Here’s how you can write a cleaning proposal to Universal Cleaning:
Walkthrough
Schedule a walkthrough before submitting a formal proposal or quote. The walkthrough aims to familiarize the space and customize your proposal to meet the cleaning needs. Although 3,000 square feet-offices are common, the requirement for each space varies and can be determined huge difference in terms of cost.
Quote
The number of restrooms, foot traffic, desks to wipe, or staff in charge of their own workspace, lounge and/or full kitchen, etc. is vital when quoting. These factors will help you establish a proposal that will satisfy the necessities with the right number of working hours for the cleaning service at a reasonable price.
Cover Letter
Your cover should express gratitude to customers for their interest in the service offered by the company. List the services offered and explain the process from start to finish. Also, it must include a short overview of the company – leave detailed information in the “About Us” section.
Example:
Greetings! Thank you for showing interest in Universal Cleaning. We are a provider of cleaning services across Seattle to help both businesses and residents maintain the cleanliness of their work or living spaces. You will find a detailed description of your inquired services inside this document. The supplies or equipment used, and the price breakdown is also included.
A cover letter aims to introduce the organization or company to your prospect.
About the Company
This section explains your company and its services in detail. Outline the company’s historical background, ownership type (either corporate or individual), and years of service. Show the types of facilities the company offers along with an explanation of how you stand out from the others. Provide a description of your uniform policies as well as the training or hiring process. The uniform policies should indicate whether uniforms will be provided as well as the expected get-up of the cleaning professional in the absence of an official uniform.
Service Description
Provide details on the tasks as well as the frequency of carrying them out. This part of the letter should be in line with the client’s space. Only list the relevant6 services to the inquired space.
Example:
For the client inquiring about office cleaning once a week, the description must have Services Once in a Week
Reception Area
Glass to wipe clean
Vacuum carpets …. Etc.
This page aims to advise the prospective client details about the services included. Only add the cleaning services your company offers. Refrain from including services not in your scope in the description even when the client stated it in the walkthrough.
Equipment/Supplies Used
List all the supplies or equipment to be used in the cleaning job. Explain their respective uses and compare them to the other competing brands. This section advised the potential client on the exact products to protect your company in unprecedented circumstances such as possible damage caused by certain finishing solutions. Employees are expected to know what supplies to use and not to use on specific furnishings. Stick to generic product descriptions (floor cleaner, surface cleaner, glass cleaner, etc.) rather than specific brands with limited availability.
Quality Assurance
Herein described the assurance of the provided services based on the contract. This serves as an opportunity to do some rave regarding your company as well as your ability in effectively providing services.
Ensure the quality assurance of your service to the client along with your ability to perform above and beyond the service to satisfy the client’s needs. Notify them about the evaluation and assessment of the services. Express your willingness to monitor and train your staff at a certain location. Indicate whether this service needs extra cost from the client.
Frequency
Give details on the provision of the cleaning services to clients whether on a daily, weekly, monthly, etc. basis. This section helps you expand your description by adding what and when the services will be performed.
Mention the frequency of services alongside the service description since having an everyday client does not guarantee everything on the service description. This needs to be done daily.
References
Provide a list of your existing clients who will serve as your references. Asking clients for their participation before including them in the list in your proposal is a must.
Example:
Corporate/business name
Person’s name and title
Phone + extension
This section proves the credibility of the company and its services to the client. It’s advisable to the same type of facility you bid for and listed as a reference. This may include medical facilities like hospitals or doctor’s offices and schools (high schools, universities, etc.).
Invoicing
Include in this section the invoicing process frequency at your company (weekly or monthly). Specify the terms of payment with a description of the payment methods used in the business. Provide options on how your client can pay for the services.
Make sure to make this section as easy and understandable as possible. Try adding a note or examples that may refer themselves to the account representatives for a better explanation of the invoicing process.
Responsibilities
An outline of the responsibilities of the company and the clients is in this section. Clients are responsible for the electricity and water to be used by the cleaner when doing their job.
Put the responsibilities here in detail and see to it that they make sense at the areas to be cleaned. Indicate important things like access to the space, nearby location for water supply, storage space, etc.
Also listed here is the client’s liability for the service payment in case no suitable electricity and water arrangements are provided. It is up to you whether you would want to charge full or half of the price.
It is also important to specify whether the service comes with insurance.
Price Breakdown
The prices of all the services your company offers are detailed on this page. Be as detailed as possible.
Example:
Labor Rate (Hourly): $ per labor hour + sales tax of the state
Tentative Schedule: Monday-Friday, 9 am-5 pm
Number of Employees: 5
Labor Hours (Daily): 5 employees * 8 labor hours = 40 total labor hours each day
Labor Hours (Weekly): 200 hours
Delivery Fee (One Time): $XXX
Total Post Event Cleaning Service Rate:
The price breakdown should be based on local labor laws. Strictly follow the minimum and maximum hours of work per shift.
Cost Summary
The pricing of the inquired services is summed up on this page. It’s a one- or two-line summary. Give detail on service frequency and their payment. For instance, specify the service cost per weekly visit in the first line and with the charging taxes in the second line.
Proposal Acceptance
Outline the terms of the cleaning service contract in this section. This includes the duration of the contract (fixed or in a variable), the frequency of the services performed, the valid length of the service price, and provisions that will end the service terms. Also included is the extra payment like cancellation fees, overtime hours, rescheduling fees, etc. Any clauses that prevent staff hiring to protect your company and yourself.