What you'll get from this guide
- The 8 sections every winning cleaning proposal should include
- Copy-paste scope and terms blocks you can send today
- Pricing tier examples for residential and commercial contracts
Most cleaning businesses lose contracts before the work even starts - not because their prices are too high, but because the proposal looks rushed and vague.
A strong proposal tells the client exactly what they are getting, explains your value before they see the number, and gives them an easy way to approve.
Start with this free cleaning service proposal template and customize it per walkthrough.
If you want to skip manual PDFs, ServiceHub sends branded proposals with one-click approval links. See the workflow on the cleaning solution page.
Cleaning Proposal vs Estimate vs Bid
| Format | What it includes | Best use case |
|---|---|---|
| Quote / Estimate | A price only, with minimal detail | Simple one-time residential jobs |
| Proposal | Scope, pricing, qualifications, terms, and next steps | Recurring residential and all commercial work |
| Bid | Formal response to an RFP or tender format | Commercial/government procurement |
Use proposals for most recurring or contract work, and bid formats when the client requires formal procurement documents.
How Long Should a Cleaning Proposal Be?
| Job type | Recommended length | Why |
|---|---|---|
| Residential recurring | 1-2 pages | Clients care about scope, frequency, price, and cancellation |
| Commercial office | 3-5 pages | Needs scope, terms, insurance, and pricing tiers |
| Janitorial contract (multi-location) | 5-8 pages | Requires location summaries and per-site scope |
| Post-construction / specialty | 2-4 pages | Scope and safety details matter more than narrative |
What to Include by Job Type
| Section | Residential | Commercial Office | Medical/Daycare | Airbnb/STR | Post-Construction |
|---|---|---|---|---|---|
| Cover page | Optional | Yes | Yes | Optional | Yes |
| Scope by area + frequency | Yes | Yes | Yes | Yes | Yes |
| Not included section | Yes | Yes | Yes | Yes | Yes |
| Insurance certificate | Optional | Yes | Required | Yes | Yes |
| Background check policy | Optional | Yes | Required | Yes | Optional |
| SDS / chemical list | No | Optional | Required | No | Yes |
| Good/Better/Best pricing | Optional | Yes | Yes | Optional | Optional |
| Access + lockout terms | Yes | Yes | Yes | Yes | Yes |
| Cancellation clause | Yes | Yes | Yes | Yes | Yes |
Medical and daycare facilities usually require insurance documentation, staff checks, and chemical handling details in every proposal.
The 8 Sections Every Cleaning Proposal Needs
Cover Page
Include your company, the client name/property, date, proposal number, and contact info. Keep it clean and one page.
Short Introduction
Use one short paragraph that states who you are, what you specialize in, and what this proposal covers.
Understanding of Requirements
Restate what you learned in the walkthrough so clients see you understood their needs.
Scope of Work
List tasks by area and frequency, and include a not-included section to prevent scope creep.
Pricing
Show clear totals and what is included. For commercial, present Good/Better/Best tiers.
Qualifications
Prove trust with insurance, background checks, certifications, and current client volume.
Terms and Conditions
Define payment terms, cancellation notice, lockout fees, and out-of-scope change order rules.
Next Steps + Approval
End with a low-friction approval method and clear timeline for onboarding once approved.
Section 1: Cover Page
Example: [Company Name] Cleaning Services Proposal | Prepared for Greenfield Property Management | Property: 1240 Oak Street Office Complex | Date: March 1, 2026 | Proposal #: 2026-047 | Contact: [Name] [Phone] [Email].
- Your business name and logo
- Client business name or property address
- Date submitted
- Proposal number
- Your contact information
Section 2: Introduction / Cover Letter (Short)
Keep this under 100 words. It should establish credibility, not sell aggressively.
Example: Thank you for the opportunity to submit this proposal for cleaning services at 1240 Oak Street. [Company Name] has provided commercial cleaning services in [City] since [Year], supporting property managers, office buildings, and retail spaces. This proposal outlines our recommended scope, pricing, and terms for your review.
Section 3: Understanding of Requirements
This is where trust is built. Reflect the walkthrough details in plain language and specifics.
