// FREE TEMPLATE · COMMERCIAL CLEANING PROPOSAL
// TL;DR
A complete 13-section commercial cleaning proposal template, with the full text on this page and an editable Word version to download. It covers the cover page, summary, your company, walkthrough findings, a scope of work table, schedule, supplies, quality control, pricing with optional add-ons, insurance, the transition plan, references, and acceptance. Fill in the bracketed placeholders with what you saw on the walkthrough and what you priced.
Free Commercial Cleaning Proposal Template
13
SECTIONS IN THE TEMPLATE
WORD + PDF
FORMATS
$2K-$20K+
MONTHLY CONTRACT RANGE IT IS BUILT FOR
5-10 MIN
FOLLOW-UP WINDOW AFTER THE WALKTHROUGH
A walkthrough does not win the account. The document you send afterward does. By the time a facility manager is comparing vendors, they are usually comparing two or three proposals side by side, and the one that wins is rarely the cheapest. It is the one that proves the operator actually looked at the building, states exactly what happens on night one, and can be signed without a second meeting.
Most proposals we see fail the same way. They open with a paragraph about the company instead of the building. They describe the scope in a sentence rather than a table, which guarantees a scope argument in month three. They quote one number with no optional services, so the buyer has nothing to say yes to except the whole thing. And they arrive four days after the walkthrough, when the buyer has stopped thinking about it.
The template below fixes all four. One thing worth being clear about: the proposal sells and the contract protects. This document wins the work. The terms that govern the relationship afterward, payment terms, liability, termination, and contractor status, belong in our commercial cleaning contract template, which is free and rendered in full the same way this one is.
What a winning cleaning proposal includes
Thirteen sections, and each one is doing a job. Here is what each does and why it earns its place.
- Cover page. Who it is for, who it is from, the facility, and the date. A proposal with no date gets compared against one that has one.
- Summary. The whole deal in two sentences: what you clean, how often, the monthly price, and the start date. Most buyers read this and the price, then skim the rest.
- About your company. Short. How long you have operated, what you service now, and who supervises this account.
- Walkthrough findings. What you saw on site, area by area. This is the section that separates you from a quote written from a floor plan.
- Scope of work. A table of area, tasks, and frequency. Everything you will do, and by omission everything you will not.
- Service schedule. Nights, hours, access method, and the holidays you do not service. Agree the window before the first shift, not after.
- Supplies and equipment. Who furnishes chemicals and equipment, and who pays for consumables. Consumables quietly erode margin when nobody wrote it down.
- Quality control. Inspection cadence, the name and number of the person who answers, and how fast a reported issue gets fixed.
- Pricing. The base monthly rate and what it includes, then optional services priced individually so the buyer can add without renegotiating.
- Insurance and compliance. What coverage you carry, when the certificate arrives, and what screening your crew completes.
- Transition and start plan. Start date, what happens in week one, key handoff, and the thirty-day review. Buyers switching vendors are buying a smooth transition.
- References. Two or three similar facilities the buyer can call. Similar size and type matters more than a long list.
- Acceptance. Signature lines and an expiry date. A proposal that never expires never closes.
Key Takeaways
- Walkthrough findings are the section that proves you were on site. Generic proposals do not have them.
- A scope table of area, task, and frequency prevents the scope argument before it starts.
- Price optional services separately so the buyer can approve the base contract without debating floor care.
- Put an expiry date and signature lines on it. A proposal that never expires never closes.
The template
Replace every [BRACKETED PLACEHOLDER] with your own details, and delete any line that does not apply to the building you walked.
// TEMPLATE · FULL TEXT
Commercial Cleaning Proposal
1. Cover page
Commercial Cleaning Proposal prepared for [CLIENT CONTACT NAME, TITLE] at [CLIENT COMPANY NAME].
Facility: [PROPERTY ADDRESS, SUITE OR FLOOR, APPROXIMATE SQUARE FOOTAGE]. Prepared by [YOUR COMPANY NAME], [YOUR ADDRESS], [YOUR PHONE], [YOUR EMAIL]. Date: [DATE]. Proposal number: [NUMBER].
