How to Craft a Notice to Tenant to Clean Property? Landlord’s Guide

Sooner or later, almost every landlord faces the same uncomfortable situation. You walk into your rental for an inspection, repair, or showing, and the condition stops you cold. Trash is piling up, the kitchen is grimy, the smell is overwhelming, and the bathroom looks like it hasn’t been cleaned in months. Maybe there’s clutter everywhere, pet waste on the floor, or signs of pests.

In that moment, you know something has to be done. But what’s the right move?

• Do you mention it casually?
• Do you send a formal warning?
• Can you legally require the tenant to clean?
• And what if they ignore you?

This is where a notice to the tenant to clean the property becomes essential.

A cleaning notice is a written document telling the tenant they are not meeting their responsibility to keep the rental reasonably clean, safe, and sanitary. It may also be called a tenant cleaning notice, a notice to cure a cleanliness violation, an unsanitary conditions notice, or a housekeeping violation notice.

Regardless of the name, the purpose is the same: to clearly identify the issue and give the tenant a reasonable chance to correct it. Writing this notice isn’t just good management; it’s often legally required before you can take further action.

This blog explains exactly how to write an effective cleaning notice that protects your property while maintaining a professional landlord‑tenant relationship.

Why Property Cleanliness Matters More Than You Think

Cleanliness issues aren’t just aesthetic problems. According to property management data, approximately 23% of security deposit disputes involve cleaning-related issues. In Oklahoma specifically, the Oklahoma Bar Association reports that cleaning disputes account for nearly 18% of all landlord-tenant court cases filed annually. More importantly, unchecked sanitation problems can lead to:

• Pest infestations that spread to neighboring units.
• Property damage from mold, mildew, and bacterial growth
• Health code violations that put you at legal risk
• Decreased property value that affects your investment returns
• Lease violations that may require eviction proceedings

Your rental property is your investment. Protecting it starts with clear communication and proper documentation.

Understanding Your Legal Rights as a Landlord

Before you write any notice, you need to understand what you can legally require from your tenants.

What the Lease Agreement Says

Your lease agreement is your foundation. Most standard residential leases include clauses requiring tenants to:

• Maintain the property in a clean and sanitary condition
• Dispose of garbage properly and regularly
• Keep plumbing fixtures clean
• Prevent pest infestations caused by unsanitary conditions
• Avoid damage from neglect or poor housekeeping

Pull out your lease agreement right now and find these clauses. You’ll reference them in your notice.

State and Local Housing Codes

Every state has implied warranty of habitability laws. While these primarily protect tenants, they also establish baseline cleanliness standards that tenants must meet.

For example:

• Tenants must keep their unit as clean as the condition permits
• They cannot allow trash accumulation that attracts pests
• They must use plumbing and fixtures properly
• They’re responsible for cleaning the damage they cause

Your local health department may have additional sanitation requirements. Cities like New York, Los Angeles, Chicago, and Oklahoma City have specific codes about garbage disposal, pest prevention, and general sanitation.

What You Cannot Demand

Here’s what you legally cannot do:

• Enter the property without proper notice (usually 24-48 hours, depending on your state)
• Demand “white glove” cleanliness beyond reasonable standards
• Require professional cleaning during the tenancy (unless specified in the lease)
• Harass tenants with excessive inspection notices
• Retaliate against tenants who complain about property conditions

When Should You Send a Cleaning Notice?

Timing matters. You should send a cleaning notice when you observe:

Immediate Health and Safety Concerns

Send notice immediately (with proper entry notice) if you discover:

• Raw sewage or backed-up plumbing
• Pest infestations (cockroaches, bed bugs, rodents)
• Garbage piled inside or outside the unit
• Mold growth exceeding normal bathroom condensation
• Fire hazards from clutter blocking exits

Routine Maintenance Issues

Send notice after regular inspections reveal:

• Consistently dirty appliances are affecting functionality
• Unwashed dishes attract pests
• Bathroom soap scum and mildew buildup
• Dusty vents affecting HVAC performance
• Pet waste accumulation (if pets are allowed)

Neighbor Complaints

When other tenants or neighbors report odors, pests, or visible garbage, investigate and send notice if complaints are valid.

