Landlord’s Notice to Enter: Free Templates and Rules

Landlord’s Notice to Enter

Landlords will at one point or another face these two questions: “Can I enter the rental property?” and “What does a valid landlord notice to enter look like?” This guide lays out the rules in plain language for landlords in the United States and Canada, with free “notice to enter” templates you can copy-paste and clear timelines for everything. Where laws differ by state or province, you’ll see the most common rules and official sources.

Want help with this or other legal paperwork? Answer a few simple questions, and our legal AI assistant will match you to the forms and documents you need, no sign-up required.

What is a notice to enter?

A landlord’s notice to enter is a written message that tells a tenant when and why you or a representative will come into the unit. In almost all cases, non-emergency entry requires at least 24 hours of notice, a specific date and time window, and a lawful reason such as repairs, inspections allowed by law, or showing the unit. Emergencies allow landlord entry without notice, but the bar for an emergency is high and the landlord cannot abuse the right of access.

We’ll get into the details from here, and you can find the free notice to enter templates further down the article.

Lawful reasons for landlord entry

• Necessary or agreed repairs, decorations, alterations, or improvements
• Legally permitted inspections or compliance checks
• Showing the unit to prospective tenants, buyers, mortgagees, or insurers
• Emergencies that threaten life, safety, or property
• Abandonment or surrender of the premises
• Court or tribunal orders

California’s statute lists these reasons explicitly. Florida and Ontario set out comparable reasons in statute or guidance. New York recognizes reasonable-notice access for repairs and services, and NYC’s rules add specific timelines for planned improvements.

Is your legal situation more complicated than a simple notice? Use our legal AI assistant: answer a few simple questions and we’ll match you up with the legal documents you need, no sign-up required.

Entry without notice and emergency landlord entry

Entry without notice is only justified in narrow circumstances:

Emergency landlord entry: These are true emergencies, such as:

• Fire
• Flooding or burst pipes
• Gas leaks
• Situations that could seriously damage the property or hurt someone

No prior notice is required, but the landlord should notify the tenant as soon as practicable, and document the entry. NYC’s rules treat urgent Class C repairs similarly.

• Abandonment: where abandonment is legally established, many jurisdictions allow entry without notice. Always verify the legal test for abandonment first.
• Court or tribunal order: entry authorized by an order does not require standard notice.

Routine maintenance, measurements, photography for listings, or casual inspections are not emergencies. Ontario and BC both emphasize that emergencies are the exception, and misuse of access can be treated as interference with a tenant’s privacy or quiet enjoyment.

Country-by-country, state-by-state and province-by-province highlights

United States

• California: 24 hours is presumed reasonable; the notice must include date, approximate time, and purpose; entries during normal business hours unless the tenant consents otherwise. Mail requires more lead time.
• Florida: at least 24 hours’ notice for repairs; reasonable hours are 7:30 a.m. to 8:00 p.m.; emergencies allow immediate entry.
• Texas: the state has no general statute setting a notice period; rely on the lease and reasonableness. Courts expect notice unless there is an emergency or the lease says otherwise.
• New York State and NYC: reasonable prior notice at a reasonable time; NYC rules require one week’s notice for non-urgent improvements or repairs, while emergencies and truly urgent repairs permit shorter notice or immediate entry.

Canada

• Ontario: written notice at least 24 hours before; reason, date, and time must be stated; entry between 8 a.m. and 8 p.m.; a reasonable time window is expected rather than a vague all-day range.
• British Columbia: 24 hours’ written notice but not more than 30 days in advance; entry between 8 a.m. and 9 p.m.; emergency, abandonment, or order allows entry without notice.
• Alberta: tenant consent allows entry anytime; otherwise 24 hours’ written notice; entry without notice only for emergencies or suspected abandonment.
• Quebec: 24 hours’ notice for inspections or work; visits and inspections between 9 a.m. and 9 p.m.; many non-urgent repairs are limited to 7 a.m. to 7 p.m.

