Professional Cleaning Proposal Template for Janitorial, Office, and Specialty Bids
Picture this: You’re standing in the lobby after a walkthrough. The client says, “Send me a proposal.” In that first glance—before they even open the document—they’re already forming a decision. Does your proposal feel professional, clear, and trustworthy? Or like something pulled together in a rush?
Whether you’re bidding on a recurring janitorial contract or a high-ticket specialty job, that first impression moment is critical.
For specialty services like carpet cleaning, tile & grout restoration, or construction cleanup jobs, we recommend this example of a sample commercial cleaning proposal tailored for one-off bids.
If you’re not sure how to structure your proposal or what to say in the intro, this guide on how to write a cleaning proposal letter is a great next step—it covers tone, positioning, and how to align with client expectations.
A well-built proposal isn’t just a formality—it’s your brand’s first impression on paper. Let’s make sure it communicates expertise, not just price.
What’s Included in a Complete Cleaning Proposal
- Cover Page and Contact Info: A clean and branded front page featuring your logo and full contact details sets a professional tone right away.
- Cover Letter and Introduction: A personalized message that speaks to the client’s needs, introduces your company, and outlines why you’re the right fit.
- Price Page: Transparent, itemized pricing builds trust and sets expectations. Optional services can be included here too.
- Service Included and Frequency: A detailed breakdown of what’s cleaned, how often, and by whom—making it easier for clients to visualize results.
- Safety: Include your safety protocols, PPE usage, and OSHA compliance to show that you take staff and client safety seriously.
- Employee Rules: Outline expectations for your team including dress code, conduct, and professionalism while on-site.
- Hiring & Training: Describe how you recruit, screen, and train your staff to ensure consistency and quality.
- Desk and Disinfecting: Especially post-pandemic, clients want to know your sanitizing procedures for high-touch areas and restrooms.
- Inspections: Describe how you audit and evaluate your team's performance to maintain high cleaning standards.
- Training Checklist: A list of competencies your team must demonstrate before starting a job—shows accountability and professionalism.
- Equipment Capabilities: List the modern, commercial-grade equipment you use and explain how it improves efficiency and results.
- References & Testimonials: Showcase satisfied customers and past success stories to build trust and social proof.
How to Build a Professional Cleaning Proposal
This visual guide walks you through each essential component of a cleaning proposal—from the cover page to testimonials—so you can present your business with clarity and confidence.
1️⃣ Cover Page and Contact Info: A clean, branded cover page with your company logo and contact information to make a strong first impression.
2️⃣ Cover Letter and Introduction: A short, personalized introduction to your company that aligns with the client's needs and objectives.
3️⃣ Service Included and Frequency: Details of what will be cleaned, how often, and who performs the work—great for managing expectations.
4️⃣ Price Page: Transparent, itemized pricing with optional services clearly displayed helps reduce friction in negotiations.
5️⃣ Safety Policies: Outline PPE use, OSHA compliance, and any disinfection protocols to reassure clients post-COVID.
6️⃣ Employee Rules: Describe your standards for staff behavior, uniforms, communication, and customer interaction.
7️⃣ Hiring & Training: Show your client how seriously you take staff training, background checks, and ongoing supervision.
8️⃣ Desk and Disinfecting: Explain how you sanitize high-touch areas like desks, doorknobs, restrooms, and break areas.
9️⃣ Inspections: Describe your quality assurance process, including walkthroughs, checklists, and feedback loops.
🔟 Training Checklist: Provide a visual or downloadable list of the tasks every team member must master before entering a job site.
1️⃣1️⃣ Equipment Capabilities: Mention commercial-grade vacuums, scrubbers, and other equipment that sets your service apart.
1️⃣2️⃣ References & Testimonials: Finish with social proof—quotes, logos, or case studies from satisfied clients.
How to Create a Janitorial Proposal That Wins More Contracts
Watch this video guide on crafting a professional janitorial proposal that sets you apart from competitors and helps you close more deals.
Don’t Let Another Proposal Cost You the Job
Most cleaning companies lose bids not because of price—but because their proposal didn’t inspire trust, clarity, or confidence. You’ve done the work—now show it off right.
Download one of our proven, editable proposal templates below. Use them, customize them, and watch your close rate go up.