The 5 Essential Elements of an Effective Cleaning Notice

Your cleaning notice must include specific components to be legally valid and effective.

1. Proper Heading and Date

Start with a professional formatting:

[Your Name or Property Management Company Name]

[Property Address]

[City, State, Zip]

[Phone Number]

[Email Address]

Date: [Current Date]

To: [Tenant’s Full Legal Name(s)]

Re: Notice to Clean and Maintain Property

Property Address: [Full Rental Address]

This establishes official documentation that can be used in court if necessary.

2. Clear Statement of the Problem

Be specific. Don’t write: “The property is messy.”

Instead, write: “During the inspection on December 15, 2025, I observed the following cleanliness issues requiring immediate attention:

• Kitchen: Unwashed dishes covering countertops and in the sink for multiple days, attracting fruit flies. Stovetop covered in food residue and grease buildup.
• Bathroom: The toilet and bathtub show significant buildup of dirt and mildew. Trash overflowing from the bathroom wastebasket.
• Living Areas: Garbage bags stored inside the front door rather than in outdoor bins, creating odors detectable in the hallway.”

Specificity serves three purposes:

• Your tenant knows exactly what to address
• You create documentation for future reference
• You demonstrate you’re not making arbitrary complaints.

3. Reference to Lease Terms and Legal Standards

Connect the issues to your lease agreement. For example:

“These conditions violate section 8 of your lease agreement dated March 1, 2024, which states: ‘Tenant agrees to keep the premises clean and sanitary, and to dispose of all garbage and waste properly.’

Additionally, these conditions may violate local health codes regarding sanitation and pest prevention as outlined in [Your City] Municipal Code Section [relevant code number]. In Oklahoma, these conditions may also violate the Oklahoma Residential Landlord and Tenant Act (Title 41 O.S. § 121), which requires tenants to maintain premises in a clean and safe condition.”

This shows you’re not being unreasonable, you’re enforcing agreed-upon terms and legal requirements.

4. Specific Cleaning Requirements and Deadline

Give clear instructions and a reasonable timeframe:

“You must complete the following cleaning tasks by [Date – typically 7-14 days from notice date]:

• Kitchen: Wash all dishes, clean countertops, stovetop, and sink. Remove all food residue and grease buildup from appliances.
• Bathroom: Scrub the toilet, bathtub, and sink to remove dirt and mildew. Clean bathroom floors and properly dispose of trash.
• Garbage: Remove all garbage bags from inside the unit. Place all household waste in the provided outdoor bins with lids properly secured.
• General: Vacuum or sweep all floors. Remove any items blocking exits or walkways.”

Most states consider 7-14 days reasonable for cleaning violations (versus 3-5 days for rent payment issues). Check your state’s specific requirements.

5. Consequences and Next Steps

Be clear about what happens if cleaning isn’t completed:

“If these cleaning requirements are not met by [deadline date], we will be forced to take the following actions:

• Schedule a follow-up inspection with 24-hour notice
• Assess cleaning and sanitation fees against your security deposit
• Issue a formal lease violation notice
• Pursue legal remedies, including possible eviction proceedings for material breach of lease terms

We prefer to resolve this matter cooperatively and maintain a positive landlord-tenant relationship.”

This section is firm but fair; you’re not threatening, you’re explaining natural consequences.

Sample Cleaning Notice Template

Here’s a complete template you can customize:

NOTICE TO CLEAN AND MAINTAIN RENTAL PROPERTY

Date: December 22, 2025

To: John Smith and Jane Smith

Re: Notice to Clean and Maintain Property

Property Address: 123 Maple Street, Unit 2B, Anytown, ST 12345

Dear Mr. and Mrs. Smith:

This letter serves as a formal notice regarding the cleanliness and maintenance condition of your rental unit located at the above address.

