How to Write a Janitorial Proposal (2026): Free Bid Template + Examples

Janitorial Pricing: What to Charge Per Sq Ft

Before you can write a proposal, you need a price. Janitorial contracts are almost always priced per square foot per month or per square foot per service visit.

2026 commercial janitorial rate benchmarks:

What Drives Your Rate Up or Down

What drives your rate up:

• Multiple restrooms relative to sq footage
• Medical-grade sanitization requirements
• Supplies provided by your company (not client)
• After-hours or weekend-only access
• High-security areas requiring cleared staff
• Short notice or emergency cleaning requirements

What brings your rate down:

• Client provides all supplies
• Daytime access during lower-traffic hours
• Simple open-plan layout with minimal restrooms
• Lower frequency (3x/week vs. 5x/week)

Always do a walkthrough before pricing. Published benchmarks are starting points — the actual sq footage, restroom count, floor type, and occupancy density determine your real number.

The 9 Sections of a Winning Janitorial Proposal

Section 1: Cover Page

Professional, clean, one page.

• Your company name and logo
• Client company name and facility address
• Date submitted
• Proposal or bid number
• Your contact name, phone, and email
• Optional: "Valid for 30 days from submission date"

Section 2: Executive Summary

For janitorial contracts, an executive summary is worth including — especially for larger accounts where your proposal will be reviewed by multiple people. It's a 2–3 paragraph overview that covers:

• What you're proposing and why you're the right fit
• Key differentiators (years in business, similar accounts, technology, compliance)
• The total contract value and term

Keep it factual. Procurement buyers read dozens of proposals — vague language about "passion for cleanliness" wastes their time and hurts your credibility.

Example:

"[Company Name] is submitting this proposal for full-service janitorial maintenance at Riverside Corporate Center, covering 28,000 sq ft across two floors. We currently maintain 14 commercial accounts in the [City] metro, including [comparable example if available]. This proposal outlines a 12-month service agreement beginning [date], with a monthly contract value of $[X] at $0.11/sq ft for 5-night/week nightly service. All staff are background-checked, and we carry $2M general liability and $1M workers' compensation coverage."

Section 3: Understanding of Requirements

Restate what you learned in the walkthrough or RFP review. Specific details here — restroom count, floor types, access constraints, special areas — signal that you paid attention and that your price reflects reality.

Example:

"Based on our facility walkthrough on [date], we understand the scope includes:

• 28,000 sq ft across floors 2 and 3 (mix of private offices and open-plan workstations)
• 6 shared restrooms (14 stalls total)
• 1 large breakroom/kitchen with commercial appliances
• 2 conference rooms with AV equipment (no liquids near equipment)
• Access window: 6:00pm – 10:00pm weekdays via key card provided by facility management
• No cleaning required in IT server room (locked, facility-managed)

"

Section 4: Scope of Work

This is your most important section. Every task that isn't written down becomes a future dispute. Structure it by frequency and area.

Nightly (Monday–Friday):

• Empty and reline all waste bins and recycling containers
• Vacuum all carpeted areas
• Sweep and damp mop all hard floors
• Clean and disinfect all restroom fixtures, mirrors, counters, and partitions
• Restock soap, paper towels, and toilet paper
• Spot-clean glass partitions and entry doors
• Wipe down kitchen counters and appliance exteriors
• Remove all trash to facility's designated collection point
• Spot-clean elevator interiors

Weekly:

• Deep clean all restrooms (scrub tile, descale fixtures, detail grout lines)
• Dust all horizontal surfaces: ledges, sills, baseboards, door frames
• Clean all interior glass partitions and windows (ground floor)
• Detail breakroom (microwave interior, appliance tops, sink and drain)

Monthly:

• High-dust ceiling vents, light fixtures, and corner cobwebs
• Detail clean reception area furniture and lobby fixtures
• Interior window cleaning — all accessible floors
• Burnish or buff hard floors (if applicable to floor type)

Quarterly:

• Deep clean under and behind furniture (coordinated with facility team)
• Carpet extraction cleaning (conference rooms and high-traffic zones)
• Grout sealing in restroom tile areas

Not included in this scope:

• Exterior window cleaning
• Hazardous material handling
• Construction debris removal
• Personal items on desks or workstations
• Specialized medical waste disposal
• IT equipment cleaning

Out-of-scope work: All additional tasks require a written change order and will be billed at $[X]/hr with prior approval.

