-dependent zone than they used to. When in doubt, verify the provider's license, keep records of every request and denial, and check your state and local law before making a final call.

LeaseRunner helps landlords manage exactly these moments — from screening tenants to drafting pet addenda and keeping documentation organized when an accommodation request comes in. Explore LeaseRunner's landlord tools to handle your next ESA request with confidence.

FAQs

What makes an ESA letter valid?

A valid ESA letter comes from a licensed health care professional with personal knowledge of the tenant's condition. It typically includes the tenant's name, the provider's license details, a signature, and a clear explanation connecting the tenant's disability to the need for the animal. There's no federally required form, letterhead, or expiration date, but the language should be specific to the tenant — not generic template text.

Do landlords actually verify ESA letters?

Yes, landlords verify ESA letters by checking the provider's identity, license status, and whether the letter reasonably documents a disability and the disability-related need. Landlords cannot ask for medical details or the tenant's diagnosis, keeping privacy intact.

How do I get a legit ESA letter?

To get a legitimate ESA letter, you generally need to be evaluated by a licensed health care professional with personal knowledge of your condition, such as a therapist or physician. Only a provider with a real relationship to you can assess your condition and issue a valid letter. Beware of quick online services offering instant, no-assessment letters — they often don't meet legal standards.

Can I write my own ESA letter?

No. Only a licensed health care professional with personal knowledge of your condition can issue valid ESA documentation. Self-written letters, or forms completed by friends or family, aren't accepted under fair housing law.

Did HUD change ESA rules in 2026?

Yes. In September 2025, HUD withdrew its 2013 and 2020 assistance-animal guidance, and in May 2026 it issued new enforcement guidance prioritizing federal complaints involving animals individually trained to perform a disability-related task over untrained, comfort-only ESAs. The Fair Housing Act itself hasn't changed — only how HUD prioritizes federal enforcement has. Many states and cities still have their own ESA protections that HUD's shift doesn't touch.

Can I charge a pet fee for an ESA now?

It depends. For a trained assistance animal, no — you still can't charge pet rent, deposits, or fees; that principle is unchanged. For an untrained, comfort-only ESA, it's now a fact-specific question rather than an automatic “no.” HUD's guidance is rescinded, so a categorical fee ban is no longer a settled federal enforcement position, but this isn't a green light to start charging automatically — some states still prohibit ESA fees outright, and courts still weigh whether a fee is reasonable case by case. Check your state and local law, and talk to a housing attorney, before changing your fee policy.

Disclaimer: The information provided in this post is intended for general informational and educational purposes only. It should not be construed as legal, accounting, or tax advice. For guidance specific to your situation, we recommend consulting with a qualified professional in the relevant field before taking any action based on the content provided.