A price increase letter to clients should state the new rate, the date it takes effect, a brief reason and a thank-you for their business. Send it in writing at least 30 days ahead, keep it to a few short paragraphs and give clients an easy way to ask questions.
What to Include Letter Template How Much and When Justifying the Increase What Owners Learned Quick Summary FAQ
Most cleaning business owners know when it's time to increase prices. The hard part is telling clients, and a clear price increase letter to clients makes that conversation much easier.
What to Include in a Price Increase Letter to Clients
A good price increase notice answers the client's questions before they ask them. Keep it short and specific.
Price Increase Letter Checklist
| Element | Why It Matters |
|---|---|
| New rate and old rate | Removes any guesswork about the change |
| Effective date | Gives clients time to plan their budget |
| Brief reason | Increased costs for labor and supplies are enough |
| Options, if offered | Lets clients keep service at a smaller scope |
| Thank-you and contact | Keeps the tone personal and invites questions |
Leave out apologies and long explanations. Both suggest the new rate is up for negotiation.
Price Increase Letter Template for Cleaning Clients
Like other price increase letter templates, this one works best when you adapt it to your business. Use the same wording for every client at that service level.
Dear [Client Name],
Thank you for trusting [Company Name] with your home. We truly value working with you.
To keep providing the same reliable service, and to continue paying our team fairly as labor and supply costs rise, we are updating our rates. Starting [Effective Date], your [weekly/bi-weekly] cleaning will be [New Rate], up from [Current Rate].
If you would prefer to keep a cost closer to your current rate, we can adjust your service to [reduced-scope option]. Just let us know which option works best for you.
Please feel free to call or text me at [Phone] with any questions. Thank you for your continued support.
Sincerely,
[Your Name], [Company Name]
For a short email or text, use: "Starting [date], your cleaning rate will be [new rate]. Thank you for your continued support, and let me know if you have questions."
How Much to Raise Prices and How Much Notice to Give
Base the new rate on your costs, not on a round percentage. Calculate your true cost per job, including labor, drive time, supplies, insurance and admin. Then set a floor that no job falls below. Our guide to setting house cleaning rates from your costs walks through the math.
For timing, QuickBooks recommends at least 30 to 60 days' notice before a rate increase, and more for long-standing clients or large increases. Check commercial contracts first, since many set their own notice terms. Regular, smaller increases are among the simplest pricing strategies for avoiding large jumps, a point CBT made years ago in two ways to raise your rates.
How to Justify a Price Increase to Customers
The simplest justification is the true one: your costs went up. Clients see price hikes in many parts of their budget, so a short, honest reason usually lands well. Wages, supplies and fuel all cost more than they did a few years ago, and those costs stay high even as inflation cools. Mention the reason in one sentence, then connect it to what the client values, such as a consistent crew and dependable customer service.
For budget-conscious clients, offering a smaller scope at a similar price can save the account. That approach fits the split in client spending many cleaning companies now see.
What Cleaning Owners Learned After Raising Their Rates
Owners who have raised rates say the fear was worse than the result. In an r/housekeeping thread on telling clients about a price increase, one commenter advised: "Don't ever apologize for raising prices. It's your livelihood."
Other owners recommend raising one client at a time and offering at least two price or scope options. In a small business thread, an owner who raised prices after three years said the clients who left were "usually the worst ones anyway."
Sources: "How to tell my clients I'm raising my prices?" and "Raising Rates?", r/housekeeping on Reddit; "I finally raised my prices…", r/smallbusiness on Reddit.
Quick Summary
- Set your new rate from your true cost per job and a firm price floor.
- Write a price increase letter to clients with the new rate, effective date, a brief reason and a thank-you.
- Give at least 30 days' notice, and offer a reduced-scope option to budget-conscious clients.
- Raise one client at a time, starting with the accounts furthest below your floor.
Frequently Asked Questions
Send a short written price increase announcement by letter or email, with the new rate, the effective date and a brief reason. Give at least 30 days' notice and invite clients to contact you with questions.
Thank the customer, state the current and new rates, give the effective date and explain the reason in one sentence. Close with your contact information and a thank-you for their continued support.
Point to the real cause, usually higher labor, supply and fuel costs, and connect the new rate to the quality and consistency the client values. Keep the explanation brief and avoid apologizing.
At least 30 days is a common standard, and 60 to 90 days suits long-standing clients or larger increases. Check commercial contracts for required notice periods.
You may lose a few, but owners often find the clients who leave were the least profitable ones. Offering a reduced-scope option helps keep budget-conscious clients.
Author
Recommended Reading
We put together a few more reads you might enjoy.
We'd first point you toward Close Rate Per Week: The Core KPI That Turns Quotes Into Predictable Revenue, that unpacks the close rates top cleaning companies reach and three ways to turn more quotes into recurring clients.
We'd also point you to KPI: How Do You Calculate Your Average Revenue per Job?, covering how to calculate average revenue per cleaning job and why to review it every month.
In a similar vein, there's 5 Tips to Improve Customer Experience and Boost Revenue in Your Cleaning Business, that unpacks practical ways to improve customer experience and grow revenue, from specialty services to satisfaction guarantees.
We'll wrap up with Protecting Your Cleaning Business from a Recession, covering Protecting Your Cleaning Business from a Recession https://cleaningbusinesstoday.com/blog/protect-cleaning-business-recession/ the case for raising prices with wage inflation, plus credit lines and cash management that protect a cleaning business.