INSPECTION FINDINGS

On December 20, 2025, during a routine inspection conducted with proper 48-hour notice, I observed the following conditions that require immediate attention:

Kitchen Area:

• Significant accumulation of unwashed dishes in sink and on countertops (estimated 5+ days)
• The stovetop and oven are covered with food residue and grease buildup
• Refrigerator interior with spilled food and expired items, creating odors
• The kitchen floor is sticky with food debris and not recently mopped
• Fruit flies are present due to exposed food and garbage

Bathroom:

• Toilet bowl, seat, and exterior showing dirt and buildup
• Bathtub and shower walls with heavy soap scum and mildew growth
• Bathroom sink and counter covered in hair, toothpaste, and product residue
• Trash can overflowing with used tissues and personal care items

Living Areas and Bedroom:

• Garbage bags are stored inside the entry door instead of the outdoor bins
• Floors not vacuumed or swept, visible dust and debris
• Pet food and water bowls left unwashed with food residue (pet odors present)
• Clutter is blocking the bedroom closet and hallway, creating fire hazards.

LEASE VIOLATION

These conditions violate the following terms of your lease agreement signed on March 1, 2024:
Section 8, Paragraph 2: “Tenant agrees to keep and maintain the premises in a clean, sanitary, and good condition.”

Section 8, Paragraph 5: “Tenants shall properly dispose of all garbage, rubbish, and other waste in appropriate containers and shall not allow such items to accumulate.”

Section 12, Paragraph 3: “Tenant is responsible for maintaining cleanliness standards that prevent pest infestations and do not create health hazards.”

Additionally, the current conditions may violate Anytown Municipal Health Code Section 15.4 regarding residential sanitation and pest prevention.

REQUIRED ACTIONS

You must complete all of the following by January 5, 2026 (14 days from this notice):

1. Kitchen: Wash all dishes and put away or properly store them. Deep clean stovetop, oven, and countertops to remove all grease and food residue. Clean out the refrigerator, disposing of expired items. Mop the kitchen floor thoroughly. Address fruit fly issues.
2. Bathroom: Scrub toilet, sink, bathtub, and shower to remove all buildup, stains, and mildew. Clean bathroom floors and dispose of all bathroom trash properly.
3. Garbage Disposal: Remove all garbage bags from inside the unit immediately. Take all household waste to the outdoor bins located behind the building. Ensure lids are properly secured to prevent pest access.
4. General Cleaning: Vacuum all carpeted areas and sweep/mop all hard floors. Clean pet areas daily and maintain proper pet hygiene. Remove clutter from walkways and exits.
5. Ongoing Maintenance: Establish a routine cleaning schedule to prevent future accumulation. Take garbage out at least twice weekly. Wash dishes daily or load the dishwasher promptly.

REINSPECTION

I will conduct a follow-up inspection on or after January 5, 2026, with proper 24-hour notice, to verify completion of these cleaning requirements.

CONSEQUENCES OF NON-COMPLIANCE

If the property is not cleaned to acceptable standards by the deadline, I will take the following actions:

• Hire professional cleaning services with costs deducted from your security deposit.
• Issue a formal Cure or Quit notice for material breach of lease terms.
• Pursue eviction proceedings if lease violations continue.
• Report health code violations to the Anytown Health Department if necessary.

CONTACT INFORMATION

I am committed to maintaining a positive landlord-tenant relationship. If you have questions about these requirements, need clarification, or require additional time due to extenuating circumstances, please contact me immediately at:

Phone: 405-232-5800
Email: scott@nicehome4u.com

Please confirm receipt of this notice by signing and returning the attached copy, or by responding via email within 48 hours.

Sincerely,
[Your Signature]
[Your Printed Name]
Property Owner/Manager

---

Tenant Acknowledgment of Receipt:

I acknowledge receipt of this Notice to Clean and Maintain Property on …………………(date).

Tenant Signature: ……………………………….. Date: ……………………………

Delivery Methods That Hold Up in Court

How you deliver your notice matters as much as what it says.

Certified Mail with Return Receipt

This is your gold standard. Certified mail creates:

• Proof you sent the notice
• Proof the tenant received it (return receipt)
• An official date of delivery for calculating deadlines

Cost: $7-10 per letter. Worth every penny for documentation.

Hand Delivery with Witness

• Deliver the notice in person with another adult witness present. Both of you should:
• Sign and date a certificate of service
• Note the date, time, and location of delivery
• Keep the signed copy for your records

Never deliver a notice alone without a witness; you need proof if the tenant later claims they never received it.