Example requirements summary:
- Daily cleaning of 3 shared restrooms (about 8 stalls total)
- Nightly vacuuming and trash removal for 12 offices and one open-plan zone (about 4,200 sq ft)
- Weekly kitchen deep clean
- Monthly interior ground-floor window cleaning
- Service window: 6:00pm to 9:00pm weekdays
For a full bid-ready layout, use this commercial cleaning proposal template guide.
Section 4: Scope of Work
Your scope should define what gets cleaned, how often, and what is excluded. Anything unclear now becomes a dispute later.
Daily (Mon-Fri): empty/reline bins, vacuum carpets, mop hard floors, sanitize restrooms, restock paper products, wipe kitchen surfaces, move trash to collection point.
Weekly: deep clean breakroom, dust all horizontal surfaces, clean interior glass.
Monthly: interior window cleaning, reception detail clean, grout detail where applicable.
Not included: exterior window cleaning, carpet shampooing, hazardous waste handling, personal desk items.
Section 5: Pricing
State pricing with no ambiguity: what is included in the monthly rate, what is billed separately, and your out-of-scope hourly rate.
For commercial proposals, present three tiers to increase average contract value. For residential, show per-visit and monthly totals by frequency.
Need residential benchmarks? Use this house cleaning pricing guide.
Good / Better / Best Pricing Example (Commercial)
| Essential | Professional | Premium | |
|---|---|---|---|
| What is included | Core daily clean + weekly tasks | Everything in Essential + monthly deep clean | Everything in Professional + quarterly detail + priority response |
| Monthly rate | $1,240 | $1,680 | $2,150 |
| Best for | Budget-sensitive offices | Most commercial clients | High-traffic client-facing spaces |
Sample pricing assumes a 4,200 sq ft office, 5-day service, 3 restrooms, and standard trash volume.
Residential Recurring Pricing Example
| Frequency | Per Visit | Monthly Total |
|---|---|---|
| Weekly | $145 | ~$580 |
| Bi-weekly | $165 | ~$330 |
| Monthly | $195 | $195 |
Sample based on a 3-bed/2-bath home. First clean deep-clean fee: $245.
Section 6: Qualifications and Differentiators
Example line: [Company Name] has operated in [City] since [Year] and currently services [X] commercial accounts. All staff complete background checks before assignment. We carry $2M general liability and $500K workers compensation coverage.
- Years in business
- Number of active clients/contracts
- Insurance coverage (general liability and workers comp)
- Certifications (if applicable)
- Background check policy
- Technology stack (online approvals, reminders, digital checklists)
Want this running automatically?
ServiceHub automates follow-ups, reminders, and booking confirmations so nothing falls through the cracks.
Section 7: Terms and Conditions
For recurring commercial contracts, a 12-month term with a 30-day cancellation clause is common.
- Service start date
- Contract length
- Cancellation policy
- Payment terms and late fees
- Rescheduling and lockout policy
- Damage claim process
- Out-of-scope change order rule
Section 8: Next Steps and Signature
End with one clear action: sign, reply with approval, or click approval link. Then set expectation for onboarding timing.
Example: To accept this proposal, sign below or reply with approval. We will follow up within 24 hours to confirm your start date and onboarding walkthrough.
Digital approvals consistently beat print-sign-scan workflows in speed and completion rate.
PDF Email vs One-Click Approval Link
| PDF via email | One-click approval link | |
|---|---|---|
| Client must print | Yes | No |
| Mobile-friendly | Poor | Yes |
| Approval notifications | Manual | Automatic |
| Open/view tracking | No | Yes |
| Typical approval speed | 2-4 days | Same day |
Cleaning Proposal Template (Copy/Paste)
Use these blocks as your starting point, or download the full formatted commercial cleaning proposal template.
