DocDraft Logo

Notice of Entry Form: A Guide for Landlords and Property Owners

Learn how to properly use a Notice of Entry Form to legally access your rental property while respecting tenant rights. Essential information for first-time landlords and property managers.

Introduction

A Notice of Entry Form is a legal document that landlords and property owners must use when they need to enter a tenant-occupied property. This document serves as formal notification to tenants that you, as the landlord or your representative, will be accessing the rental unit. Using this form correctly is not just a courtesy—it's a legal requirement in most jurisdictions that protects both your rights as a property owner and your tenant's right to privacy and peaceful enjoyment of their home. Whether you're a first-time landlord, manage multiple properties, or own vacation rentals, understanding how to properly use a Notice of Entry Form is essential for maintaining legal compliance and a positive landlord-tenant relationship.

Key Things to Know

  1. 1

    Failure to provide proper notice before entering a tenant's unit can result in legal consequences, including claims of illegal entry, invasion of privacy, or breach of the covenant of quiet enjoyment.

  2. 2

    Keep detailed records of all notices provided to tenants, including the date, time, and method of delivery. This documentation can be crucial if disputes arise later.

  3. 3

    Different states and municipalities have varying requirements for landlord entry. Always check your local landlord-tenant laws before creating your Notice of Entry policy.

  4. 4

    For property owners with multiple units, consider creating a standardized Notice of Entry Form that complies with local regulations to streamline your property management process.

  5. 5

    The Notice of Entry requirement applies even if your lease agreement gives you the right to enter the property—state and local laws typically override lease provisions.

  6. 6

    For vacation rentals, clearly outline your entry policy in your rental agreement and house rules to set proper expectations with guests.

  7. 7

    Consider using digital property management tools that can generate, deliver, and track Notices of Entry to simplify compliance and record-keeping.

Key Decisions

Owners of Vacation or Short-Term Rentals

Property Owners with Multiple Units

First-time Landlords

Customize your Notice of Entry Form Template with DocDraft

NOTICE OF ENTRY FORM

PROPERTY INFORMATION

Rental Property Address: [PROPERTY ADDRESS]
Unit Number: [UNIT NUMBER]
City, State, Zip Code: [CITY], [STATE] [ZIP CODE]

LANDLORD/PROPERTY OWNER INFORMATION

Landlord/Owner Name: [LANDLORD NAME]
Business Name (if applicable): [BUSINESS NAME]
Address: [LANDLORD ADDRESS]
City, State, Zip Code: [CITY], [STATE] [ZIP CODE]
Phone Number: [LANDLORD PHONE]
Email Address: [LANDLORD EMAIL]

TENANT INFORMATION

Tenant(s) Name(s): [TENANT NAMES]

NOTICE DETAILS

Date of Notice: [DATE OF NOTICE]
Date of Intended Entry: [DATE OF INTENDED ENTRY]
Time of Intended Entry: [TIME OF INTENDED ENTRY]
Estimated Duration of Entry: [DURATION]

PURPOSE OF ENTRY

Reason for Entry: [REASON FOR ENTRY]

Description of Work to be Performed (if applicable):
[DESCRIPTION OF WORK]

ENTRY PERSONNEL

Persons Entering the Property:

  • Name: [NAME], Role: [ROLE]
  • Name: [NAME], Role: [ROLE]
  • Name: [NAME], Role: [ROLE]

Contractor Information (if applicable):
Company Name: [CONTRACTOR COMPANY]
Contact Person: [CONTRACTOR CONTACT]
Phone Number: [CONTRACTOR PHONE]
License Number: [LICENSE NUMBER]

LEGAL AUTHORITY

This Notice of Entry is provided pursuant to [STATUTORY AUTHORITY], which permits a landlord to enter a rental unit after providing the tenant with reasonable notice. This notice is being provided at least [NOTICE PERIOD] hours in advance of the intended entry, as required by applicable law.

TENANT RIGHTS AND INFORMATION

Right to Be Present:
As the tenant, you have the right to be present during the entry. However, your presence is not required, and the entry will proceed as scheduled even if you are not present, provided proper notice has been given as required by law.

Emergency Entry Provision:
Please be advised that in the event of an emergency that threatens the property, other tenants, or public safety (such as fire, flooding, gas leak, or other hazardous conditions), the landlord or authorized representatives may enter the premises without prior notice. In such cases, the landlord will make reasonable efforts to notify you of the emergency entry as soon as practicable thereafter.

Special Instructions for Tenant:
[SPECIAL INSTRUCTIONS]

Contact for Questions or Concerns:
If you have any questions or concerns regarding this scheduled entry, please contact:
Name: [CONTACT NAME]
Phone: [CONTACT PHONE]
Email: [CONTACT EMAIL]

Rescheduling Options:
If the proposed date and time present a significant hardship, you may request to reschedule by contacting the person listed above no later than [RESCHEDULE DEADLINE] before the scheduled entry. While we will make reasonable efforts to accommodate your request, please understand that rescheduling may not always be possible, particularly when the entry involves scheduled contractors or emergency repairs. Any rescheduled entry will be subject to a new Notice of Entry form.

METHOD OF NOTICE DELIVERY

This Notice of Entry was delivered to the tenant(s) via:

  • Hand delivery directly to tenant
  • Posting on the main entrance door of the rental unit
  • First-class mail addressed to tenant
  • Email (with tenant's prior consent)
  • Other method agreed upon in the lease: [SPECIFY METHOD]

PROOF OF SERVICE

I, [SERVER NAME], declare that I served this Notice of Entry as follows:

Date of Service: [SERVICE DATE]
Time of Service: [SERVICE TIME]
Method of Service: [SERVICE METHOD]

I declare under penalty of perjury under the laws of the State of [STATE] that the foregoing is true and correct.