Email (If Lease Permits)

Some modern leases include electronic communication clauses. If yours does:

• Send from your professional email address
• Request a read receipt
• Follow up with certified mail if you don’t get confirmation
• Save all email communications

Email alone isn’t enough in most jurisdictions, but it creates additional documentation.

Door Posting (Last Resort)

If the tenant is avoiding you:

• Post the notice on their front door
• Take a photo with a visible date/time stamp
• Send a copy via regular mail the same day
• Document everything in your records

Check your state laws; some states allow door posting for certain notices, while others don’t.

Common Mistakes Landlords Make (And How to Avoid Them)

Mistake #1: Being Too Vague

Wrong: “Your apartment is disgusting. Clean it up.”

Right: “The kitchen sink contains approximately 30 unwashed dishes with dried food, attracting pests. This must be cleaned by January 5.”

Specificity protects you legally and helps tenants understand exactly what’s expected.

Mistake #2: Using Threatening Language

Wrong: “If you don’t clean this pigsty, you’re out on the street!”

Right: “Failure to meet these cleaning requirements by the deadline may result in lease termination proceedings according to state law.”

Professional language makes your notice legally stronger and harder to challenge.

Mistake #3: Unreasonable Deadlines

Giving 24 hours to deep-clean an entire unit won’t hold up in court. Most judges consider 7-14 days reasonable for cleaning violations, depending on severity.

For immediate health hazards (sewage, severe infestations), 3-5 days may be reasonable, but document why the shorter timeline is necessary.

Mistake #4: Not Documenting With Photos

Always take photos during inspections. Use your smartphone to:

• Photograph problem areas from multiple angles
• Include something in the photo showing the date (newspaper, phone screen0
• Don’t delete photos; cloud storage is cheap
• Never alter or edit inspection photos

Photos are powerful evidence if you end up in housing court.

Mistake #5: Skipping the Paper Trail

Every interaction with your tenant about cleaning should be documented:

• Keep copies of all notices sent
• Document phone conversations with date, time, and summary
• Save text messages and emails
• Note the outcome of all inspections

Property management isn’t just about collecting rent; it’s about documentation that protects your investment.

What Happens After You Send the Notice?

Scenario 1: Tenant Complies

Best case scenario. Conduct your follow-up inspection as promised. If the cleaning is satisfactory:

• Send a brief “thank you” email or letter
• Document the improved condition with photos
• Return to normal inspection schedule
• Consider this a resolved issue

Scenario 2: Partial Compliance

The tenant cleaned some areas but not others. In your follow-up communication:

• Acknowledge what was done well
• Specifically identify remaining issues
• Set a new deadline (usually 5-7 additional days)
• Warn that the next step is a formal lease violation notice

Scenario 3: No Compliance

If the deadline passes with no cleaning done:

1. Conduct follow-up inspection (with proper notice)
2. Document continued violations with photos
3. Issue a formal Cure or Quit Notice according to your state laws
4. Contact an attorney about eviction proceedings
5. Report health violations to local authorities if applicable

Don’t skip steps, hoping the problem resolves itself. Consistent enforcement protects your property rights.

Scenario 4: Tenant Disputes the Notice

Some tenants will claim:

• “It’s not that dirty.”
• “You’re harassing me.”
• “This is discrimination.”
• “My previous landlord never cared.”

Respond professionally in writing:

• Restate the specific lease violations
• Offer to discuss concerns with photos/evidence present
• Stick to facts, not opinions
• Maintain all documentation

Your detailed, specific notice and photographic evidence protect you from false claims.

