Free AI-generated office cleaning proposal — nightly janitorial scope, restroom schedules, and per-sqft pricing for small and mid-size offices. Customize in 2 min.
Office cleaning proposals are simpler than full commercial cleaning contracts, but the same principles apply: price by square footage, break out services into line items, and put the cleaning schedule in writing. Most office cleaning clients are comparing 3-5 bids, and they're looking at price first and scope second. If your proposal lumps everything into one monthly number, you'll lose to the bid that breaks it down — even if your total is lower. Small offices (under 5,000 sq ft) typically run $500-$1,200/month for 3x/week cleaning. Mid-size offices (5,000-20,000 sq ft) run $1,200-$3,500/month for nightly service. The difference between winning and losing the bid is usually in the details: do you list every task for every area, or do you say 'general office cleaning'?
Proposal from
ProClean Office Services
Prepared for
Greenfield & Associates Law Office
Office Cleaning — 3x/Week Service Agreement
Single-floor law office, 4,800 sq ft. Areas: reception and waiting room (400 sq ft), open office with 8 workstations (1,200 sq ft), 4 private offices (800 sq ft total), 2 conference rooms (600 sq ft total), kitchen/break room (200 sq ft), 2 restrooms with 6 fixtures total (4 toilets, 2 sinks), file room (400 sq ft), server closet (excluded from cleaning — access restricted). Cleaning days: Monday, Wednesday, Friday, after 6pm.
Reception & waiting room: — Vacuum carpet, dust all surfaces, clean glass entry door, empty trash (3x/week) — Wipe reception desk and end tables, straighten magazines (3x/week) Open office & private offices: — Vacuum all carpet, empty trash and recycling, wipe cleared desks (3x/week) — Dust blinds, ledges, and baseboards (1x/week, rotating) Conference rooms: — Vacuum, wipe table and phone, empty trash (3x/week) — Clean whiteboard trays, restock dry erase markers (1x/week) Kitchen/break room: — Wipe counters, clean sink, empty trash, mop floor (3x/week) — Clean microwave interior and exterior, wipe appliance fronts (1x/week) — Note: dish washing and refrigerator cleaning are NOT included Restrooms (6 fixtures): — Sanitize all fixtures, clean mirrors, mop with disinfectant, restock paper and soap (3x/week)
Base cleaning — 4,800 sq ft, 3x/week @ $0.09/sq ft/month: $432/month Restroom supplies (paper towels, soap, liners — provided by ProClean): $65/month Monthly total: $497 Alternative frequencies: — 2x/week (Tue/Thu): $345/month + $65 supplies = $410/month — Nightly (Mon–Fri): $665/month + $65 supplies = $730/month Deep cleaning add-ons (scheduled separately): — Carpet extraction, full office: $380/event (recommended quarterly) — Interior window cleaning: $150/event (recommended semi-annually) — Floor strip and recoat (hard floor areas): $220/event (recommended annually) Terms: Month-to-month agreement, 30-day written cancellation notice. Annual agreement available at 10% discount ($447/month base). Net 15 invoicing.
All ProClean employees are W-2 staff, background-checked, and bonded. No subcontractors. Building access: ProClean holds one set of office keys and the after-hours access code. Keys are logged and tracked. Lost key replacement and re-keying costs are ProClean's responsibility. Alarm protocol: crew leader disarms on entry, re-arms and locks on exit. Entry and exit times logged in shared access report, available to client on request. Insurance: $1M general liability per occurrence, $2M aggregate. Workers' compensation coverage for all employees. Certificate of insurance provided at signing.
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Break the office into zones and list the tasks for each. Reception, open office, private offices, conference rooms, kitchen/break room, restrooms — each has different cleaning requirements and frequency. Grouping them as 'office areas' makes it impossible for the client to compare your bid to another. When they see 'Reception: vacuum, dust surfaces, glass entry doors, empty trash — nightly' they know exactly what they're getting.
