A tenant just moved out. Now you are stuck with their mess. A “Sample Letter To Tenant To Clean Up After Move” can help. Landlords use it when a tenant leaves the property dirty. This letter asks them to clean up before losing their deposit.
Writing this letter can be stressful. You want to be fair but firm. Finding the right words is key. We understand this challenge.
That’s why we’re sharing letter templates. These samples make writing easy. Use our examples to get your property back in shape.
Sample Letter To Tenant To Clean Up After Move
[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Date]
[Tenant Name]
[Tenant Address]
[Tenant City, State, Zip Code]
Dear [Tenant Name],
This letter addresses the condition of the property at [Property Address] following your recent move-out on [Date of Move-Out].
Upon inspection, we observed areas needing cleaning and attention. These areas include [Specific Area 1, e.g., the kitchen], [Specific Area 2, e.g., the bathrooms], and [Specific Area 3, e.g., the carpets]. We have also noted [Specific Issue, e.g., debris left in the backyard].
According to our lease agreement, Section [Relevant Section Number], the property should be returned in a clean and undamaged condition, excluding normal wear and tear.
To avoid deductions from your security deposit, we request that you address these issues by [Date – Allow reasonable time, e.g., one week]. You can either perform the cleaning yourself, or hire a professional cleaning service.
We are available to discuss this matter further. Please contact us at [Your Phone Number] or [Your Email Address] to coordinate.
Sincerely,
[Your Name]
How to Write Sample Letter To Tenant To Clean Up After Move
Subject Line: Concision is Key
The subject line should be direct and unambiguous. It’s the first thing the tenant sees, so make it count. Don’t leave room for misinterpretation.
- Example: “Post-Move-Out Cleaning Required – [Property Address]”
- Avoid being overly accusatory. Aim for neutral and informative.
Salutation: Establishing Rapport
Begin with a respectful salutation. This sets the tone for the entire communication. Politeness is paramount, even when addressing a less-than-ideal situation.
- Use “Dear [Tenant Name],” whenever possible.
- If the tenant’s name is unknown, “To the Former Tenant of [Property Address],” is acceptable, albeit less personal.
Body – Paragraph 1: Acknowledge and Remind
Acknowledge the tenant’s move-out and gently remind them of the cleaning obligations outlined in the lease agreement.
- Start by acknowledging their departure: “We acknowledge that you have recently vacated the property located at [Property Address].”
- Refer specifically to the lease agreement: “Per the terms of your lease agreement, a thorough cleaning of the premises is required upon vacating.”
Body – Paragraph 2: Specific Deficiencies
Detail the specific cleaning deficiencies that need to be addressed. Vagueness is your enemy here. Be meticulous and provide clear examples.
- List each area needing attention: “We have noted the following areas require further cleaning: [List specific areas like ‘kitchen appliances’, ‘bathroom fixtures’, ‘carpets’, etc.].”
- Use concrete examples: “For instance, the oven requires degreasing, and there are noticeable stains on the living room carpet.”
Body – Paragraph 3: Setting Expectations and Deadlines
Clearly outline the expectations for the cleaning and provide a definite deadline. This section is crucial for ensuring compliance.
- Specify the required level of cleanliness: “We expect the property to be returned to its original condition, as documented in the move-in inspection report.”
- Provide a firm deadline: “Please complete the required cleaning by [Date]. Failure to comply by this date may result in deductions from your security deposit.”
Security Deposit Ramifications: The Bottom Line
Clearly state the repercussions of not fulfilling the cleaning obligations and clarify security deposit deductions.
- Explain potential deductions: “Please be aware that if the cleaning is not completed by the stipulated date, we will be compelled to hire professional cleaners, and the cost will be deducted from your security deposit.”
- Reference the lease agreement again: “This is in accordance with the terms outlined in your lease agreement, specifically section [relevant section number].”
Closing: Maintaining Professionalism
End the letter with a professional closing, offering a contact point for further discussion.
- Use a respectful closing: “Sincerely,” or “Regards,” are both appropriate.
- Provide contact information: “Please contact us at [Phone Number] or [Email Address] if you have any questions or require further clarification.”
- Sign the letter with your name and title.
Frequently Asked Questions: Tenant Move-Out Cleaning Letter
This section addresses common queries regarding notification letters to tenants concerning cleaning responsibilities after vacating a property.
It aims to provide clarity on best practices and legal considerations.
What should be included in a tenant move-out cleaning letter?
The letter should specify the expected cleaning standards, referencing the lease agreement if applicable. It should also detail potential deductions from the security deposit if cleaning is insufficient, and provide a deadline for completion.
When should I send the cleaning letter to the tenant?
Ideally, the letter should be sent well in advance of the move-out date, providing ample time for the tenant to address the cleaning requirements. Sending it 30-60 days before move-out is generally recommended.
What if the tenant doesn’t clean the property after receiving the letter?
If the tenant fails to meet the cleaning standards outlined in the letter and lease agreement, you may use funds from the security deposit to cover the necessary cleaning costs. Document the condition of the property with photos or videos before hiring cleaners.
Can I charge the tenant for normal wear and tear?
No, you cannot charge tenants for normal wear and tear. Cleaning should address dirt, grime, and damages beyond what is considered reasonable use of the property.
What if the cleaning costs exceed the security deposit amount?
In some jurisdictions, you may be able to pursue further legal action to recover the remaining cleaning costs if they exceed the security deposit. Consult with a legal professional to understand your rights and options in such a case.
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