Special Situations and How to Handle Them

Hoarding Situations

Hoarding is a mental health condition protected under fair housing laws in some circumstances. If you suspect hoarding:

• Document safety hazards (fire risks, pest infestations)
• Focus on health and safety violations, not aesthetics
• Consult an attorney before taking action
• Consider whether a reasonable accommodation is required
• Never mention suspected mental health conditions in notices

Tenants with Disabilities

If a tenant has a documented disability affecting their ability to clean:

• They may request a reasonable accommodation
• You can still require basic sanitation and safety standards
• Work with them to find solutions (cleaning service, family help)
• Document all accommodation requests and your responses
• Consult fair housing experts before denying accommodations

Pet-Related Cleaning Issues

If pets are allowed per your lease:

• Normal pet odors aren’t lease violations
• Pet waste accumulation is a sanitation issue
• Damage from pets is separate from cleaning issues
• You can require more frequent inspections with proper notice
• Pet addendums should specify cleaning requirements

Roommate Situations

When multiple people are on the lease:

• All tenants are jointly and severally liable
• Send the notice to all named tenants
• Don’t get involved in “who made the mess” disputes
• All tenants are responsible for the entire unit’s condition

Preventive Measures: Stopping Problems Before They Start

Smart landlords prevent cleaning issues rather than fixing them.

Include Clear Standards in Your Lease

Your lease should specify:

• Frequency of required cleaning tasks
• Proper garbage disposal procedures
• Pest prevention responsibilities
• Acceptable condition standards
• Inspection frequency and procedures

Conduct Move-In Inspections

Document the property’s clean condition with:

• Detailed written checklist
• Photographs of every room
• Both parties sign off on the condition
• Establish cleanliness expectations from day one

Schedule Regular Inspections

Most states allow landlords to inspect:

• With 24-48 hours’ written notice
• During reasonable hours (usually 8 am – 8 pm)
• For legitimate purposes (maintenance, safety checks)

Schedule inspections every 3-6 months for early problem detection.

Provide Cleaning Resources

Consider including in your lease:

• List of recommended cleaning products
• Garbage collection schedule
• Tips for preventing common issues
• Contact information for pest control
• Happy tenants who understand expectations are more likely to maintain your property.

Build Good Tenant Relationships

Professional, respectful communication prevents many problems:

• Respond promptly to maintain requests
• Be fair and consistent
• Address issues early before they escalate

Treat tenants the way you’d want to be treated

State-Specific Considerations

Landlord-tenant laws vary significantly by state. Here are some key differences:

Oklahoma: According to the Oklahoma Residential Landlord and Tenant Act (Title 41, Section 101-136), landlords must provide reasonable notice before entry (typically 24 hours). Oklahoma law allows landlords to terminate tenancy with a 30-day notice for lease violations, including failure to maintain cleanliness standards. The state requires tenants to “keep the dwelling unit as clean and safe as the condition of the premises permits” (41 O.S. § 121). Oklahoma has no statutory requirement for how long tenants have to remedy cleaning violations, so 7-14 days is considered reasonable. Security deposits must be returned within 45 days, and landlords can deduct for cleaning beyond normal wear and tear. Oklahoma City specifically enforces sanitation codes under City Ordinance Chapter 30, which addresses garbage disposal, pest prevention, and maintaining sanitary living conditions.

California: Requires specific language in notices. Landlords must offer a pre-move-out inspection so tenants can fix issues before deposit deductions.
New York: Strong tenant protections. Health and safety violations must be reported to authorities. Detailed documentation is essential.
Texas: More landlord-friendly. Shorter notice periods allowed. But still requires reasonable standards and documentation.
Florida: Allows a 7-day cure period for non-rent violations. Must follow specific statutory notice formats.
Illinois: Chicago has particularly strict rental ordinances. City inspections are required for many properties.

Always check your state’s landlord-tenant statutes and local housing codes. When in doubt, consult a local real estate attorney who specializes in landlord-tenant law.

When to Call a Professional

You don’t have to handle every situation alone. Knowing when to bring in experts can save you thousands in mistakes and legal headaches.

Bring in a Real Estate Attorney When:

Your tenant pushes back legally. If they dispute your notice, cite discrimination claims, or threaten to sue, stop communicating directly. One wrong statement can undermine your entire case. Attorneys typically charge $200-$400/hour for consultations, but that beats a $10,000+ mistake.

Mental health or disability issues surface. Hoarding situations and disability accommodations involve complex fair housing laws. What seems like a simple cleaning issue can quickly become an Americans with Disabilities Act matter. You need legal guidance to navigate these waters without violating federal protections.