2. Summary
We will provide commercial cleaning services at [PROPERTY ADDRESS], [NUMBER] nights per week, for [MONTHLY RATE] per month, beginning [START DATE].
This proposal covers the areas and tasks listed in Section 5, on the schedule in Section 6, at the price in Section 9. Optional services are priced separately so you can add or remove them without renegotiating the base agreement.
3. About [YOUR COMPANY NAME]
[YOUR COMPANY NAME] has provided commercial cleaning in [SERVICE AREA] since [YEAR]. We currently service [NUMBER] commercial facilities, including [FACILITY TYPES, FOR EXAMPLE OFFICE BUILDINGS, MEDICAL OFFICES, SCHOOLS].
Your account will be staffed by [NUMBER] trained cleaners and supervised by [SUPERVISOR NAME], who is your escalation point for anything that needs attention. We carry the insurance described in Section 10 and run the background check process described there for every person entering your building.
4. Walkthrough findings
We walked [PROPERTY ADDRESS] on [WALKTHROUGH DATE] with [CLIENT CONTACT NAME]. What we observed, area by area:
- Entry and lobby: [OBSERVATION, FOR EXAMPLE GLASS SHOWING HANDPRINTS BY MIDDAY, ENTRY MATS DUE FOR REPLACEMENT]
- Open office area: [OBSERVATION AND APPROXIMATE SQUARE FOOTAGE]
- Private offices and conference rooms: [OBSERVATION AND COUNT]
- Restrooms: [COUNT, FIXTURE COUNT, DISPENSER TYPES, CURRENT CONDITION]
- Break room or kitchen: [OBSERVATION, USAGE LEVEL, APPLIANCE COUNT]
- Floors: [SURFACE TYPES BY AREA AND CURRENT CONDITION]
- Trash and recycling: [NUMBER OF STATIONS, DUMPSTER LOCATION AND DISTANCE]
- Access and timing: [ALARM PROCEDURE, KEY HANDOFF, AVAILABLE SERVICE WINDOW]
- Items you raised: [WHAT THE BUYER TOLD YOU THE CURRENT VENDOR IS GETTING WRONG]
Replace the notes below with what you actually saw. Specifics from the walkthrough are what separate this proposal from a generic quote, and they show the buyer you were paying attention.
5. Scope of work
The table below is the complete scope of this proposal. Anything not listed here is available as an additional service under Section 9.
| Area | Tasks | Frequency |
|---|---|---|
| Entry and lobby | Glass, mats, floors, reception surfaces, high-touch points | [5] nights per week |
| Open office | Trash and liners, dust desks and surfaces, vacuum carpet | [5] nights per week |
| Private offices and conference rooms | Trash, dust, vacuum, wipe table surfaces | [5] nights per week |
| Restrooms | Clean and disinfect fixtures, mirrors, partitions, floors; restock dispensers | [5] nights per week |
| Break room and kitchen | Counters, sinks, tables, appliance exteriors, floors, trash | [5] nights per week |
| Corridors and stairwells | Sweep and damp mop, spot clean walls and rails | [5] nights per week |
| High dusting and vents | Ledges, sills, vents, light fixtures above reach height | [Monthly] |
| Interior glass and partitions | Full detail clean beyond nightly spot cleaning | [Monthly] |
6. Service schedule
Service will be performed [NUMBER] nights per week on [DAYS OF WEEK], between [START TIME] and [END TIME]. Periodic tasks marked monthly in Section 5 are performed during the [FIRST] scheduled visit of each month.
Our crew will access the building using [KEYS, ACCESS CARDS, OR CODE], secure all doors, and set the alarm on departure per your written instructions. We do not service the following holidays unless you request it in writing: [HOLIDAY LIST].
7. Supplies and equipment
We furnish all cleaning equipment and chemicals required to perform the scope in Section 5, and we use products appropriate for the surfaces in your building. Safety data sheets are available on request.
[YOUR COMPANY OR CLIENT] will furnish consumable supplies, including restroom paper products, hand soap, and trash liners. If we furnish consumables, they are billed at [COST PLUS PERCENTAGE OR FLAT MONTHLY AMOUNT] as a separate line on the monthly invoice.
