One commercial office contract can replace 15-20 residential one-time cleans per month — with less travel, fewer cancellations, and predictable recurring revenue.
But most cleaning companies struggle to break into commercial because they approach it like residential sales: post an ad, wait for calls. Commercial contracts are won through outbound prospecting, structured walk-throughs, and professional proposals — not Yelp reviews.
Commercial vs Residential: Why Contracts Win
average monthly value per commercial contract
$2,500+
average contract length — predictable revenue
12-24 mo
renewal rate for well-serviced commercial accounts
85%+
higher lifetime value vs residential one-time cleans
3-5x
Commercial Contract Types + Margins
| Contract Type | Typical Monthly Value | Frequency | Margin Range |
|---|---|---|---|
| Small Office (under 5,000 sq ft) | $800-$1,500 | 3-5x per week | 35-45% |
| Mid-Size Office (5K-15K sq ft) | $1,500-$4,000 | 5x per week | 30-40% |
| Medical/Dental Office | $2,000-$5,000 | Daily | 25-35% |
| Gym/Fitness Center | $2,500-$6,000 | Daily | 25-35% |
| Church/Community Center | $500-$2,000 | 1-3x per week | 40-50% |
| Retail/Storefront | $600-$1,500 | 3-5x per week | 35-45% |
Margins vary by market, labor cost, and scope. These are typical ranges for owner-operated teams.
6-Step Commercial Contract Acquisition Process
Build a Prospect List (50+ Targets)
Use Google Maps to find offices, medical clinics, gyms, and churches in your service area. Filter by building size and parking lot condition (a rough proxy for how much they invest in upkeep). Aim for 50+ prospects.
Cold Outreach: Door Drop + Email
Visit in person with a one-page capability sheet and business card. Follow up with a short email: 'Hi [Name], I stopped by [Business] today. We handle janitorial for [similar businesses] in the area. Happy to do a free walk-through estimate if you're open to it.'
Walk-Through Inspection
Bring a printed checklist. Measure square footage (or verify from the listing). Note flooring types, restroom count, kitchen areas, and special requirements (medical waste, alarms, key access). This is your credibility moment.
Build a Professional Proposal
Include: scope of work, cleaning frequency, supplies included/excluded, pricing (monthly flat rate), insurance certificate, and contract terms. Use your commercial cleaning proposal template.
Present and Handle Objections
Present in person if possible. Walk through the scope, explain your quality controls (checklists, inspections), and address pricing pushback with value framing: 'For $X per day, you're getting a dedicated team with insurance, supplies, and quality checks.'
Follow Up on a 3-5-10 Cadence
Day 3: SMS check-in. Day 5: Call with a reference from a similar client. Day 10: Final email with a time-limited incentive (free first deep clean, or 30-day trial period). After that, move to quarterly re-engagement.
Where to Find Commercial Cleaning Leads
Google Maps Prospecting
Search 'office building,' 'medical office,' 'gym,' or 'church' in your service area. Make a spreadsheet with name, address, phone, email, and estimated square footage. This is free and the highest-quality source.
Property Management Companies
One property manager controls 5-20 buildings. Land one relationship and you can fill your entire commercial roster. Offer a 'preferred vendor' arrangement with priority scheduling.
Real Estate Brokers
Commercial brokers know when tenants move in or out. Position yourself as the go-to for move-in cleanings and ongoing janitorial — it's a natural referral path.
BNI / Local Networking Groups
One good referral partner (accountant, insurance broker, property manager) can send you 3-5 qualified leads per quarter. Show up consistently and give referrals to get them.
Government RFP Sites
Municipal buildings, schools, and government offices post cleaning RFPs on procurement portals. These are competitive but high-value and long-term. Check your city and county procurement sites monthly.
Walk-Through Checklist (Print and Bring)
- Total square footage (measure or verify from listing)
- Flooring types: carpet, tile, hardwood, concrete (each needs different equipment)
- Number and size of restrooms
- Kitchen/break room areas and appliance cleaning scope
- Number of trash cans and recycling points
- Window count (interior side only for standard janitorial)
- Special areas: server rooms, labs, medical waste, secure areas
- Access method: lockbox, key, alarm code, after-hours only?
- Current cleaning frequency and complaints about existing vendor
- Supplies: client-provided or included in your bid?
Want this running automatically?
ServiceHub automates follow-ups, reminders, and booking confirmations so nothing falls through the cracks.
Copy/Paste Outreach + Follow-Up Templates
COLD EMAIL (after door drop) "Hi [Name], I stopped by [Business Name] today to introduce [Your Company]. We currently handle janitorial for [2-3 similar businesses] in [area]. If you're open to it, I'd love to do a free walk-through and share a no-obligation estimate. What's a good time this week? — [Your Name]" FOLLOW-UP DAY 3 (SMS) "Hi [Name], following up on the cleaning proposal I sent for [Business]. Happy to answer any questions or adjust the scope. Let me know if a quick call would help." FOLLOW-UP DAY 5 (Phone Script) "Hi [Name], just checking in on the proposal. I also wanted to mention — we clean [Similar Business] just down the road, and they'd be happy to vouch for our work. Would it help if I shared their contact?" FOLLOW-UP DAY 10 (Email) "Hi [Name], wanted to give one last follow-up on the cleaning proposal for [Business]. If you'd like to try us out before committing, we're offering a complimentary deep clean as a trial run. No obligation. Let me know if that would be helpful."
Commercial Pricing: Per Square Foot Benchmarks
| Building Type | Price per Sq Ft | Frequency Assumption | Notes |
|---|---|---|---|
| General Office | $0.05-$0.15 | 3-5x/week | Standard scope: vacuum, trash, restrooms, surfaces |
| Medical/Dental | $0.10-$0.25 | Daily | Higher due to disinfection and compliance requirements |
| Gym/Fitness | $0.08-$0.20 | Daily | Heavy on restrooms, locker rooms, and floor care |
| Retail | $0.05-$0.12 | 3-5x/week | Typically after-hours, focused on floors and displays |
| Church/Community | $0.04-$0.10 | 1-2x/week | Lower frequency, can be grouped with weekend events |
These are starting benchmarks. Always adjust based on local labor costs, scope, and access complexity.
How ServiceHub Helps You Win and Manage Contracts
From first contact to recurring invoicing, ServiceHub keeps your commercial pipeline organized.
- Lead Pipeline: Track every prospect from cold outreach to signed contract. Know exactly where each deal stands.
- Professional Estimates: Send branded proposals with scope details, pricing, and one-click approval from any device.
- Recurring Scheduling: Set up recurring jobs with shift assignments, checklists, and automatic reminders for your cleaning team.
- Automated Invoicing: Bill recurring contracts automatically each month with payment tracking and overdue reminders.
?FAQ: Commercial Cleaning Contracts
How do I get my first commercial cleaning contract?▼
How much should I charge for commercial cleaning?▼
Do I need special insurance for commercial cleaning?▼
How do I compete with larger janitorial companies?▼
How long does it take to land a commercial contract?▼
Should I offer a trial cleaning?▼
Ready to land your first commercial contract?
ServiceHub helps you prospect, propose, schedule, and invoice — all from one platform.
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