How to write a correct landlord notice to enter

This section gives you simple, complete instructions for writing a clear landlord notice to enter. It works for most residential rentals in the U.S. and Canada. Always check your local rules, but the basics below will keep you compliant and respectful of your tenant’s privacy. If you prefer to start with a template, just skip to the next section and copy-paste one of the templates.

The essentials your notice must include

A valid notice answers these questions in writing:

1. Who is entering? (Landlord’s name and, if applicable, the name of a contractor or property manager who will enter.)
2. Where is the entry? (Exact rental address and unit number.)
3. When will entry happen? (A specific date and a reasonable time or time window.)
4. Why is entry needed? (Repairs, inspection, showing, agreed service, etc.)
5. How will entry happen? (Key access, superintendent, lockbox; whether someone will knock first.)
6. How to contact you if the tenant has questions (phone and email).
7. Signature and date.

Tip by region: Many places require at least 24 hours’ written notice and daytime hours. For example, Ontario often uses 8 a.m.–8 p.m.; British Columbia 8 a.m.–9 p.m.; New York uses “reasonable hours,” usually business hours. When in doubt, pick a weekday daytime window and give at least 24 hours’ notice.

Writing and serving the landlord entry notice step by step

Step 1 — Start with the basics. At the top, put today’s date. Add the tenant’s full name as listed on the lease and the exact rental address (including unit number).

Step 2 — State the entry date and time window. Give a clear date plus a realistic two‑ to four‑hour window (for example, Tuesday, March 12, between 10:00 a.m. and 12:00 p.m.). Avoid vague ranges like “sometime this week.” Use daytime hours allowed in your area.

Step 3 — Give a specific reason. Keep it short and concrete: “to repair the kitchen sink drain,” “annual smoke‑alarm check,” “to show the unit to a prospective tenant,” or “pest treatment per lease addendum.” This shows the entry is legitimate and limited.

Step 4 — Name who will enter. If you’re sending a contractor or property manager, list their name and role (e.g., “ABC Plumbing, licensed contractor”). If you will attend too, say so. Tenants are entitled to know who will be in their home.

Step 5 — Explain how entry will occur. Say whether you will knock and wait, whether you’ll use a master key if no one is home, or whether a lockbox will be used. This prevents confusion or safety concerns.

Step 6 — Add contact details. Provide a phone number and email for questions or to propose a reasonable alternate time if the window truly doesn’t work. (You’re not required to reschedule without good reason, but being reachable avoids conflict.)

Step 7 — Keep the tone professional and neutral. Avoid legal jargon. Say what you will do and when, and thank the tenant for their cooperation.

Step 8 — Sign and date. If you’re emailing, type your full name and role (e.g., “Property Manager”). If you print and post or deliver, sign in ink.

Step 9 — Serve the notice properly. Deliver the notice in a way your local rules allow (hand delivery, posting on the door, mail, or email if permitted). Do it early enough to meet the minimum notice period (often 24 hours). Keep proof (photo of posted notice, email sent receipt, or certificate of mailing).

Step 10 — Document and follow through. Save a copy in your records. Arrive within the stated window, limit entry to the stated purpose, and respect the tenant’s space (no unrelated snooping or photos). If you discover an emergency (fire, active leak, gas smell), you may perform emergency landlord entry immediately, then update the tenant as soon as it’s safe.

What “reasonable” notice time looks like in practice

• Time window: Giving a 2 to 4-hours window for your visit is considerate and reasonable. Larger projects may need a morning or afternoon block.
• Frequency: Combine tasks where possible. Avoid multiple entries on back‑to‑back days for small items.
• Access method: Knock first; if there’s no answer and notice was properly served, use your key as stated in the notice. Lock up when leaving.