8. Quality control
Your account is inspected by [SUPERVISOR NAME] on a [WEEKLY OR MONTHLY] cycle, and we will walk the building with you [MONTHLY OR QUARTERLY] to review the results together in writing.
Your point of contact is [CONTACT NAME, PHONE, EMAIL]. Report any deficiency to that contact and we will correct it within [NUMBER] business hours at no additional charge. If the same issue recurs after written notice, we will put a written corrective plan in place before the next scheduled visit.
9. Pricing
Base monthly rate: [MONTHLY RATE] per month, covering every area, task, and frequency listed in Section 5, plus the supplies described in Section 7.
- Floor care (strip and wax, machine scrub, burnish): [PRICE] per [SERVICE OR SQUARE FOOT]
- Carpet extraction: [PRICE] per [SERVICE OR SQUARE FOOT]
- Day porter coverage: [PRICE] per hour, [HOURS] hours per day, [DAYS] days per week
- Interior window and glass detail: [PRICE] per service
- Exterior window cleaning: [PRICE] per service
- Post-event or post-construction cleanup: [PRICE] per service or quoted per project
- Emergency or same-day response: [PRICE] per call out
Invoiced on the [DAY] of each month for that month of service, due within [NUMBER] days. The rate is fixed for the initial term in Section 11 and may be adjusted at renewal with [NUMBER] days of written notice.
Optional services, each priced separately and performed only after you approve the quote in writing:
10. Insurance and compliance
We maintain general liability insurance and workers' compensation coverage for our employees, and we carry [ADDITIONAL COVERAGE, FOR EXAMPLE A JANITORIAL BOND]. A certificate of insurance is available on request and will be provided before the start date, with [CLIENT COMPANY NAME] added as certificate holder if you require it.
Every person assigned to your building completes our [BACKGROUND CHECK AND TRAINING PROCESS]. Our crew are our employees, not yours, and we handle their hiring, training, supervision, pay, and taxes.
11. Transition and start plan
Proposed start date: [START DATE]. Initial term: [NUMBER] months, renewing in [NUMBER] month terms unless either party gives [NUMBER] days of written notice. Either party may end the agreement for convenience with [NUMBER] days of written notice.
Week one: [SUPERVISOR NAME] is on site for the first [NUMBER] services to set standards with the crew. Key and alarm handoff happens on [DATE] with [CLIENT CONTACT NAME]. Day thirty: we walk the building together and adjust the scope in Section 5 if anything needs to change.
12. References
Facilities of similar size and type that we currently service, available to speak with you directly:
- [REFERENCE COMPANY], [CONTACT NAME, TITLE], [PHONE OR EMAIL], [FACILITY TYPE AND SIZE], client since [YEAR]
- [REFERENCE COMPANY], [CONTACT NAME, TITLE], [PHONE OR EMAIL], [FACILITY TYPE AND SIZE], client since [YEAR]
- [REFERENCE COMPANY], [CONTACT NAME, TITLE], [PHONE OR EMAIL], [FACILITY TYPE AND SIZE], client since [YEAR]
13. Acceptance
This proposal is valid for [30] days from the date on the cover page. To accept, sign below and return one copy. On acceptance we will send the service agreement covering the full terms, and the scope and pricing above carry over to it unchanged.
ACCEPTED BY: [CLIENT COMPANY NAME]
- Signature: ______________________________
- Name: [NAME]
- Title: [TITLE]
- Date: [DATE]
SUBMITTED BY: [YOUR COMPANY NAME]
- Signature: ______________________________
- Name: [NAME]
- Title: [TITLE]
- Date: [DATE]
// DOWNLOAD
Download the Word version
The same thirteen sections in an editable .docx, with the scope of work as a real Word table you can edit row by row.
Prefer a PDF? Print this page with your browser (Cmd+P or Ctrl+P) and choose “Save as PDF” as the destination.
Proposal vs contract: what goes where
These are two documents with two jobs, and collapsing them into one is how operators end up with a signed page that persuades nobody and protects nothing.