State your cleaning frequency clearly and quote alternatives. Some offices need nightly cleaning. Others are fine with 3x/week or even 2x/week. Quote all three frequencies with pricing for each — a 10,000 sq ft office at $0.08/sq ft nightly ($1,760/month) versus 3x/week ($1,200/month) lets the client choose based on budget. You keep the account either way.
Kitchen and break room cleaning is where expectations diverge most. Does your service include washing dishes left in the sink? Cleaning inside the microwave? Wiping down the coffee maker? If not, say so. Most nightly cleaning includes surface wipe-down, trash removal, and floor mopping — but the client's version of 'clean the kitchen' includes everything up to reorganizing the refrigerator. Put the boundary in writing.
Include a restroom fixture count and restocking policy. 'Clean restrooms' is not a scope. '4 fixtures (2 toilets, 2 sinks): sanitize toilet bowls and seats, clean and polish sinks and mirrors, mop floors with disinfectant, restock paper towels and soap from client supply' is a scope. If you're providing supplies, list the products and the monthly cost as a separate line item.
Specify who provides cleaning supplies and equipment. Supplies (paper products, soap, liners) are one line item. Chemicals and equipment (vacuums, mops, disinfectants) are another. Most office cleaning companies bring their own equipment and chemicals but charge separately for restroom consumables. If the client provides their own supplies, note that in the proposal and disclaim product quality.
Include a security and access protocol. Who has the keys or access codes? What's the building alarm procedure? Is there a sign-in/sign-out log? Office cleaning happens after hours, and facility managers need to know their building is secure. Documenting your protocol — background-checked employees, building secured on exit, alarm re-armed — is a selling point that competitors skip.
Every strong office cleaning proposal covers these elements. Skip one and you'll likely answer for it later.
Office cleaning rates depend on frequency and office type. For nightly service: $0.07-$0.12/sq ft per month for standard offices, $0.10-$0.15 for offices with kitchens and high-traffic restrooms. For 3x/week: multiply the nightly rate by 0.65-0.70. For 2x/week: multiply by 0.45-0.50. A 10,000 sq ft office at $0.09/sq ft nightly is $900/month. That's base janitorial — restroom supplies, deep cleaning, and day porter (if needed) are separate line items.
Offices with 20+ employees or client-facing traffic need nightly cleaning. Offices with 10-20 employees and no public traffic can do 3x/week. Small offices under 10 employees can often get by with 2x/week. The key variables are restroom traffic, kitchen use, and floor type — carpet in high-traffic areas needs nightly vacuuming regardless of headcount. If you're unsure, start at 3x/week and adjust based on feedback after the first month.
A good office cleaning proposal breaks services into zones (not 'general cleaning'), lists tasks per zone, shows pricing by frequency option (so you can compare nightly vs 3x/week), separates base cleaning from supplies and deep cleaning, includes a restroom fixture count with the restocking schedule, and states the security protocol for after-hours access. The proposal should also name the insurance coverage and whether crew members are W-2 employees or subcontractors. A proposal that just says '$1,500/month for office cleaning' is hiding the details you'll fight about later.
Companies with W-2 employees have more control over quality, training, and background checks. Companies that subcontract can offer lower prices but have less accountability — if the subcontractor doesn't show up, the company has limited recourse. For offices that handle sensitive information (legal, medical, financial), W-2 employees with background checks and bonding are worth the premium. Ask the cleaning company directly: are the people in my office your employees? If the answer is vague, they're subcontracting.
Standard nightly office cleaning includes: vacuuming all carpet and hard floors, emptying trash and recycling with liner replacement, wiping desks and surfaces (cleared items only), cleaning and disinfecting restrooms (toilets, sinks, mirrors, floors), restocking restroom dispensers, spot-cleaning glass doors, and damp mopping hard floor areas. Not included in standard service: carpet shampooing, window washing, high dusting, kitchen deep cleaning, refrigerator cleaning, and floor stripping. These are scheduled as separate deep cleaning events, typically quarterly or semi-annually.
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