How to write a commercial cleaning proposal
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A cleaning proposal does two jobs: it shows the client exactly what they get, and it protects you when they later expect more. Most lost bids and most contract fights come from a vague proposal, not a wrong price. Here is what to put in it, in order.
1. A one-paragraph summary
Name the building, the square footage you measured, the visit schedule and the monthly price. The decision-maker often reads only this paragraph, so it has to stand on its own: "Nightly cleaning of your 10,000 sq ft office, 5 nights a week, $2,318 per month."
2. Scope, room by room
List each area you walked (offices, open plan, restrooms, break room, lobby, hallways) and what you do in it. Use the client's own names for rooms. Vague scope like "general cleaning" is what turns into "I thought you did the windows".
3. A frequency chart
Put tasks in rows and frequency in columns (each visit, weekly, monthly, periodic). See the janitorial frequency chart for a starting layout.
4. Exclusions
Say what is not included: carpet extraction, floor strip and wax, exterior windows, medical waste, anything above a set height. Price periodic work separately so the monthly number stays comparable to other bids.
5. The price page
| Line | Example |
|---|---|
| Visits per month | 5 x 4.33 = 21.7 |
| Monthly price | $2,318 |
| Price per visit | $107 |
| Periodic work (quoted separately) | Carpet extraction, per visit |
Show the monthly price and the price per visit. Don't show your wage, burden or margin. The figures come from the worked sample bid.
6. Terms
Start date, contract length, notice period, how price changes are handled, payment terms, who supplies consumables (paper, liners, soap), and how missed items are reported and fixed. Name the supervisor and the response time for a complaint.
7. Insurance and sign-off
State your liability and workers comp cover (attach certificates if asked), then a signature block for both sides with the date.
This is a general outline, not legal advice. Have your own terms reviewed for your state.
Get the price right first with the free bid calculator. The Bid Kit includes 3 editable proposal templates (recurring office, medical/dental, one-time deep clean) with all of the sections above already laid out.
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Rough monthly price for routine office cleaning. Every rate is an editable assumption, not a market quote. Your crew's timed speed beats any default.
Monthly price: -
Labour hours / month: - · Price per visit: - · Cost / month: -
Assumes 4 minutes per restroom fixture and 52/12 = 4.33 weeks per month. Excludes travel time, consumables, periodic work.
- Room-by-room costing spreadsheet (up to 15 areas, each at its own rate, plus travel, consumables and a minimum-rate check)
- 3 editable proposal templates: put your logo on them, paste in the price and export to PDF
- 30-question site-walk checklist so the numbers match the building
Secure Stripe checkout. The payment page says Hundred Haat: that is our payment processor, the seller is MopMath. Instant download right after paying. Not useful? Full refund within 14 days, no questions. See a finished sample bid first (free).