Health department involvement begins. Once code enforcement or health inspectors get involved, you’re operating in a regulatory framework with specific procedures and deadlines. An attorney ensures you comply with all reporting requirements while protecting your rights.

Eviction becomes necessary. Every state has precise eviction procedures. Miss one step: wrong notice format, incorrect timeline, improper service, and judges dismiss cases immediately. You’ll restart the entire process, losing 2-3 months of rent. Eviction attorneys know the process cold and typically charge flat fees of $500-$1,500.

Fair housing questions arise. Unsure whether you’re treating similar situations consistently? Worried about discriminating unintentionally? Fair housing violations carry penalties up to $16,000 for first offenses. Get legal advice before acting.

Hire a Property Management Company When:

You’re managing 3+ properties. The documentation, inspections, and communication become full-time work. Property managers typically charge 8-12% of monthly rent but handle everything from notices to court appearances. They also catch problems earlier through systematic inspections.

Documentation consistently slips. Missing inspection dates? Forgetting to photograph issues? Losing paper trails? These gaps destroy your legal standing. Professional managers have systems that ensure nothing falls through the cracks.

Emotions override business decisions. Do tenant excuses make you avoid enforcing lease terms? Does confrontation make you uncomfortable? Property managers maintain professional distance while you maintain the investment returns. They enforce policies consistently without the emotional burden.

You live far from your rental property. Out-of-state landlords face significant challenges with inspections, notice delivery, and court appearances. Local property managers handle all on-site requirements and know local contractors for emergency situations.

Local regulations overwhelm you. Rent control ordinances, mandatory registration programs, specific notice requirements, some cities have incredibly complex rules. Tulsa property managers know Oklahoma law inside out, while Chicago managers navigate that city’s detailed ordinances. Local expertise prevents costly violations.

The Real Cost of Going It Alone

Yes, professional help costs money upfront:

• Attorney consultation: $200-$400/hour
• Property management: 8-12% of monthly rent
• Eviction attorney: $500-$1,500 flat fee

But consider what mistakes cost:

• Botched eviction requiring restart: 2-3 months lost rent ($2,000-$5,000)
• Fair housing violation settlement: $5,000-$16,000+
• Security deposit lawsuit (you lose): $3,000-$8,000 plus attorney fees
• Ignored cleaning issues becoming major damage: $10,000-$25,000 in repairs

Smart landlords view professional help as insurance, not an expense. One prevented mistake pays for years of expert guidance.

Final Checklist: Before You Send That Notice

Review this checklist before sending any cleaning notice:

• Inspected the property with proper notice given
• Documented issues with detailed photos
• Identified specific lease violations
• Written clear, specific cleaning requirements
• Set a reasonable deadline (7-14 days for most issues)
• Referenced lease terms and applicable laws
• Explained the consequences of non-compliance
• Used professional, non-threatening language
• Included your contact information
• Chosen appropriate delivery method
• Made copies for your records
• Prepared for follow-up inspection

Protect Your Investment with Clear Communication

Writing an effective notice to your tenant about property cleanliness isn’t about being mean or picky; it’s about protecting your investment and maintaining standards that benefit everyone.

Your rental property represents a significant financial investment, possibly hundreds of thousands of dollars. Allowing cleanliness standards to slip can lead to:

• $5,000-$15,000 in cleaning and repair costs at move-out
• $10,000-$30,000 in pest remediation expenses
• Lost rental income during extended repairs
• Decreased property value affects resale potential
• Legal liability if conditions harm other tenants

A well-written cleaning notice, properly delivered and documented, gives you the legal foundation to protect your investment while giving your tenant a fair opportunity to comply with their lease obligations.

Remember: Professional, specific, documented communication is always your best approach. Be firm but fair, clear but respectful, and always maintain the paper trail that protects your rights as a property owner.

Your tenant signed a lease promising to maintain your property properly. A cleaning notice simply reminds them of that promise and gives them the opportunity to honor their commitment. That’s not unreasonable, that’s good property management.

Disclaimers: This information is for general educational purposes only and does not constitute legal advice. Laws vary by state and situation. Consult a licensed attorney in your area for guidance specific to your circumstances.