How to write a cleaning proposal
Write a cleaning proposal in seven parts: a short cover letter, the facility details, a scope of work by area with how often each task is done, up to 3 price options, optional add-ons, a service agreement, and a signature section. Keep the language plain and send it soon after the walkthrough while the building is fresh in the client's mind.
1. Cover letter
Two or three sentences. Thank them for the walkthrough, name the building, and say in one line why your company is a good fit. Skip long company histories.
2. Facility details
Address, cleanable square feet, the list of areas, visits a week and service hours. This shows the client you listened, and it protects you if the building or schedule changes later.
3. Scope of work
List each area (lobby, restrooms, offices, breakroom) and under it the tasks, each with a frequency: every visit, weekly, monthly or quarterly. Clear scope prevents arguments later. Every template on this site includes a sample scope you can adapt.
4. Pricing options
Give up to 3 options: Good (the core scope), Better (adds a weekly detail rotation) and Best (adds periodic work like carpet extraction or floor machine scrubbing). Mark Better as recommended. Here is why three options work. Build each price from labor hours using the pricing guide.
5. Optional add-ons
Price extras as their own lines: carpet extraction, strip and wax, interior glass, day porter hours. Clients like choosing, and add-ons raise the average contract value.
6. Service agreement
Term and notice period, payment terms, who supplies what, access and keys, insurance, quality checks, holidays and liability. See what to put in a cleaning service agreement.
7. Signature
Make it easy to say yes. A signature line on a PDF works, but a link the client can open on any device and sign right there removes the print, sign and scan step.
Mistakes to avoid
- One flat price with no options. It invites "can you do it for less?"
- Vague scope like "general cleaning". The client cannot see what they are buying.
- Guessing the price instead of building it from hours and your real cost per hour.
- Sending it a week later. Send while the walkthrough is fresh.