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I am wanting to write a professional letter to guests letting them know that on certain dates, there will be professional carpet cleaners in the building to clean some guest rooms, and main lobby areas/breakfast room.

How can I word this to sound very professional and friendly and ensure them that managers will be assisting the cleaners to ensure their belongings will not be disturbed, but that they may have their rooms cleaned.

Is there a template somewhere, can someone help?

In order to maintain a hygienic and atmosphere, the management of >>>>> will be undertaking an industrial cleaning firm to help us ensure you a clean surroundings. We ask you to assist as by cooperating allowing the team of cleaners access to your rooms on date 1 date 2 , and the time please other areas that will be affected are the lobby areas and the breakfast room , please arrange your business accordingly on the days of the cleaning so as to facilitate this action .
To avoid too much inconvenience on your part, the Management Team will be working with the firm to ensure their belongings will not be disturbed.
We thank you for your compliance in this matter as we seek to maintain a service of par excellence. On behalf of the Management and staff of >>>>>>, I wish to express sincere regrets for any inconvenience caused with the cleaning process

NB please if you ask them to arrange their breakfast times around a certain time as to accommodate ur drive also .

it would mean so much more to them if u could mail merge this letter and send it to their room , it gives the effect u took time to consider them personally , if u have a database with their names , this should be easy

I am wanting to write a professional letter to guests letting them know that on certain dates, there will be professional carpet cleaners in the building to clean some guest rooms, and main lobby areas/breakfast room.

How can I word this to sound very professional and friendly and ensure them that managers will be assisting the cleaners to ensure their belongings will not be disturbed, but that they may have their rooms cleaned.

Is there a template somewhere, can someone help?

You need to be very careful here. Even though managers may have the best intentions, disputes are definitely possible. Even the most general references "their belongings will not be disturbed" implies you are assuming responsibility in their absence. A friendly announcement may look good on paper, but a professional warning will best protect your company.

I am wanting to write a professional letter to guests letting them know that on certain dates, there will be professional carpet cleaners in the building to clean some guest rooms, and main lobby areas/breakfast room.

How can I word this to sound very professional and friendly and ensure them that managers will be assisting the cleaners to ensure their belongings will not be disturbed, but that they may have their rooms cleaned.

Is there a template somewhere, can someone help?

Dear Guests/Residents,

On (date), carpet cleaners will be on premises to help us maintain the clean environment you have always enjoyed while staying at (company name). We will be working in the main lobby areas/ breakfast room, as well as some guest rooms. Managers will be on hand to supervise and assist cleaners and ensure no personal belongings are disturbed. We love serving you and welcome your comments and suggestions. Please contact (manager name) at (phone number) if you have any concerns.

Thank you for your business.

Sincerely,

(business name)

Update: I agree you should definitely tell the affected guests when they are checking in or before. It would be better for them to know before hand than the day of. Can you possibly have the cleaners come a few times, and clean the hotel by sections and not make reservations in those rooms for one night. I know it will cost money, but some people will not be happy being disturbed like that. If it were just for a few hours, I wouldn’t mind, but some people will.

We live in Washington state and I can’t find any details online about what constitutues "wear and tear" and if I am forced to sign this document insisting I pay for professional cleaners as well as carpet cleaners upon move out… I’ve never heard of such a thing in past rentals.

I have never heard of that before either. This is why landlords take deposits. The deposit is used to deduct any damages that you made during your stay. If the damages is more than the deposit, it’s not your responsibility to pay more. I suggest that you look for another place to rent.