FREE COMMERCIAL CLEANING TEMPLATE
Commercial Cleaning Proposal Template
Create a commercial cleaning proposal with a clear task-and-frequency schedule, square footage, staffing plan, supplies, periodic services, pricing and contract terms. Customize it online, download the PDF or send it as a tracked proposal.
No credit card required. Your first tracked proposal is free.
Published by ReplyToQuote · Updated 2026-09-21
A janitorial proposal is really a service-level document with a price attached. If the frequency schedule is vague, every complaint becomes a negotiation about what was promised, and monthly pricing gets compared against competitors offering less work.
This editable template is built around a task-and-frequency matrix by area, a stated square footage and cleanable area, the staffing and service window, consumables responsibility, and periodic services like floor care that are priced separately from the recurring monthly amount.
Editable commercial cleaning proposal template
Every field below is editable right here. Fill in what you know now — your edits are kept in this browser and carry into the full builder when you continue.
Company
The contact details your customer will see on the proposal.
Customer and project
Add the information that identifies this proposal.
Scope of work
Describe what is included, the expected result and any important deliverables.
Check my scope
Paste rough notes or a draft. You get missing details and short suggestions—nothing is changed unless you apply it.
Pricing
Add each service, material or fee as a separate line.
Schedule and validity
Set expectations without promising dates you cannot confirm.
Payment and working terms
Adapt these terms to your business and jurisdiction. No contractual commitments are added automatically.
Example proposal
A completed example showing how the scope, pricing, schedule and terms fit together. The companies, people, projects and prices below are fictional and are shown only to illustrate the format.
Clearline Facility Services
Ivan Petrossian · ivan@example-clearlinefs.test
Proposal CLN-7742
2026-09-09
Janitorial Services Proposal — Westbrook Corporate Center
Prepared for Nadia Owens, Building Manager · Nightly janitorial service, 42,000 sq ft office building
Scope of work
Nightly janitorial service for 42,000 total sq ft (38,400 cleanable) across three floors: open office, 14 private offices, 6 restrooms, 3 break rooms, lobby and two stairwells. Frequency schedule — 5 nights per week (Monday–Friday, 6:00 p.m.–11:00 p.m.): trash removal and liners nightly; vacuum all carpet nightly; dust mop and damp mop hard floors nightly; restrooms cleaned, disinfected and restocked nightly; break rooms wiped and floors mopped nightly; entry glass and lobby doors nightly; high dusting, vents and blinds monthly; interior windows quarterly. Staffing: 3 cleaners per night, 5 hours per night, with 2 supervisor inspections per month and a written inspection report to the building manager. Periodic services quoted separately below and scheduled on request.
Subtotal $11,230
Total $11,230
Schedule
Service start Monday, November 2. Service nights Monday through Friday, 6:00 p.m. to 11:00 p.m. No service on six observed holidays, listed in the agreement. Supervisor inspections on the second and fourth Wednesday with a written report.
Payment terms
Monthly amount of $6,480 billed in advance, net 30. Periodic services billed after completion. Initial term 12 months, 30 days written notice to terminate by either party. Price reviewed annually or on a material change in square footage, frequency or occupancy.
- Schedule
- Service start Monday, November 2. Service nights Monday through Friday, 6:00 p.m. to 11:00 p.m. No service on six observed holidays, listed in the agreement. Supervisor inspections on the second and fourth Wednesday with a written report.
- Assumptions
- Badges and alarm codes issued before the start date. Janitor closet with utility sink, water and storage available on Floor 1. Square footage provided by the customer. Occupancy remains approximately 190 employees across three floors.
- Exclusions
- Biohazard and bodily fluid remediation, construction cleanup, exterior grounds and parking, snow removal, dishwashing and personal items, exterior window washing, and periodic floor care unless separately authorized.
- Payment terms and change orders
- Monthly amount of $6,480 billed in advance, net 30. Periodic services billed after completion. Initial term 12 months, 30 days written notice to terminate by either party. Price reviewed annually or on a material change in square footage, frequency or occupancy.
