Cleaning proposal template.
A cleaning proposal is how you win a regular contract: what you’ll clean, how often, and what it costs each month. This template is set up for offices and small commercial spaces, with a monthly price the client can sign off on.
No sign-up. Works on any phone. Download as PDF.
Your business
Customer
Details
Items
Adjustments
Tax applies only to items with Taxable switched on.
Notes
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A worked example.
Evening cleaning of a 2,400 sq ft dental office, three nights a week (Mon, Wed, Fri).
JobEvening cleaning of a 2,400 sq ft dental office, three nights a week (Mon, Wed, Fri)
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Evening cleaning, Mon/Wed/Fri (average 13 visits a month) 13 visit × $120.00 | 13 visit | $120.00 | $1,560.00 |
| Monthly detail: high dusting, vents and baseboards 1 month × $90.00 | 1 month | $90.00 | $90.00 |
| Start-up deep clean in the first week (one time) 1 ea × $480.00 | 1 ea | $480.00 | $480.00 |
| Consumables: hand towels, toilet tissue, liners (optional — client may supply) 1 month × $110.00 | 1 month | $110.00 | $110.00 |
| Subtotal | $2,240.00 |
| Total | $2,240.00 |
NotesProposal valid 30 days. Monthly price from month 2: $1,760. Month-to-month after a 3-month initial term; 30 days’ written notice to end. Certificate of insurance available on request. Alarm codes and keys held securely.
Illustrative prices; use your own rates. Totals are calculated by the same code as the generator.
How the numbers add up
- Three visits a week × 52 weeks ÷ 12 months = 13 visits a month on average. Billing the average keeps every monthly invoice the same, instead of 12 visits in some months and 14 in others.
- The start-up deep clean is a one-time line, so the first month is $2,240 and every month after is $1,760.
- Consumables are a separate line so the client can choose to supply their own and see exactly what comes off the price. Sales tax on supplies depends on your state; it’s left at zero here.
What a proposal needs that a one-off estimate doesn’t
A commercial client is signing up for months of work, so they’ll want more than a price:
- The scope, area by area: reception, offices, kitchen, restrooms, treatment rooms.
- How often each task happens: every visit, weekly or monthly.
- When you’ll be there, and how you’ll handle keys, alarm codes and lock-up.
- Who supplies consumables like paper towels and liners.
- The term, how either side can end it, and how much notice is needed.
- Proof of insurance, if the client asks for it.
Writing the scope of work by area
List each area once, with its tasks underneath and how often each is done. “Restrooms: clean and disinfect toilets, sinks and fixtures every visit; restock every visit; scrub floor weekly.” A scope written this way is easy to check, and it settles arguments before they start.
Put the scope in the notes or on a second page, and refer to it from the first line item, as the template does (“see scope”).
Contract length and notice
A short initial term followed by month-to-month is common. It gives the client a way out if it isn’t working, and gives you notice before the income stops. Whatever you choose, write it down in plain words.
Questions and answers.
How do I price a commercial cleaning proposal?
Walk the space and time how long a visit will take, then price per visit and multiply by visits per month. Add one-time and monthly tasks as their own lines. Some cleaners price per square foot instead; whichever you use, base it on your own timings.
Should a cleaning proposal include a contract?
A signed proposal with clear terms (scope, price, term and notice) can work as the agreement for a small contract. For larger or multi-site contracts, have a lawyer look over your standard terms once.
What if the client wants fewer visits a week?
Change the visit count and recalculate the monthly average: two visits a week is 104 a year, about 8.7 a month. Keep any monthly detail tasks the same, so the client can see exactly what they’re giving up.
Do I need insurance to send a commercial cleaning proposal?
You can send a proposal without it, but commercial clients and building managers often ask for a certificate of insurance before you start. It helps to have it ready.
How long should a cleaning proposal be?
Short enough to read in a few minutes: a cover line, the price, the scope by area and the terms. One or two pages is plenty for a small office.
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