Welcome to our sample 12 page janitorial proposal and commercial cleaning estimate. This comprehensive template covers the top 12 topics to include in a cleaning proposal. Every prospect is motivate by different topics and often more than one decision maker is involved in the bidding process.
We might meet an office manager during the walk thru, estimate but the President, cFO or owner of the business is also involved in the process but we never meet them. This is why we want to cover all the main topics a manager, executive or business owner are interested in. We will never meet every decision maker but still want an opportunity to influence their decision.
List Of 12 Pages To Include In Commercial Cleaning Proposal
- Cover Page and contact info
- Cover letter and introduction
- Price Page
- Service included and frequency
- Employee Rules
- Hiring & Training
- Desk and Disinfecting
- Training Checklist
- Equipment Capabilities
- References & Testimonials
1. Cover Page
Here we add our company logo, an image, our slogan and all contact information.
2. Introduction Letter – Cleaning Proposal
The second page is a cover letter where you can write about your business. Some things to include is how many accounts you have. The next paragraph is a value proposition, this example is for safety which would be great for manufacturing, distribution maybe even medical janitorial accounts. If you can add anything that came up during the walk thru or previous conversations.
The key here is try to make it as personal, specific as possible.
3. Price Page- Proposal
Third page is create a price page listing the cost for janitorial services on a monthly and annual basis. List the day porter hours and nightly days/hours if possible.
Below is the specialty cleaning section including carpet cleaning, tile & grout cleaning, floor stripping and waxing or restroom steam cleaning. Make sure to list what is included on what rotation and what is an extra charge.
4. List of Cleaning Task and Frequency of Services
Building cleaning frequency and tasks is the fourth page, I think a table is better but this is just an example. List all the main areas to be cleaned in the office and on what frequency the tasks will be completed. Private offices, common areas, lobby, restrooms and break rooms are the basics.
Don’t forget who provides the restroom supplies the cleaning contractor or building owner.
5. Safety Rules and Safety Program
Safety is a priority in certain industries, not all but some. Add the commercial cleaning safety rules and janitorial safety program for your technicians and cleaners. What is the rotation for safety meetings, what are the rules, how often do employees sign off.
6. Employee Rules
This section is dedicated to employee rules that will be followed in a clients building. Some subjects might be :
– Proper footwear and clothing shall be worn at all times.
-All employees will wear, as required; the personal protective equipment assigned to them and maintains it in a sanitary condition.
7. Hiring, Training and ID Policy
Seventh page of the janitorial proposal will be the hiring process, how you recruit, train and supervise the commercial cleaning staff. Outline your uniform policy and if ID badges are required.
8. Desk Disinfecting Service
An important part of commercial cleaning is creating a process or system to clean individual desks. One good idea is create a flyer or rack card to leave on employees desks and ask them to remove all personal items if they want their work space to be cleaned or sanitized, disinfected.
9. Inspection and Supervision
How often will you be inspecting a building? This is a sample weekly commercial cleaning inspection but obviously in larger buildings a daily inspection will be required. Outline what is going to be inspected and on what is the supervision process or rotation.
10. Training Checklist
Page 10 we cover our training checklist for cleaners, how you train staff, what tasks and for how long until they work independently.
11. Equipment Capabilities
Page eleven, Equipment capabilities and cleaning solutions being used at commercial buildings. Write in the proposal any specialty cleaning equipment that needs to be added to the job, especially any large investments or specific problems you will solve. What cleaning solutions you will be using especially if the client requires green cleaning detergents or you specialize in it. This is a good time to let them know about any unique capabilities you have.
12. Client References and Testimonials
Page twelve, Don’t forget a client testimonial from a current commercial cleaning account, case studies or client testimonials are very, very effective. Any time you can make a connection with a similar industry, geographic area or association can make a big impact.
How To Close More Commercial Cleaning Proposals
In this section we are going to cover how to close more janitorial, commercial cleaning and office cleaning proposals through our interactions during the walk thru or estimate.
Business versus Personal Conversations
With normal client interactions, it is important to enter the conversation at a human level before doing business, this is the verbal handshake.
Then, during the conversation, do not be afraid to bring something into the conversation that’s not about the business at hand. When the business is complete, exit through the human level. When you experience situations where the customer exhibits strong feelings, this is the ideal time to move back to the human level.
The Human-Business Interaction Model demonstrates that the human level interactions you have with customers are as, if not more important as the quality of the core service or product itself.
By entering and exiting all customer interactions through the human level, you can help customers feel cared about and well treated.
Listening Skills During A Walk Thru, Estimate
Listening is the process where we receive and interpret the messages transmitted by others during the communication process.
Effective listening is about achieving the highest possible level of accuracy in our reception and interpretation of these messages. The better we are at it, the better we can understand what people are telling us. And the more we understand, the more appropriate our response will be to the communications received.
Barriers To Effective Listening
There is a difference between listening and hearing. Hearing is just about being aware of sound whereas Listening is about understanding the message. It is an active skill, not passive, and it requires concentration and energy.
There are many barriers to effective listening, some of which are as follows.
