Guideline For Preparing a Janitorial Service Proposal That Wins You Contracts!

Jason Hunt
May 14, 2022

Once a janitorial service has already visited and inspected a premise, they are then required to hand over a Janitorial Services Proposal in less than 2 working days. This article explains how to prepare a proposal that will cover all the grounds while serving as a guidance for writing a professional paper. Following this guide will help you write a winning janitorial proposal.

Guideline for Janitorial Proposal Service

Commercial Cleaning Proposal Guideline
Things to include in a commercial cleaning proposal –

1. Cover page & contact info

Start off with a cover page when preparing a proposal where you provide a title and all your contact information, so that the clients know about you and the purpose of your proposal. This is the first page.

2. Cover letter & introduction

Add a cover letter and an introduction about your business on the second page. This should be precise and interesting for hooking your audience’s attention.

3. Price page

Include a page with the prices listed down elaborating on the cost of janitorial services – either monthly or annually. List the day hours and the nightly days/hours, whichever time shift you’re comfortable working.

4. Service & frequency

Next, make a list of all of the significant office areas that need to be cleaned and the frequency with which the jobs will be handled. Private offices, common areas, a lobby, restrooms, and break rooms are essential.

5. Safety

Safety is a major concern for all industries. Make sure to include janitorial safety guidelines and mention any other janitorial safety programs you’re offering.

Additionally, include any health safety certification that your technicians or cleaners may possess.

6. Employee rules & regulations

As a professional commercial cleaning service, you are expected to clearly outline your policies with all the employee rules stated,

This allows greater transparency and protects both your employees and your clients from possible conflicts.

7. Hiring & training

Discuss your company’s hiring & training process.

Elaborate on how you hire your employees, how you train them, and your monitoring & evaluation process.

8. Work guidelines

Developing a system for cleaning individual desks and disinfecting a spot is an important element of janitorial cleaning.

Make leaflets or rack cards to display on employee workstations and remind them to remove personal belongings before cleaning, sterilizing, and sanitizing their workspace.

9. Inspection

A weekly commercial cleaning inspection should be there. To keep everything under maintenance, regular inspection is necessary.

In the ninth part of the proposal, you have to mention the process of inspection or schedule for monitoring.

10. Training checklist

Next up, discuss your cleaning checklist. You can add there how you train employees, jobs you assign them, and the duration of operations freely.

11. Equipment capability

Try to include any unique cleaning equipment that will be used for undertaking specific tasks, including large investments or challenges to overcome.

What cleaning products you will use, mainly if the client requires green cleaning detergents or if you specialize in them.

This is an excellent opportunity to inform them about all of your company’s special capabilities.

12. References & testimonials

Mention client testimonials from a current commercial cleaning account; case studies or client testimonials as they can help you boost your credibility.

Any connection you can make with someone in a similar industry, geographic area, or organization can significantly impact your reputation. Strong references help attract more clients.

Here’s a free Template for Janitorial Service Proposal.

What to do with janitorial service proposal

What to Do

Explain why you do what you do –

Most companies acknowledge the importance of explaining what they do. Using this approach, the ‘what’ you do is simply evidence of your company’s beliefs — why.

So the question is, what is your “why?”

The executive summary at the beginning of your proposal is the ideal spot to explain your ‘why.’ If you provide the proper explanation of what you do and why you do, your clients will believe in you.

They will come to you for your service. Don’t forget to add this to your service proposal.

Clarify ways your services are different from the rest –

You have to make a clear statement about your services first. Explain to the clients about the uniqueness and specialty of your services.

You have to clarify how your company’s services are different from others in your proposal by using examples, such as The dedication of your employees; the best quality cleaning equipment or gear and chemicals you will be using.

This will capture the attraction of the employee.

Show dedication to existing clientele –

A business’s first aim is to serve its clients with proper quality of service.

As you have a business and you want to run it for a long time, you have to serve your customers consistently without compromising quality.

Prove your dedication to clients; however, remember that your company must clear confusions and solve their pain-points.

Your dedication to the growth of your business will bring you more clients through reference.

Keep following-up and collecting feedback –

In many cases, your potential client may receive proposals from other companies, so you always make sure they always receive intensive attention from your end.

Try to keep an option to follow-up. If they face any problem or issue then they can could discuss the matter with you.

You have to make sure that they get proper treatment, as they will return for a second purchase.

What not to include in a janitorial service proposal:

What Not to Do

Do not focus on the cleaning only –

Your business is indeed all about cleaning; however, you shouldn’t focus on the cleaning only. Focus on the other services, such as your time management – including any modern technology that you intend to use.

Furthermore, clearly elaborate on your cleaning methods, and ways you would like to expand operations.

Managing everything simultaneously, and you will do well in the market.

Phrase ‘as required’ shouldn’t be over used –

When you write “as required” in your proposal, you’re indicating that you, the cleaning service, will serve a certain section of the facility as many times as it requires to be cleaned.

This implies you could spend a large amount of time and resources cleaning a single room that was previously not accounted for in your time and labor costs.

In the proposal, always include a number of service times every year. You should also mention how much additional cleaning services will cost if the prospect believes they will need more expensive services than the price you’ve quoted.

Don’t Put Too Much Emphasis On Your Materials

This may seem absurd, but many companies don’t know what they’re using for cleaning. You have to prove your services are better in the marketplace, and it isn’t the materials you’re using for cleaning.

On the contrary, emphasize efficiency and turn around time for delivering complete work.

Show a bit of personality in your recommendations that will create a positive impact on your business.

Don’t ignore your client’s feedback –

Clients are your priority. Your business is alive because of them. Your company’s aim should be to provide the best service consistently.

You shouldn’t ignore them or do anything that might upset them..

Give a final check –

When you are finished writing a proposal, you have to give a final check before publishing.

If anything is left, please add it, which is your last chance to improve/alter something.

improve/alter something

A final check can prepare the proposal better, and a better proposal can bring clients for you.

Final Note

Finally, please attempt to follow useful guidelines when producing a janitorial service proposal so that you can win big office cleaning contracts. This article includes a guideline that you can easily follow to construct a janitorial proposal for service.

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