Start with the buyer's decision
A strong cleaning proposal is not a brochure. It is a decision document. A facility manager should be able to see what will be cleaned, how often it will happen, what it costs, and what happens next without calling for clarification.
Write for the person who attended the walkthrough and the people who did not. Clear assumptions and an itemized scope make the proposal easier to circulate internally.
The seven sections to include
Use the same dependable structure for every bid, then tailor the details to the facility.
- Short cover letter tied to the prospect's priorities
- Facility summary and proposal assumptions
- Room-by-room or zone-by-zone scope of work
- Service frequency and schedule
- Labor, supplies, equipment, and exclusions
- Pricing, optional services, and payment terms
- Acceptance, start date, and next step
Turn walkthrough notes into a scope
Group the property into logical zones such as offices, restrooms, break rooms, lobbies, and high-traffic areas. For each zone, state tasks and frequency. Avoid vague phrases like “general cleaning” when the buyer needs to compare bids.
Call out periodic work separately. Floor finishing, carpet extraction, interior glass, and high dusting can distort the base monthly price if their timing is unclear.
Present pricing without creating confusion
Show the recurring monthly price prominently, then list one-time and optional services underneath it. Document the visit frequency and the number of service weeks used in your calculation. This helps protect margin when the schedule changes.
Before sending, verify wages, payroll burden, production rate, supply costs, overhead, and target profit. A polished proposal cannot rescue an unprofitable price.
Use a final quality check
Confirm the prospect name, building address, square footage, frequencies, exclusions, price, expiration date, and contact details. Read the proposal once from the buyer's perspective: can they approve it today?
Veltex AI turns these inputs into a consistent, branded proposal so your team can respond while the walkthrough is still fresh.