• ‘Something better to say’
Thinking that you have something better to say is often a barrier because we think that what we want to say is more interesting than what is being said. We put more energy into waiting for a pause in the conversation so that we can introduce our point of view
• ‘Heard it all before’
In a customer service or sales role, we sometimes hear the same problem many times. Instead of listening to the individual, in order to interpret their perception, we interrupt them to give our view
• ‘What comes next’
Thinking about what you are going to say next is a common barrier in a sales type role. We concentrate so intently on what question we need to ask next that we miss vital clues in the information we are being given
• ‘Too complicated’
If the message becomes too technical or complicated we can ‘switch off’ all together, rather than working harder to understand the nature of the content
Great Listening Skills
This shows that we are processing the information to understanding the content of the message. If you don’t understand something or feel you have missed a point, you must clarify the point immediately. Consider when you should be asking open questions and when it would benefit you to ask closed questions
• ‘Encourage the speaker’
Use “yes” or “uh huh” etc. to encourage more information (just like Elvis)
• ‘Tolerate silence’
This can be very effective. When you have asked a question, give the speaker time to think of a response
Recognize When The Prospect Is Speaking
When acknowledging that someone is communicating with you, whether verbally or not, there are a variety of ways in which you can respond. The table above lists some of the verbal responses that can be used in different situations and which convey a positive response to the message sender.
reflects what you hear, brags a little OR expresses a concern: ‘That’s great!…..’, ‘I’m sorry about.….’
shows appreciation, has had to make some accommodation ‘I appreciate your patience’, ‘Thanks for letting me know’, ‘Thanks for waiting’
supports decisions, makes a decision: ‘I think you made a good choice’
Using Positive Language
It is extremely important to use positive language and avoid phrases that can sound negative and/or unhelpful.
We need to use words and phrases which have an impact and make our contact with customers and other staff members successful for both parties. We call these words and phrases POWERFUL words and phrases.
Firstly, there are three key words they seem to help:
YOU – what are YOU looking for
WE – WE can explore the options
I – You can be sure I will post this today
It is best to phrase words from the customer’s prospective – What YOU want, then what WE can offer and finally what I can do. There are words that make people move towards us rather than away from us.
Part of the reason we use certain words is because of habit. We can be seen as slightly negative people just because of the language we use. When we use positive, powerful language, people perceive us as more positive, approachable people.
How we say something
How We Send Messages: Or in other words…It’s not what you say, it’s the way that you say it!
Did you know that communication is only 7% the words that you use – a whole lot more of communication comes from …
Tone of voice – 38%
Body language – 55%
So, if you want to gain rapport with your customers you have to be careful not just of what you say, but of how you say it!
If you deal with your customers over the phone, then suddenly 55% of your communication could be lost because you can’t see them, and they can’t see you! In fact, over the phone your words count for 30% of communication but the rest is…
Tone of voice – 70%
Doesn’t that make you think?
Just how often have you stopped to consider what your tone of voice can do to affect the way a conversation is going?
When you’re saying the same thing over and over again, like you do when you answer the phone at your company, slipping into the habit of speaking in a monotone voice is easy – we’ve all done it! But what does a monotone voice tell your customer about you?
Perhaps what they’re hearing is…
‘I’m bored and have absolutely no interest in what you’re going to tell me’
So even though you might have said the same thing a thousand times, spare a thought for your customer who is perhaps only hearing it for the first time.
Avoid Using Industry Jargon
Jargon can be the best and worst of communication.
Jargon is technical language used between people who are familiar with it, as such it can be useful for saving time and effort, but only if you are in the circle of people who use it. If you are not familiar with it, it means that you are not only unable to follow the conversation, but it makes you feel excluded and uninformed. If in doubt, refrain from using jargon with your customers. Let them introduce it into the conversation, thereafter you can use it too, if it is appropriate, to save time and prevent misunderstandings.
Types of Questions We Ask
Listed below are some of the types of questions that can be used in general conversation or sales/service interviews with your customers. This list is not exhaustive; however, these main types of questions reap effective results.
These give the customers a chance to give a full and expansive answer. Questions which start with what, why, where, when, and how are usually ‘open’ and you have to listen carefully to the answers which may be unexpected. Care should be taken with the use of ‘why’ which can cause the customer to feel defensive if not delivered sensitively.
‘Tell me’ is an excellent way of opening the conversation up, it can sound a little more personable than your standard open questions, the skill is to use it sparingly when you want the customer to elaborate a little more.
These questions delve further into what customers have said, following up their comments with really specific requests (What exactly are you going to do with….?)
These restrict the customer to ‘Yes’ or ‘No’ answers. You often use closed questions to clarify a point or at the end of the interaction to obtain agreement. They will start with ‘Will you’, ‘Can you ‘ or ‘Do you’ etc.
This implies and demonstrates interest and is likely to build rapport with the customer and encourage response. Energy is a decision and you choose whether to have it or not. It does, however, need to be appropriate for the customer.
Too many questions too fast. Take care to make sure that the questions link to what the customer is saying. Take notice of the answers!