Date: ________________
Signature: ________________
Print Name: [SERVER NAME]

ACKNOWLEDGMENT OF RECEIPT (OPTIONAL)

I acknowledge receipt of this Notice of Entry:

Tenant Signature: ________________
Print Name: ________________
Date: ________________

ADDITIONAL TERMS AND CONDITIONS

Pets and Security:
If you have pets on the premises, please ensure they are secured during the scheduled entry time. This may include crating, confining to a specific room, or removing them from the premises temporarily. The landlord and authorized personnel will make reasonable efforts to prevent pets from escaping but cannot assume responsibility for pets that escape due to the tenant's failure to properly secure them.

Personal Property:
The landlord and authorized personnel will take reasonable care to avoid damaging or disturbing tenant's personal property. However, in some cases, limited movement of personal items may be necessary to complete the stated purpose of entry. Tenants are advised to secure or remove valuable or fragile items from areas where work will be performed.

Photography and Documentation:
The landlord or authorized personnel may take photographs or videos of the rental unit during the entry, but only for legitimate business purposes related to the stated reason for entry, such as documenting the condition of the property, identifying maintenance issues, or documenting completed repairs. Any such documentation will be maintained as part of the property records and treated as confidential business information.

Cancellation of Entry:
In the event that the scheduled entry needs to be canceled by the landlord, reasonable efforts will be made to notify the tenant as soon as possible. A new Notice of Entry will be provided before any rescheduled entry.

Compliance with Lease Terms:
This Notice of Entry is provided in accordance with both applicable law and the terms of your lease agreement. Nothing in this notice shall be construed as waiving any rights or remedies available to the landlord under the lease agreement or applicable law.

Privacy and Confidentiality:
The landlord and all authorized personnel entering the premises acknowledge the tenant's right to privacy and agree to maintain the confidentiality of any personal information inadvertently observed during the entry. Entry shall be limited to the areas necessary to accomplish the stated purpose.

Tenant Not Present:
If the tenant is not present during the scheduled entry, the landlord or authorized personnel will leave written notification confirming that entry occurred, including the date, time, duration, persons who entered, and a summary of any work performed or observations made that may affect the tenant.

Governing Law:
This Notice of Entry and the rights and obligations of both landlord and tenant regarding access to the rental unit shall be governed by the laws of the State of [STATE], including but not limited to [SPECIFIC LANDLORD-TENANT CODE SECTIONS].

Severability:
If any provision of this Notice of Entry, or any portion thereof, is held to be invalid, illegal, void, or unenforceable by any court or tribunal of competent jurisdiction, the remainder of this Notice shall remain in full force and effect to the maximum extent permitted by law. The parties agree that any such invalid, illegal, void, or unenforceable provision shall be modified and limited in its effect to the extent necessary to cause it to be enforceable, or if such modification is not possible, shall be deemed severed from this Notice.

Frequently Asked Questions

A Notice of Entry Form is a written document that landlords must provide to tenants before entering their rental unit. It formally notifies the tenant of the landlord's intention to enter the property, specifying the date, time, and reason for entry. This form serves as documentation that the landlord has complied with legal requirements for property access while respecting the tenant's right to privacy.

You must provide a Notice of Entry before accessing an occupied rental unit in most non-emergency situations. This includes routine inspections, repairs or maintenance, showing the property to prospective tenants or buyers, and property appraisals. Most states require 24-48 hours' advance notice, though specific requirements vary by jurisdiction. Emergency situations that threaten safety, property, or health may exempt you from this requirement.

The required notice period varies by state and local laws, but typically ranges from 24 to 48 hours. For example, California requires 24 hours' notice, while Washington state requires 48 hours. Some jurisdictions also specify that entry must occur during 'reasonable hours,' generally considered to be normal business hours. Check your local landlord-tenant laws for specific requirements in your area.

A complete Notice of Entry Form should include: the date the notice is being provided, the address of the rental property, the specific date and time range for the planned entry, the purpose of entry (such as repairs, inspections, etc.), landlord/property management contact information, and a statement referencing the relevant landlord-tenant law authorizing the entry. Some forms also include a space for delivery method documentation.

Common delivery methods include: personally handing it to the tenant, leaving it with a person of suitable age at the rental unit, posting it in a conspicuous place at the property (like the front door), or mailing it. Some jurisdictions allow electronic delivery if the tenant has agreed to this method. Always follow your local requirements and consider using a method that provides proof of delivery, especially if you've had communication issues with the tenant previously.

Yes, vacation and short-term rentals typically operate under different rules than traditional long-term rentals. For short-term rentals, entry rights are usually outlined in the rental agreement rather than governed by standard landlord-tenant laws. However, you should still respect guests' privacy by communicating any need to enter the property during their stay. For vacation rentals managed through platforms like Airbnb or VRBO, follow their specific guidelines regarding property access during a guest's stay.

Generally, if you've provided proper notice according to local laws, a tenant cannot legally refuse entry for legitimate purposes like repairs or inspections. However, if a tenant does refuse, do not force entry, as this could constitute illegal trespassing. Instead, document the refusal and consult with a local attorney about next steps, which might include sending a lease violation notice or seeking a court order. Try to work with the tenant to reschedule at a mutually convenient time before escalating the situation.

Most jurisdictions allow landlords to enter rental units without prior notice in genuine emergencies that threaten personal safety or could cause significant property damage. Examples include fire, major water leaks, gas leaks, or structural issues requiring immediate attention. However, even in emergencies, it's best practice to attempt to contact the tenant if possible. After an emergency entry, document the situation and provide the tenant with written notification explaining the emergency and actions taken.