What a commercial cleaning proposal is for
Facility managers often have a budget and a list of complaints, and do not know which service level fixes the complaints. Three levels, each with its tasks and monthly price, let them match the budget to the problem. It also positions periodic floor care as part of a real plan rather than an extra.
What to put on a commercial cleaning proposal
- The same building and square footage.
- Nights per week and tasks for each level.
- Periodic services included.
- Monthly price for each.
- Contract term and one acceptance line.
A worked example
The same 12,000 sq ft office. Quantities are per month.
Option 1: Good: three nights a week. Trash, restrooms and floors three nights; glass every other week.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Janitorial service visits | 13 | visit | Your price |
| Restroom cleaning and restocking | 4 | room | Your price |
Option 2: Better: five nights a week. Full nightly service with weekly glass.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Janitorial service visits | 22 | visit | Your price |
| Restroom cleaning and restocking | 4 | room | Your price |
| Interior glass, weekly | 4 | visit | Your price |
Option 3: Best: nightly plus day porter. Adds a midday porter and quarterly floor care.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Janitorial service visits | 22 | visit | Your price |
| Restroom cleaning and restocking | 4 | room | Your price |
| Interior glass, weekly | 4 | visit | Your price |
| Day porter, midday | 44 | hour | Your price |
| Floor care, quarterly, spread monthly | 1 | month | Your price |
Put the monthly total front and center in each option; facility managers compare monthly figures against their budget line.
Line items commercial cleaning companies use
| Line item | Unit | How to write it |
|---|---|---|
| Nightly janitorial service | visit | Per night; list the tasks in the scope. |
| Restroom cleaning and restocking | room | Per restroom; say who supplies paper and soap. |
| Trash and recycling removal | visit | To the building's dumpster. |
| Vacuum carpeted areas | sq ft | Or include in the nightly visit. |
| Mop hard floors | sq ft | Lobbies, kitchens, restrooms. |
| Break room and kitchen cleaning | room | Counters, sinks, appliance exteriors. |
| Floor strip and wax | sq ft | Periodic; priced separately. |
| Carpet extraction | sq ft | Periodic deep clean. |
| Interior glass and entry doors | visit | Fingerprints on doors and partitions. |
| High dusting | visit | Vents, ledges and light fixtures, periodic. |
| Consumables, paper and soap | month | If you supply them; otherwise the client does. |
| Day porter | hour | On-site cleaner during business hours. |
Terms and deposit language for commercial cleaning
- Deposit. Commercial contracts rarely take a deposit; some take the first month in advance from new clients.
- Payment. Billed monthly, often net terms set in the contract; say the due date and late fee if any.
- Warranty. Quality complaints are reported to a named contact and corrected on the next visit or sooner.
- Keys, alarm codes and access badges are signed out and returned at the end of the contract.
- Staff are background checked if the client requires it; say so in the scope.
- Price is reviewed yearly or when the square footage or scope changes.
How to fill it in
- Fill in the customer and the job.
- Check each option's name, its one-line difference and its lines.
- Add your prices; each option totals on its own.
- Set tax, the deposit and the good-until date.
- Print it, download it, or send it from Koira so the customer can pick and sign on the phone.
Free tools for commercial cleaning
The same proposal for other trades: appliance repair, auto detailing, carpet cleaning, chimney, house cleaning, concrete, drywall, electrical, fence, flooring, garage door, general contractor, gutter, handyman, hvac, irrigation, junk removal, landscaping, lawn care, locksmith, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.