Download or customize
Downloading a blank or example PDF is free and does not use your free tracked proposal.
How to write this proposal
Gather this before pricing a cleaning contract
Walk the building at night if you can. Daytime walkthroughs hide how the space is actually used.
- Total and cleanable square footage by floor and area type
- Restroom count, fixture count and daily occupancy
- Floor surface mix: carpet, VCT, polished concrete, tile
- Service window, access method and alarm procedures
- Who supplies consumables and where they are stored
Build the scope as a frequency matrix
List each task with its frequency by area, not as a paragraph of promises. Nightly, weekly, monthly and quarterly columns turn a subjective service into something both sides can measure and inspect against.
Common janitorial exclusions
State these clearly; they are the most common source of after-hours emergency calls that were never priced.
- Biohazard, bodily fluid and mold remediation
- Construction and post-renovation cleanup
- Exterior grounds, parking lots and snow removal
- Dishwashing, food handling and employees' personal items
- Periodic floor care and exterior windows unless authorized
How cleaning pricing is usually organized
Quote a recurring monthly amount for the nightly scope, then price periodic services — carpet extraction, strip and wax, burnishing, exterior windows — per event. Keep consumables as a visible line so the customer can choose to supply them. Avoid quoting only a price per square foot without the frequency schedule attached; it is not comparable.
Describe the service window and inspections
Give service nights, start and end times, the holiday schedule and how often a supervisor inspects with a written report. An inspection cadence is what separates a managed contract from a crew that shows up.
What causes disputes on cleaning contracts
Almost always frequency drift and consumables. Write who supplies paper and soap, what happens when occupancy grows, and how a complaint is reported and corrected — including a response time you can actually meet.
Check before you send
Confirm square footage, the frequency matrix, staffing hours, consumables responsibility, periodic service pricing, term and notice period, and the proposal expiration. Adapt contract terms to your business and jurisdiction.
This template is a starting point, not legal advice, and it does not guarantee that any term is enforceable. Adapt contractual language to your business and your jurisdiction, and have a professional review agreements you rely on.
Before you send your proposal
- Total and cleanable square footage are stated
- Task and frequency schedule is listed by area
- Service nights, window and holiday schedule are defined
- Staffing level and hours per night are shown
- Consumables responsibility is assigned
- Periodic services are priced separately per event
- Inspection cadence and complaint response are described
- Term, notice period, payment terms and expiration are included
A professional proposal is only the beginning
Send your completed proposal as a secure ReplyToQuote link to know when it is opened and give your customer one clear place to accept, decline, ask a question or request a revision.
Recipients never create an account and never pay anything to review or respond to a proposal.
Track This Proposal FreeFrequently asked questions
What should a commercial cleaning proposal include?
Square footage, an area-by-area task and frequency schedule, service nights and window, staffing hours, consumables responsibility, periodic services priced per event, exclusions, inspection cadence, monthly pricing, contract term and notice period, and an expiration date.
Should cleaning be priced per square foot or per month?
Quote a monthly amount and keep the frequency schedule attached to it. A price per square foot with no frequency detail is not comparable between bidders and usually understates restroom and break-room labor.
How detailed should the frequency schedule be?
Detailed enough to inspect against: each task, each area type, and how often. 'General office cleaning' is not inspectable; 'vacuum all carpeted areas nightly, high dust monthly' is.
Who supplies paper products and soap?
Either party can, but the proposal must say which. If the contractor supplies consumables, show it as its own line so the customer can compare bids where the building supplies them instead.
How are floor care and carpet cleaning handled?
Price them per event, separate from the recurring monthly amount, and schedule them on written authorization. Bundling them into the monthly price makes the contract look expensive and hides how often they actually happen.
Does the customer need an account to accept the proposal?
No. Sent as a ReplyToQuote tracked link, the building manager can open it and accept, decline, ask a question or request a revision without registering or paying anything.