<div style='background:#f8fafc; padding:20px; border-radius:8px; border:1px solid #e2e8f0; font-family:monospace; white-space:pre-wrap;'>SCOPE OF WORK - COPY/PASTE [Company Name] - Cleaning Services Scope of Work Property: [Address] Service Frequency: [Daily / Weekly / Bi-weekly] Service Window: [Mon-Fri, 6:00pm-9:00pm] Included each visit: - Empty and reline bins - Vacuum carpets - Sweep and mop hard floors - Sanitize restroom fixtures, mirrors, and counters - Restock soap, paper towels, and toilet paper - Wipe kitchen counters and appliance exteriors - Move trash to designated pickup point Weekly additions: - Breakroom deep clean - Dust shelves, sills, and baseboards - Clean interior and partition glass Not included: - Exterior windows - Carpet shampoo/steam - Hazardous waste removal - Personal items on desks Out-of-scope work requires written approval and is billed at $[X]/hr.</div>
Terms and Conditions (Copy/Paste)
<div style='background:#f8fafc; padding:20px; border-radius:8px; border:1px solid #e2e8f0; font-family:monospace; white-space:pre-wrap;'>SERVICE AGREEMENT TERMS - COPY/PASTE Contract term: Begins [start date], continues [12 months / month-to-month]. Cancellation: Either party may cancel with 30 days written notice. Early termination: Cancellation in first 90 days of annual term incurs one-month service fee. Payment: Invoices issued [monthly in advance / on 1st]. Due within [7/14] days. Late fee: [1.5%] monthly after [14] days overdue. Rescheduling/lockouts: [24 hours] notice required. Lockout fee [$X]. Out-of-scope work: Requires written approval and billed at [$X]/hr. Damage claims: Must be reported in writing within [48 hours]. Insurance: [Company Name] carries $[X]M general liability and $[X]M workers comp.</div>
Proposal Checklist - Before You Send
Need a ready-made version? Grab this free proposal format.
- Client name and property address are correct
- Scope lists each task, area, and frequency
- Not-included section is present
- Pricing is clear with no hidden fees
- Commercial tiers or residential frequency options are included
- Insurance coverage line is included
- Payment terms and due date are stated
- Cancellation policy is present
- Out-of-scope change-order clause is included
- Approval method is easy (link/reply/signature)
- Contact details are correct
Cleaning Proposal Examples by Type
Residential recurring proposal
Keep it to 1-2 pages: room-by-room scope, frequency, per-visit price, monthly total, add-ons, and cancellation/rescheduling policy.
Commercial office proposal
Use all 8 sections. Your proposal should stand on its own when shared with decision-makers who were not on the walkthrough.
Janitorial multi-location proposal
Add a location summary table and then provide separate scope and pricing for each site.
Multi-Location Janitorial Example
| Location | Sq Ft | Frequency | Monthly Rate |
|---|---|---|---|
| HQ - 123 Main St | 8,400 | 5x/week | $2,240 |
| Branch - 456 Oak Ave | 3,200 | 3x/week | $980 |
| Warehouse - 789 Park Rd | 6,100 | 2x/week | $720 |
| Total | $3,940/month |
5 Proposal Mistakes That Cost Contracts
Sending proposals too slowly
Send same day or next day. Use a reusable template so you only customize scope and pricing instead of writing from scratch.
Generic scope of work
List exact tasks, areas, and frequencies. Specific scope increases trust and reduces post-sale disputes.
Only one pricing option
Use tiered options (Good/Better/Best) so clients can choose value level instead of only negotiating down.
No not-included section
Explicitly list exclusions and connect them to your out-of-scope hourly billing rule.
Hard approval process
Replace print-sign-scan with digital approvals. Less friction means faster yes decisions.
How ServiceHub Streamlines Proposal to Booking
After approval, most cleaning teams lose momentum in manual admin. ServiceHub keeps the handoff clean.
- Branded proposals: Send polished proposals with one-click approvals.
- Instant visibility: Get notified when prospects open and approve.
- Automated reminders: Trigger reminders and onboarding without manual follow-up.
- Recurring billing: Set contract frequency and amount, then automate invoice cycles.
?Frequently Asked Questions
What is a cleaning proposal?▼
What should be included in a cleaning service proposal?▼
How do I write a commercial cleaning proposal?▼
Should I include insurance in my cleaning proposal?▼
How do I prevent scope creep in a cleaning contract?▼
Do I need a separate contract in addition to the proposal?▼
What is the best format - PDF or Google Doc?▼
How fast should I send a cleaning proposal?▼
How should I structure pricing tiers in a cleaning proposal?▼
What is a strong cancellation clause for cleaning contracts?▼
Build and Send Proposal-Ready Quotes Faster
Create polished cleaning proposals, collect approvals, and start recurring billing in one workflow.
Keep Reading
For bid outreach and pipeline strategy, read how to get commercial cleaning contracts in 2026.
For more proposal structure examples, see commercial cleaning proposal template (2026).
To package recurring revenue after the sale, use cleaning subscription plans (2026).