Avoid these common mistakes

• Vague timing. “Sometime on Friday” is not specific enough. Give a concrete window.
• No reason stated. “General inspection” may be okay, but “to inspect bathroom exhaust fan functionality” is better. Be specific.
• Wrong hours. Don’t schedule late night or very early entries; most laws limit entry to daytime/evening.
• Changing plans without updating the notice. If the date or window changes, send a new notice that meets the timing rules.
• Overbroad entry. Don’t use a repair notice to enter rooms unrelated to the repair unless you stated a broader purpose (e.g., “annual safety inspection and bedroom smoke detector check”).

Serving the notice (delivery rules in plain language)

• Do it early enough. Aim for more than 24 hours when possible. Weekends/holidays can complicate timing if your area counts business days only.
• Use allowed methods. Hand delivery and door‑posting are widely allowed. Email is fine only where the law or lease permits. Mail may require extra days to count as “received.”
• Keep proof. Snap a photo of the posted notice, save the sent email, or keep a mailing receipt.

Copy-and-paste templates

Use these as a notice to enter form. Replace bracketed fields and adjust timing to your local rule.

Template A: Standard landlord notice to enter

Landlord Notice to Enter

 

To: [Tenant name] at [Rental address]

From: [Landlord or property manager name], [Company], [Phone], [Email]

Date of notice: [YYYY-MM-DD]

 

Reason for landlord entry:

[Describe lawful reason: e.g., repair leaking kitchen sink; annual smoke alarm inspection; show unit to prospective tenant.]

 

Planned entry date: [YYYY-MM-DD]

Planned entry time window: [e.g., 10:00–12:00]

Authorized person(s) entering: [Names/roles: landlord, licensed plumber, property manager]

Access: [Key on file / Meet at unit door]

 

Notes:

– We will minimize disruption and will not remove or disturb personal property.

– If you need to propose a minor adjustment within the legal timeframe, contact us at [phone/email].

 

Signature: ____________________________

Name and title: _______________________

Template B: Emergency after-the-fact notice and entry log

Use this when an emergency landlord entry occurs without prior notice. It helps document what happened and why.

Emergency Entry Notice and Log

 

To: [Tenant name] at [Rental address]

From: [Landlord/manager]

Incident date and time: [YYYY-MM-DD, HH:MM]

Emergency condition: [e.g., active water leak from upstairs unit]

Why immediate entry was necessary: [Protect life or property; prevent major damage]

Who entered: [Names/roles]

Actions taken: [Shut off water; extracted standing water; placed fans; called plumber]

Items moved or affected: [List if any]

Next steps: [Further repairs scheduled for YYYY-MM-DD, time window HH:MM–HH:MM; separate notice to follow]

 

Contact for questions: [Name, phone, email]

Template C: Tenant consent to entry outside normal hours

Tenant Consent to Landlord Entry

 

Tenant: [Name]

Unit: [Address]

I agree to allow landlord entry on [YYYY-MM-DD] at [HH:MM], which is outside standard hours, for the following lawful purpose:

[Reason]

 

Signature: __________________ Date: __________

Practical tips for both sides

• A narrow time window is kinder and reduces conflict. Ontario’s tribunal has criticized wide windows that stretch all day.
• Put reasons in plain language. Vague phrases like general inspection with no legal basis invite disputes.
• Keep an entry log. If there’s ever a complaint about harassment or denial of access, your log and copies of notices will matter.
• Do not overuse entry rights. Repeated, unnecessary entries can be treated as harassment or interference with quiet enjoyment. California and BC explicitly prohibit abusing the right of access.

Common mistakes to avoid

• Using an all-day window. Many tribunals and agencies expect a reasonable time window, not an 8 a.m. to 8 p.m. block with no specificity.
• Calling routine maintenance an emergency. If it can wait 24 hours, it is not an emergency.
• Forgetting local hours. Florida repairs outside 7:30 a.m.–8:00 p.m. can be challenged; Quebec visits are typically 9 a.m.–9 p.m.; Ontario is 8 a.m.–8 p.m.; BC is 8 a.m.–9 p.m.
• Failing to name who will enter. Tenants are entitled to know whether it is the landlord, a superintendent, or a contractor.
• Repeated unannounced visits. Even brief entries without notice can add up to harassment claims.

