Free Commercial Cleaning Proposal Template

The profitability of a commercial cleaning business relies on the precision and detail of your cleaning proposals. But as many in the cleaning industry know, that’s easier said than done. 

Cleaning business estimators often turn to manual methods that cause: 

→ Inaccurate cost calculations

→ Unprofitable cleaning bids

Cleaning proposal software with bidding templates builds proposals based on actual costs and production factors, ensuring accuracy, consistency, and profitability.

Download a free cleaning proposal template for a professional layout and impress potential clients with a detailed scope of work and transparent pricing.

Read on to learn how to write effective cleaning proposals, price commercial cleaning services, and the top mistakes to avoid.

How do I write a business proposal for commercial cleaning?

A well-structured cleaning bid proposal shows prospective clients your company operates professionally and transparently. This not only elevates the value of your cleaning services but also builds trust and confidence with prospective clients.

Elements to include in your cleaning service proposal are:

• Cover page: Include your company logo and contact information.

• Executive summary: Describe your company’s experience and commitment to quality and provide an overview of the cleaning proposal.

• Client testimonials: Provide case studies and references from satisfied customers.

• Scope of work: Dive into the details of the cleaning services, including the types of cleaning jobs and frequency.

• Pricing: Showcase transparent pricing with cost breakdowns per line item telling customers what to expect.

• Terms and conditions: Include payment terms, cancellation policy, and other legal disclaimers.

A cleaning proposal template simplifies the process by eliminating the need to start from scratch each time. It also helps minimize errors by ensuring cleaning companies include essential components, such as critical legal information.

Cover page

The cover page functions as a cover letter and gives potential customers a first impression of your company. The cover page should include:

• Cleaning company name

• Cleaning company contact information, including address, phone, and email

• Cleaning company logo

The cover page should feature an eye-catching, professional design. The logo, colors, and other elements should align with your company’s branding.

Executive summary

An executive summary provides a brief but catchy overview of the proposal and highlights the value of your cleaning services.

The executive summary outlines the cleaning proposal contents. It should also communicate your company’s experience and commitment to high-quality service. 

In short, it tells the potential customer what sets your cleaning company apart from the competition and how they will benefit by partnering with your company.

Client testimonials

Client testimonials and references build:

• Credibility

• Trust

• Confidence

Use customer ratings, positive reviews, and feedback to showcase your company’s quality work and customer service. Look at Google and social media to find testimonials or ask long-term customers who are satisfied with your cleaning or janitorial services.

You’ll need to get permission from your customers before publishing names or photos.

Scope of work

The scope of work is the heart of your proposal and provides the details of cleaning jobs and frequency. This section should be written clearly with as many details as possible.

The scope of work should include the specific tasks for each cleaning area. For office cleaning services, this could consist of:

• Vacuuming and mopping

• Dusting

• Sanitizing

• Emptying trash in workspaces or restrooms

Identify the frequency of the cleaning services, such as daily, twice a week, weekly, or monthly. Specify how often you’ll perform deep-cleaning services, such as carpet cleaning and refinishing floors, or additional services, such as appliances and window cleaning.

Pricing

The right prices are critical in your cleaning proposal and must be clear, detailed, and competitive.

Transparent pricing breaks down the cost of each service and shows potential customers each component of the total price quote. To do this, share the cost of each service daily, weekly, and monthly. 

Also include the prices for additional or specialty cleaning services.

Consider offering loyalty discounts and cleaning packages to upsell services and close more sales.

Terms and conditions

Terms and conditions cover the legal portion of your proposal.

This section should include:

• Service agreement: Outlines the scope of work, frequency, and duration of cleaning services. Include any customer special requests.

• Payment terms: Establishes payment due dates, payment methods, and late fee amounts.

• Cancellation policy: Includes your cancellation fee and rescheduling policies.

• Legal clauses: Includes a confidentiality and nondisclosure clause.

Since a cleaning contract is legally binding, terms and conditions must be clear to avoid misunderstandings. Cleaning companies should consult a legal professional to ensure proper contract wording and compliance with local regulations.

How to determine the pricing for commercial cleaning services

Commercial cleaning pricing can be a challenge. You want to price services competitively but not so low to compromise profitability or so high to lose potential customers.

Pricing is a crucial part of cleaning business planning and budgeting and depends on many factors, including:

• Location

• Labor and supply costs

• Company growth goals

To determine pricing for cleaning or janitorial services, consider the following:

• Type of facility

• Size of facility

• Facility layout and rooms

• Type and frequency of cleaning services

• Labor costs

• Equipment, material, and supply costs

• Overhead costs

• Profit margin

Whether you charge hourly or flat-rate prices, calculate how much it costs your company for employees to perform a task in a certain amount of time.

Software, such as Aspire commercial cleaning business software, enables cleaning companies to track labor and supply costs to accurately and profitably estimate future cleaning jobs.

When cleaning companies offer quality service and competitive prices, they retain clients, attract new clients, and improve profitability.

Common mistakes to avoid when writing a commercial cleaning proposal

Potential clients want you to know your company offers quality services and understands their needs. To build better cleaning proposals, avoid these common mistakes.

• Failure to address client needs: Above all, your proposal should communicate to the client how your company will meet their needs. If you use a business proposal template, it’s imperative to customize the proposal for the clients’ unique cleaning service requests.

• Not pricing jobs right: Often, cleaning estimators price too low just to get the job, not truly knowing the exact cost of services. Commercial cleaning business software provides data for automated cost tracking, detailed reports, and profit insights so you can hit the mark every time.

• Lack of clarity: Ambiguous phrasing leads to potential misunderstanding and could end with the client refusing or terminating the contract. Provide as many details as possible in the proposal, especially in the scope of work and pricing sections. A clear proposal using straightforward language eliminates questions and confusion, so clients understand every detail.

• Unprofessional errors: A sloppy design, formatting or printing errors, and misspellings show a lack of attention to detail and may result in the client refusing the proposal. A professional proposal presents a first impression of your company, so it should look attractive, contain zero errors, and be easy to read.

• Use of manual methods: Manually assembling a proposal from a mix of software programs, such as Microsoft Word, Excel, or Google docs, could lead to calculation errors or other mistakes. Software built specifically for commercial cleaning businesses automates and streamlines the proposal process, ensuring fewer errors and more accurate proposals.

Avoiding these mistakes keeps your commercial cleaning proposals accurate, clear, and acceptable to potential clients.

Better than a template: Commercial cleaning business software

While a commercial cleaning proposal template speeds up the estimate process, it’s only a temporary solution. Commercial cleaning business software standardizes workflows for fast, accurate, and profitable proposals.

Aspire commercial cleaning business software improves the efficiency of your sales process with customizable templates combining commonly used services, pricing, and language for specific cleaning services with management-approved profit margins.

Clients can view, approve, and provide an e-signature for cleaning services contracts through a customer portal on a computer or a mobile device, including tablets and smartphones.

An efficient estimating process generates more sales and accelerates commercial cleaning business growth.

If you’re ready to improve your commercial cleaning estimating, book a demo to see how Aspire transforms the proposal process.