Section 5: Staffing and Supervision

This section isn't optional for janitorial contracts. Facility managers want to know who is coming into their building, what vetting they've had, and who is accountable if something goes wrong.

Include:

• Team size assigned to this account
• Whether a dedicated supervisor will oversee the contract
• Background check policy (all staff, pre-hire)
• Drug testing policy if applicable
• How you handle staff turnover or absences on this account

Example:

"This account will be staffed by a dedicated 2-person team with a rotating shift supervisor. All team members complete a federal background check and drug screen before first assignment. In the event of staff absence, a trained substitute from our bench team is dispatched — you will never arrive to an uncleaned facility. Your account manager ([Name], [Phone]) is your direct contact for any service or staffing concerns."

Section 6: Pricing

Present pricing clearly. For janitorial contracts, show the monthly contract rate and what it covers:

Out-of-scope hourly rate: $[X]/hr (minimum 2 hours)

Supply provision: Supplies [included in / excluded from] monthly rate. If excluded, client provides: [list]

Pricing assumes standard office layout, 6 restrooms, daytime-only access. Final rate confirmed after walkthrough.

Section 7: Compliance and Insurance

For institutional and government accounts, this section often determines whether you make the shortlist. Don't bury it at the end.

• General liability: $[X]M per occurrence / $[X]M aggregate
• Workers' compensation: $[X]M
• Bonding: [Yes/No — amount]
• OSHA compliance: All staff trained on [relevant standards]
• SDS sheets: Available on request for all cleaning chemicals used
• Background screening: Federal + county background check, all staff
• Green cleaning: [Yes/No — products used, certification if any]

Certificates of insurance are available on request and can name [Client Company] as an additional insured if required.

Section 8: Terms and Conditions

<div style='background:#f8fafc; padding:20px; border-radius:8px; border:1px solid #e2e8f0; font-family:monospace; white-space:pre-wrap;'>TERMS AND CONDITIONS — COPY/PASTE BLOCK Contract term: This agreement begins on [start date] and continues for 12 months, renewing automatically on [anniversary date] unless cancelled in writing. Cancellation: Either party may terminate with 60 days written notice after the initial 12-month term. Early termination within the first 12 months incurs a fee equal to 2 months' service rate. Payment: Invoices issued on the 1st of each month for that month's service. Payment due within 15 days. Late payments incur 1.5% monthly fee after 15 days. Rescheduling / access: Client must provide 48 hours notice for access changes. If our team cannot access the facility on a scheduled night, a lockout fee of $[X] applies. Out-of-scope work: Requires written approval (email acceptable). Billed at $[X]/hr, minimum 2 hours. Damage claims: Must be submitted in writing within 48 hours of the service date. Staffing: [Company Name] retains the right to assign and replace staff. Key account manager remains consistent unless notified. Price adjustments: Rates are fixed for the initial 12-month term. Annual renewal rates may be adjusted up to [X]% with 60 days written notice.</div>

Section 9: Next Steps and Approval

End clearly. For larger janitorial contracts, include a proposed onboarding timeline so the buyer knows what happens after they sign.

Example:

"To accept this proposal, please sign below or reply with your approval. Upon acceptance, we'll schedule a pre-start walkthrough within 5 business days to confirm access, key handoff, and any final scope details. Service begins on [proposed start date]. Questions? Contact [Name] directly at [phone] or [email]. ___________________________ Authorized Client Signature & Date ___________________________ [Your Name], [Company Name]"

Proposed onboarding timeline:

• Day 1: Proposal approved, contract countersigned
• Day 2–5: Pre-start walkthrough, key/access card handoff, supply inventory
• Day 7: First service night

Janitorial Proposal Checklist — Before You Submit

Download the full janitorial proposal template &rarr;

• Facility name and address correct throughout
• Sq footage confirmed from walkthrough (not estimate)
• Scope lists every area and every frequency
• Not-included section present
• Staffing section includes team size and background check policy
• Insurance limits stated (certificates offered on request)
• Pricing shown per sq ft so buyer can verify your math
• Good/Better/Best or tiered options included
• Change-order clause present (out-of-scope billed at $X/hr with written approval)
• 60-day cancellation clause (not 30 — janitorial standard is longer)
• Annual rate adjustment clause included
• Onboarding timeline included
• Approval method is easy — digital or one reply

Keep Reading

For finding the commercial accounts worth bidding on in the first place, see how to get commercial cleaning contracts in 2026 — outreach process, bid benchmarks, and follow-up sequence.