The proposal is the sales document. It belongs to the walkthrough: what you saw, what you will do, what it costs, when you start, and who will vouch for you. Its tone is persuasive and its job is a signature on the acceptance line. The contract is the governing document. It carries payment terms and late terms, liability and insurance obligations, the change order process, access and key handling, termination and notice periods, and independent contractor status. Its tone is plain and its job is to settle a disagreement eighteen months from now.
The handoff between them should be clean. Whatever scope and price the buyer accepted in the proposal carries into the contract unchanged. If the two disagree, you will find out at the worst possible moment. Grab the commercial cleaning contract template alongside this one, and if you are still working out the number that goes in the pricing section, our guide to how to bid on commercial cleaning contracts covers the production rate math underneath it.
How to use it after a walkthrough
Send it within twenty four hours. The buyer’s attention peaks as you walk out of the building and decays every day after. Every day you take is a day the incumbent has to fix whatever problem got you the walkthrough in the first place.
Fill the walkthrough findings with specifics. Not “the facility is well maintained.” Write the restroom count, the floor surfaces by area, where the dumpster sits relative to the back door, and the thing the buyer complained about while you were standing in the lobby. A proposal that quotes the buyer back to themselves reads completely differently from one that could have been sent to any building in the metro.
Price it from the math, not from a guess. Divide cleanable square footage by a production rate for each space type to get labor hours, build the full cost stack on top, then apply your margin. Our guide on how to bid on commercial cleaning contracts walks the whole calculation. Pricing you can defend out loud wins more often than pricing that merely undercuts.
Then follow up fast. Answer questions in minutes rather than hours. Our clients who get the best results are in touch with a new lead within 5 to 10 minutes, and the ones who reach out 3 days later find the buyer has already moved on. If the buyer goes quiet after the proposal, follow up on day 2, day 5, and day 10, each time with something useful such as a reference, a revised scope option, or an earlier start date.
// FAQ
Commercial cleaning proposal template FAQ
What should be included in a commercial cleaning proposal?
Thirteen things: a cover page, a two-sentence summary of the deal, a short section on your company, your walkthrough findings, a scope table of areas and tasks and frequencies, the service schedule, who supplies what, your quality control process, pricing with optional services listed separately, insurance and compliance, a transition and start plan, references, and signature lines with an expiry date. The template above covers all thirteen. The two most operators skip are walkthrough findings and a start plan, and those are the two that prove you were paying attention on site.
Is there a free Word template for a cleaning proposal?
Yes. The full text of this one is on the page above, and the editable .docx is free to download after you leave an email address. Replace every bracketed placeholder with your own company details, walkthrough notes, and pricing. For a PDF, open the page and print it with your browser, choosing save as PDF as the destination.
How do I write a commercial cleaning proposal?
Walk the building first, then write. Fill the walkthrough findings section with specifics from the visit, including whatever the buyer told you the current vendor gets wrong. Build the scope table from what you measured, area by area. Price it from production rate math rather than by matching a competitor. Put optional services on their own lines so the buyer can say yes to the base contract without debating floor care. Then send it within twenty four hours, while the walkthrough is still fresh.
How long should a cleaning proposal be?
Short enough to read in five minutes and complete enough to sign without another meeting. For a typical single building that is three to five pages. The summary and pricing carry most of the decision. Everything else exists so the buyer can forward it to whoever has to approve it and have their questions answered without calling you back.
What is the difference between a cleaning proposal and a cleaning contract?
The proposal sells and the contract protects. A proposal is persuasive: it shows the buyer you understand their building, states what you will do, and asks for a signature. A contract is the governing agreement: payment terms, late terms, liability, termination, insurance obligations, and contractor status. The scope and price you put in the proposal should carry into the contract unchanged. Use this template to win the work and our contract template to paper it.
// NEXT STEP
We book the walkthroughs. The proposal closes them.
A good proposal is worth nothing without a building to send it to. We run cold email and cold calling into facility managers and property managers for commercial cleaning operators, one per market, and put qualified site visits on your calendar.
See also: Commercial cleaning contract template · How to bid on commercial cleaning contracts