How to Write a Commercial Cleaning Proposal That Wins the Job
You did the walkthrough and worked out your price. Now the proposal has to do the selling. Many cleaning companies lose jobs at this step, not because their price was wrong, but because their proposal was unclear, late, or hard to accept.
Here's what a strong commercial cleaning proposal includes and how to put one together.
What a commercial cleaning proposal is for
A proposal has three jobs. It shows the client you understood their building. It spells out exactly what you'll do so there are no surprises later. And it makes accepting easy. If your proposal does all three, price becomes one factor among several instead of the only thing the client compares.
What to include
1. Your company information
Put your company name, logo, phone number, and email at the top. If you carry insurance, say you can provide a certificate of insurance on request. Keep it simple and professional.
2. A short summary
One or two sentences that restate what the client needs, for example: "Nightly janitorial service, five nights per week, for your two-floor office, with monthly carpet care." This shows you listened.
3. The scope of work
This is the most important section. List what you'll clean, area by area:
- Offices and work areas: empty trash, dust surfaces, vacuum or mop floors
- Restrooms: clean and disinfect fixtures, restock paper and soap, mop floors
- Breakroom: wipe counters, tables, and sinks; clean the outside of appliances
- Lobby and entry: clean entry glass, dust, vacuum or mop
Then list tasks done less often, such as weekly or monthly detail work. Be specific. "Clean restrooms" invites disagreement later; a task list doesn't.
4. What's not included
Clearly state anything you won't do, such as regulated medical waste, high windows, or interior equipment. This protects both you and the client.
5. Schedule
State the days, frequency, and time window for service. Mention how you'll handle holidays.
6. Optional add-ons
Offer services like carpet cleaning, floor stripping and waxing, pressure washing, or a one-time initial deep clean, each priced separately. Add-ons let the client adjust the proposal to their budget without you cutting your base rate.
7. Pricing
Show the recurring monthly price clearly. Price each add-on separately. Avoid burying the number in paragraphs.
8. Terms
Include payment terms, how either party can end service, how to report an issue, and how long the proposal is valid.
9. An easy way to accept
Give the client a clear next step, like a signature line, an e-signature link, or a reply to approve. The easier it is to say yes, the fewer proposals stall.
Tips that help proposals win
Send it fast
Send the proposal within a day or two of the walkthrough, while you're still on the client's mind.
Match the client's words
If they told you the restrooms are the problem, make sure the restroom section is detailed and easy to find.
Keep it short
Most clients won't read a long document. A few clear pages is usually better than a long sales pitch.
Follow up
If you haven't heard back in a few days, call or email to ask whether they have questions. Offer to adjust frequency or add-ons rather than lowering your rate.
Using Bid Pricer to build proposals
Bid Pricer turns your walkthrough into a branded proposal with your company name, logo, rates, and terms. Your client can e-sign and pay from their phone, so accepting takes a few taps. It's free to start, and the Pro plan ($29/month) includes Lead Finder.
Frequently asked questions
How long should a cleaning proposal be?
Long enough to show the full scope, schedule, price, and terms. For most commercial jobs, a few pages is enough.
Should I include my price in the first proposal?
Yes. Clients expect a clear price. Show the recurring price and the add-ons separately.
What if the client says the price is too high?
Ask which parts of the scope matter most. Offer to adjust frequency or remove add-ons instead of cutting your rate for the same work.
Send your next proposal with Bid Pricer
Try Bid Pricer free and send a proposal your client can sign from their phone.
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