Cleaning price increase letter: how to tell clients about new rates

Supplies, fuel, insurance and wages go up, so sooner or later every cleaning business has to raise its rates. The number matters, but so does how you announce it. A short, clear letter sent with enough warning makes the change feel professional instead of sudden. This guide covers what to decide first, what to put in the letter, sample wording, and how to handle replies.

Decide the details before you write

• The new rate for each client or service type, worked out from your real costs. See how to price house cleaning or run the numbers in a quote calculator spreadsheet.
• The effective date: a specific date, not "soon".
• Who it applies to: all clients, recurring clients only, or new clients first.
• Your notice terms: check your service agreement. If it says how much notice you give before changing rates, follow it.

How much notice to give

There is no single rule. Many cleaners give around a month, or at least two or three regular visits, so clients have time to plan or ask questions. More notice is kinder for clients on a tight budget. Whatever you choose, put it in writing and keep a copy.

What to include in a price increase letter

1. A thank-you for being a client.
2. The change: the current rate and the new rate, per visit.
3. The date the new rate starts.
4. A one-sentence reason, such as rising supply and fuel costs.
5. What stays the same: their schedule, their cleaner, and what you do on each visit.
6. How to reach you with questions.
7. Your name, not just the business name.

What to leave out

• Long apologies. You are running a business, and a rate change is normal.
• A detailed breakdown of every cost. One sentence of context is enough.
• Comparisons with other cleaners' prices.
• Vague wording like "rates may change". Give the actual number and date.

Sample price increase email

Subject: An update to your cleaning rate

Hi [Name],

Thank you for trusting [Business] with your home. I'm writing to let you know that starting [date], the rate for your [bi-weekly] cleaning will change from $[current rate] to $[new rate] per visit.

This change reflects [rising costs for supplies, fuel and insurance]. Your schedule, your cleaner and everything we do on each visit stay the same.

If you have any questions, just reply to this email or call me at [phone]. I really appreciate your business.

[Your name], [Business]

Short text message version

Hi [Name], it's [Your name] from [Business]. A quick heads-up: starting [date], your rate will be $[new rate] per visit. I've emailed you the details. Thank you for being a client!

Use the text as a heads-up that points to the email, not as the only notice. An email gives the client something to refer back to. For more client messages, see our text message templates.

Ways to soften the change

• Raise new client prices first, then existing clients later.
• Give long-time clients extra notice, or keep their current rate for a set period.
• Make smaller, regular increases instead of one large jump after several years.
• Offer a different option, such as a less frequent schedule, for clients who can't absorb the change. Check that it still leaves you a margin.

Handling replies

Thank every client who replies, even if they are unhappy. Restate the new rate and date calmly, and don't negotiate on the spot. If you decide to make an exception, decide it later, on purpose. If a client decides to stop service, part on good terms and offer to help again in the future; a polite goodbye leaves the door open for a rebooking message later.

Worked example

A cleaner reviews their costs at the start of the month and decides on a new per-visit rate for recurring clients. Their agreement says they give written notice before changing rates, so they email every recurring client on the 1st with the new rate and an effective date about a month out, then send a short text the same day pointing to the email. They update their price list for new clients right away, and on the effective date they update the rate in their job tracker.

The Client Scripts Pack includes a price increase notice script (an email with a subject line and a short text heads-up), plus inquiry reply, quote follow-up, booking confirmation, appointment reminder, review request, rebooking, complaint handling, cancellation policy reminder and price objection scripts. It is a 4-page document as DOCX, a Google Docs-ready DOCX, PDF and plain text. Templates only, not legal advice.

Get the Client Scripts Pack - $12

FAQ

How much notice should I give before raising cleaning prices?

There is no single rule. Many cleaners give around a month, or at least two or three regular visits. If your service agreement sets a notice period, follow it.

Should I explain why I am raising my prices?

A short reason helps, such as rising supply and fuel costs. One sentence is enough; a long justification can sound defensive.

Should I send a price increase notice by email or text?

Email works best for the main notice because the client has it in writing. A short text can point them to the email.

What if a client says no to the new rate?

Thank them, restate the new rate calmly and avoid negotiating on the spot. If they stop service, part on good terms so you can offer to help again later.