Frequently asked questions

How much notice does a landlord have to give for landlord entry?

In most places, at least 24 hours. California presumes 24 hours reasonable for non-emergencies; Florida sets a minimum of 24 hours for repairs and limits hours to 7:30 a.m.–8:00 p.m.; Ontario and BC require 24 hours in writing with specified daytime hours. Texas has no statewide rule, so your lease and local practice control. When in doubt, give more than 24 hours and keep it within statutory hours.

What counts as emergency landlord entry?

Emergencies cover active hazards like fire, flooding, gas leaks, or situations that threaten serious damage or safety. Entry without notice is allowed, but only to address the emergency. Document what happened and send an after-the-fact notice. NYC’s access rules detail emergency and urgent-repair scenarios; BC and Ontario provide similar guidance.

Can a landlord do an entry without notice to show the unit?

Generally no. Showing a unit is rarely an emergency. Many jurisdictions allow entry to show the unit, but still require prior notice and limited hours. Ontario requires written notice at least 24 hours in advance and reasonable efforts to inform the tenant before entering for showings.

What must a notice to enter form include?

Identify who is entering, the lawful reason, the date, and a reasonable time or time window within legal hours. Include contact details and an access method. California requires the notice to include the date, approximate time, and purpose; delivery can be hand-delivered, left at the door, or mailed with extra lead time.

Are there set hours for landlord entry?

Yes, many places set daytime windows. Ontario limits entry to 8 a.m.–8 p.m., BC to 8 a.m.–9 p.m., Florida repairs to 7:30 a.m.–8:00 p.m., and Quebec commonly treats visits between 9 a.m.–9 p.m., with many non-urgent repairs 7 a.m.–7 p.m. Outside those hours, get tenant consent unless it is an emergency.

What if the tenant refuses access after a valid landlord notice to enter?

Tenants must not unreasonably refuse lawful access. Landlords should avoid confrontation, document the refusal, and reschedule if a minor shift solves it. If refusal continues, legal remedies vary: in New York City, the housing court acknowledges a landlord’s right to reasonable access for repairs; in Ontario or BC, a landlord can seek tribunal orders.

How specific must the time be in a notice?

A narrow, reasonable window is best practice. Ontario guidance indicates that very broad windows are not compliant; the notice should specify a time or a reasonably tight window within the allowed hours. This reduces missed connections and disputes.

Can a landlord enter repeatedly for small tasks?

Even if each purpose is lawful, stacked entries can become harassment or interference with quiet enjoyment. Combine tasks into fewer visits when possible, and provide clear reasons in each landlord notice to enter. California and BC both caution against abusing access.

Does text or email count as a written notice?

Often yes, if your lease allows electronic communications and local law permits it. Some statutes specify how notice may be served. California spells out several delivery options and presumes 24 hours when notice is properly delivered; if mailed, extra lead time applies. Check your lease and local rules before relying solely on a text.

What should I do after an emergency entry without notice?

Send the emergency entry log to the tenant right away. Explain the emergency, list who entered, what was done, what was moved, and the next steps. Schedule any follow-up work with a proper landlord notice to enter. NYC’s rules and many provincial resources support prompt communication after urgent access.

Is there a different rule when the property is for sale?

Entry to show to buyers is usually allowed with prior notice. California allows oral notice to show a unit to buyers in limited circumstances after advance written disclosure that the property is for sale; otherwise, the standard written notice applies. Ontario allows showings with 24-hour written notice and reasonable efforts to inform the tenant.

Do rules differ inside New York City?

Yes. State guidance speaks in terms of reasonable notice and reasonable hours, but NYC rules add specific lead times for planned improvements and repairs, and require building notices for service interruptions. Always check both state and city rules.

References

1. Florida Statute 83.53
2. Residential Tenants’ Rights Guide
3. LTB | The Landlord’s Right of Entry into a Rental Unit
4. Landlord access to rental units – Province of British Columbia
5. Access to the dwelling and visiting rights