Start with the building, not just the price
A useful cleaning proposal starts with how your facility works. Identify public areas, workspaces, restrooms, breakrooms, floor types, occupancy, and operating hours. Note the busiest entrances and the spaces where a missed detail creates the most disruption. A walkthrough gives prospective providers the same information and makes their quotes easier to compare.
Make the scope specific
Ask for tasks and frequencies in writing. “Office cleaning” can mean very different things to different providers. Clarify restroom work, floor maintenance, interior glass, trash, kitchen tasks, and periodic deep cleaning. Separate routine service from specialty work such as strip-and-finish projects. Record exclusions as clearly as inclusions.
Clarify who supplies what
Cleaning products, equipment, liners, and restroom consumables are distinct responsibilities. Confirm who provides toilet paper, towels, soap, and other items, where they are stored, and how shortages are reported. A defined restocking process helps prevent gaps and unexpected invoices.
Ask how quality concerns are handled
Find out who supervises the service, how routine checks are performed, and whom you contact when something needs attention. Ask for a realistic communication process rather than broad promises. Discuss what happens when an area is inaccessible or a task cannot be completed during the scheduled visit.
Compare equivalent proposals
Compare quotes against the same task list, frequency, access arrangements, and supply responsibilities. Confirm insurance documentation and any facility-specific requirements before work starts. Agree on start dates, payment terms, and how scope changes will be approved. The right proposal should help you understand both the price and the service you are buying.
Put the plan into practice
Use our commercial cleaning checklist to prepare for your next walkthrough.
Open the checklistDiscuss your facility