Free AI-generated commercial cleaning proposal — sqft pricing, day porter, deep clean schedules, and supply procurement. Customize in 2 min, send as PDF.
Commercial cleaning is a B2B sale, and the proposal is doing the selling. Facility managers compare 3-5 proposals side by side, and the one with the most detail usually wins — not because detail is impressive, but because it answers every question the facility manager knows their boss will ask. Square footage rates for nightly janitorial range from $0.08-$0.20/sq ft depending on facility type (open offices are cheap, medical clinics are expensive). A 20,000 sq ft office runs $1,800-$4,000/month for standard nightly service. Add day porter, deep cleaning, and supply procurement, and a full-service contract hits $5,000-$8,000/month. The template below covers what cleaning companies actually need to close B2B accounts.
Proposal from
Summit Facility Services
Prepared for
Meridian Capital Advisors
Commercial Office Cleaning — Annual Service Agreement
Three-story office building, 22,400 sq ft total. Floors 1–2: open-plan office, conference rooms, kitchenettes. Floor 3: executive suites and boardroom. Common areas: lobby, three restroom banks (12 fixtures total), two stairwells, elevator cab. Scope covers nightly janitorial service (Monday–Friday), day porter (Monday–Friday, 8am–4pm), quarterly deep cleaning, and monthly supply delivery.
Nightly janitorial (Monday–Friday, after 6pm): — Vacuum all carpet and hard floors throughout — Empty all waste and recycling receptacles, replace liners — Wipe all horizontal surfaces: desks (cleared), reception counter, kitchen counters — Clean and disinfect all restrooms: toilets, urinals, sinks, mirrors, floors — Restock restroom dispensers (soap, paper towels, toilet tissue, seat covers) — Spot-clean glass entry doors and partition glass — Damp mop hard floor areas — Secure building and lock all entry points on exit Day porter (Monday–Friday, 8am–4pm): — Lobby trash and surface wipe at 8am, 11am, and 2pm — Restroom spot-check and restock at 9:30am and 1:30pm — Conference room reset after each booking (chairs, board wipe, trash) — Kitchenette wipe-down at 10am and 3pm — Elevator cab wipe and spot-clean on request
Quarterly (March, June, September, December): — Commercial carpet extraction, all carpeted areas — High dusting: ceiling vents, light fixtures, tops of cabinets and partitions — Chair and upholstered surface spot treatment — Restroom tile and grout scrub Semi-annual (June and December): — Strip and recoat VCT tile floors (lobby and kitchenette areas, approx. 3,100 sq ft) — Interior window washing, all floors Annual (December): — HVAC vent cleaning and filter inspection — Pressure wash building entry and exterior mat areas
Nightly janitorial — 22,400 sq ft @ $0.11/sq ft/month: $2,464/month Day porter service (5 days/week): $2,800/month Monthly restroom supplies (paper products, soap, liners — 12 fixtures): $340/month Quarterly deep cleaning (4x/year): $1,200/event, billed quarterly Semi-annual services (2x/year): $1,850/event, billed at each occurrence Annual deep service (1x/year): $900, billed in December Monthly base (janitorial + porter + supplies): $5,604 Annual contract total (base + scheduled deep cleans): $72,748 Terms: Annual agreement with 30-day written cancellation clause. Net 15 invoicing, monthly. First and last month due at contract signing.
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Create Your Free AccountPrice by square foot, but adjust for what's actually in those square feet. An open-plan office at $0.08/sq ft is straightforward. A medical clinic with exam rooms, restrooms, and break areas at the same square footage runs $0.14–$0.18. Differentiate in the proposal — list the space types and the rate for each. Clients who see a single square footage number and a single price will always find a cheaper number somewhere.
Day porter scope needs a task list, not a job title. 'Day porter included' means nothing when the client expects lobby restock at 10am and you're budgeted for one pass at noon. Write out what the porter does, when, and how often: lobby trash every two hours, restroom check and restock at 10am and 2pm, conference room reset after each booking. Specifics prevent disagreements six weeks in.
