Define scope by area and frequency
A usable scope tells the crew what to do and tells the client what to expect. Organize tasks by area, then attach a frequency such as every visit, weekly, monthly, quarterly, or as requested.
Core area checklist
Adapt this list to the walkthrough rather than copying every item into every proposal.
- Entrances and lobbies: glass, doors, mats, hard floors, and touchpoints
- Offices: waste, dusting, vacuuming, spot cleaning, and accessible surfaces
- Restrooms: fixtures, dispensers, mirrors, partitions, floors, and replenishment
- Break rooms: counters, sinks, appliance exteriors, tables, floors, and waste
- Common areas: corridors, stairs, elevators, furniture, and touchpoints
- Periodic services: carpet extraction, floor refinishing, high dusting, and interior glass
Record exclusions and responsibilities
State who supplies liners, paper products, soap, chemicals, and equipment. Note inaccessible areas, biohazard work, exterior windows, moving heavy furniture, and services that require separate authorization.
Documenting exclusions is not unfriendly. It prevents a mismatch between the price and the expected result.
Make the scope operational
Include service days, access hours, alarm procedures, key control, quality inspections, issue reporting, and the client contact. The best proposal scope can become the crew's first work plan after award.