How to Write a Janitorial Proposal Step-by-Step

A clear janitorial proposal helps building owners and facility managers understand exactly what you will clean, how often, and at what cost. A well-structured document also makes it easier for them to compare you with other cleaning companies. If you want to see how a complete proposal is laid out in practice, you can review this sample janitorial proposal template used for commercial cleaning bids.

The goal of this guide is to walk through each major section of a janitorial proposal so you can present your company in a professional, organized way. You can adapt these sections for offices, medical clinics, schools, industrial buildings, or mixed-use facilities.

1. Start With a Clear Introduction

Begin with a short introduction that explains who you are and what this proposal covers. Keep this to a few sentences. Mention the client’s building name or type of facility, the general service (ongoing janitorial, night cleaning, or day porter), and the purpose of the document.

Many companies include a brief note about reliability or experience, but the main focus should be clarity: who you are, what this document is, and which location it applies to. If you also send a separate cover letter or email with more context, you can keep the introduction inside the proposal itself very simple.

2. Summarize the Scope of Work

The scope of work is the core of the proposal. It explains what areas you will clean and which tasks are included. Organize this section by area or system so it is easy to scan:

• Lobby and reception
• Offices and workstations
• Conference rooms
• Restrooms
• Break rooms and kitchens
• Hallways and stairwells
• Back-of-house or warehouse areas (if applicable)

Under each area, list the main tasks in plain language. For example, “empty trash,” “wipe horizontal surfaces,” “spot clean glass,” or “sweep and mop hard floors.” The goal is to give enough detail that the client understands what is included without turning it into an operations manual.

3. Describe Cleaning Frequency

After you outline what is cleaned, specify how often cleaning takes place. Common frequencies include:

• One time per week
• Three times per week
• Five times per week
• Seven days per week
• Monthly or quarterly specialty services

It is helpful to connect frequency with the scope. For example, daily trash and restroom service, with dusting and high-detail work scheduled weekly. This makes it easier for the client to see how service levels match their occupancy and traffic patterns.

4. Explain Your Cleaning Methods and Standards

In this section, briefly describe how the work is performed. You do not need technical detail; focus on the standards you follow. Examples include:

• Use of color-coded microfiber cloths for different areas
• Daily disinfection of high-touch points such as door handles and light switches
• Restroom cleaning sequences to avoid cross-contamination
• Proper dilution and labeling of cleaning chemicals

This helps clients understand that your team follows consistent methods and does not simply “wipe things down.”

5. List the Supplies and Equipment You Provide

Many janitorial proposals include a short section describing which supplies and equipment are included in the price. You can cover:

• Vacuum cleaners, floor machines, and other major tools
• General cleaning chemicals and disinfectants
• Trash liners and can liners (if included)
• Paper products and soap (if you supply them)

If the client provides certain consumables, state that clearly so expectations are aligned from the beginning.

6. Define Staffing and Supervision

Facility managers want to know who will be in their building and when. A short staffing section can include:

• Number of cleaners assigned per shift or per visit
• Approximate start and finish times
• Whether service is performed during or after business hours
• How supervision is handled (site supervisor, field manager, or periodic inspections)

Also include a single point of contact for questions or concerns, such as an account manager or supervisor.

7. State Safety and Compliance Practices

A brief safety and compliance section shows that you follow basic standards and take risk seriously. This is especially important for medical, industrial, or educational facilities, but it is useful for offices as well. You can mention:

• Use of personal protective equipment where appropriate
• Basic OSHA-aligned practices for chemical handling
• Procedures for handling sharps or biohazard areas if relevant
• Security practices for keys, alarms, and access badges

Keep this section factual and neutral. The purpose is to reassure the client that you operate within reasonable safety guidelines.

8. Explain Your Quality Control System

Quality control ensures that your work is consistent over time, not just on the first week of service. Describe how you monitor and maintain standards. Common elements include:

• Regular inspections using checklists
• Scheduled walk-throughs with the client
• Documented follow-up on service issues
• Written or digital logs for communication and requests

The goal is to show that there is a system for feedback and improvement, not just an informal understanding.

9. Provide Facility Specifications Used for Pricing

Many clients appreciate transparency about how you arrived at your price. You can briefly list the key facility specifications that were used to estimate labor and material costs:

• Total square footage cleaned
• Number of restrooms and fixtures
• Number of floors or suites
• Special areas such as kitchens, labs, or server rooms
• Any unusual requirements or access limitations

This makes it easier for clients to see that your price is based on measurable factors, not arbitrary numbers.

10. Present a Clear Pricing Structure

The pricing section should be easy to read and free of clutter. Common formats include:

• Monthly recurring price: one total amount for ongoing service
• Per-visit price: useful for low frequency or irregular schedules
• Separate line items for one-time services: such as initial deep cleaning or floor work

Avoid unnecessary detail in the main document. If you want to keep your internal calculations private, you can still show the final agreed amounts in a clean, summarized format.

11. Include Optional Add-On Services

Many buildings need occasional extra work outside the regular janitorial scope. You can include a short list of optional services without turning the proposal into a sales brochure. Examples include:

• Carpet cleaning
• Strip and wax, scrub and recoat, or other floor care
• Tile and grout cleaning
• Interior or exterior window cleaning
• Post-construction cleanup

Keep this section neutral and informative. The point is to show what is available if the client needs extra help, not to pressure them into selecting it now.

12. Add Terms, Conditions, and Contract Details

A short terms section helps avoid confusion once the work begins. This usually covers:

• Start date and service commencement
• Billing cycle and payment terms
• Length of agreement, if there is a fixed term
• Cancellation notice requirements
• Statement of insurance coverage, if not provided separately

Keep the language straightforward. If you use a separate contract or service agreement, you can reference it here instead of repeating everything.

13. Close With a Simple Summary

End the proposal with a short summary that restates the basics: what you will clean, how often, and the recurring price. A simple closing paragraph is enough. This makes it easy for the client to review the key points quickly without searching through the whole document.

If you plan to send a separate message or email with a more personal tone, you can keep the closing inside the proposal neutral and factual. For help with that type of communication, you can review this guide on how to write a cleaning proposal letter, which focuses on structure and wording for the message that accompanies your proposal.

When each of these sections is clear, concise, and aligned with the client’s building, your janitorial proposal becomes easier to understand and easier to compare. That makes it more likely to be taken seriously during the selection process.