Put deep cleaning on a named schedule in the proposal. Carpets, upholstery, high dusting, tile stripping, vent cleaning — clients assume these happen in the regular service unless you tell them otherwise. Quarterly deep clean for carpet extraction and high dusting, semi-annual for tile strip-and-recoat, annual for vent cleaning. Name the dates or the cadence. If it's not in the proposal, the client will assume it is.
Supply procurement is revenue, not a favor. Restroom supplies, paper products, liners, soap, and hand sanitizer have real cost and margin. Don't absorb them into your service rate — list them as a separate monthly line item with a markup, typically 15–20% over distributor cost. If you're buying in bulk for multiple accounts, your margin is higher. Clients who supply their own product are fine, but get that in writing so you're not being handed whatever they ordered off Amazon.
Month-to-month vs. annual contract changes your pricing by 10–15%. Annual contracts let you staff more efficiently, reduce account setup costs, and smooth seasonal variation. Quote both. Show the annual rate is lower. Most clients will choose the contract when they see the per-month difference — and you get a 30-day written cancellation clause that protects your staffing schedule. Make the comparison easy and let the math do the work.
Include a facility walkthrough protocol. Before you quote, walk the building with the facility manager. Count restroom fixtures, measure floor types, note high-traffic zones, photograph problem areas. The walkthrough is where you find the 200 sq ft server room that needs special handling, the break room that's actually a full kitchen, and the lobby floor that's Italian marble, not VCT. Quoting from a floor plan without a walkthrough costs you money.
Show your staffing plan with names or positions. '3-person crew nightly, 1 day porter' tells the client who's in their building and when. It also lets them report issues to specific roles rather than calling your office for every complaint. If your crews are W-2 employees rather than subcontractors, say so — it's a selling point for facilities concerned about liability and background checks.
Include a quality inspection schedule. Monthly or quarterly walkthroughs with a scored checklist (restrooms, floors, surfaces, trash, specialty areas) show the client you're managing quality, not just sending bodies. Share the inspection reports. Clients who see a 94/100 score on their monthly report don't shop for a new vendor.
Every strong commercial cleaning proposal covers these elements. Skip one and you'll likely answer for it later.
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See typical commercial cleaning rates, common service prices, and what moves the number up or down.
Commercial Cleaning pricing guide →Nightly janitorial for a standard office runs $0.08-$0.12/sq ft per month. Medical facilities run $0.14-$0.20/sq ft because of disinfection requirements. Retail spaces run $0.06-$0.10/sq ft. These are base janitorial rates — they don't include day porter, deep cleaning, or supply procurement, which are typically billed as separate line items. A 15,000 sq ft office at $0.10/sq ft is $1,500/month for nightly service before add-ons.
Vacuuming all carpet and hard floors, emptying trash and recycling, wiping desks and surfaces (cleared items only), cleaning and disinfecting restrooms, restocking paper products and soap, spot-cleaning glass doors and partitions, and damp mopping hard floor areas. That's the standard scope. What's not included: carpet extraction, high dusting, window washing, floor stripping, and kitchen deep cleaning. Those are scheduled deep-cleaning services, priced and scheduled separately.
Annual contracts save 10-15% over month-to-month pricing. They also give the cleaning company staffing certainty, which means better crew retention on your account. The trade-off is commitment — most annual contracts require 30-day written notice for cancellation. If you're unsure about a vendor, start with a 90-day trial period at the monthly rate, then convert to annual if the quality holds. The proposal should show both rates side by side.
Nightly janitorial is the after-hours deep reset: full vacuuming, restroom disinfection, trash removal, floor mopping. Day porter is daytime maintenance: restroom spot-checks and restocking, lobby tidying, conference room resets, break room wipe-downs, and spill response. Buildings under 10,000 sq ft can usually skip the day porter. Buildings over 15,000 sq ft with 50+ occupants almost always need one. The porter's task list and schedule should be detailed in the proposal.
Compare scope, not price. Get every bidder to break out: nightly tasks, day porter tasks and hours, deep cleaning schedule and frequency, supply procurement costs, staffing plan, and insurance coverage. The low bidder is almost always cutting one of these areas. Common shortcuts: fewer crew hours than the space needs, no deep cleaning schedule, subcontracted labor with no background checks. Ask each vendor to walk you through their staffing math — hours per night times crew size should match the square footage and task list.
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