11 Strategies to Write a Perfect Janitorial Service Proposal

Your first impression can be your last impression, especially in the cleaning industry.  What do I mean? Wait, I will tell you in just a while!

In the janitorial service sector, you need trust, reliability, and professionalism to expand your contract base. Whether you intend to clean a commercial facility or a personal space, you just can’t say you’re good! You have to prove you are good; you are the best suited to get the deal!

So that’s where a janitorial service proposal comes in. It says whether you are fit or not! It’s a concise yet well-organized paper that clearly introduces your company, service, price, schedule, and company credentials.

It’s not just about paperwork; it’s your opportunity to represent yourself and secure the job.

Now comes the impression points! In the field of janitorial service, a janitorial service proposal is your first impression! Now get it?

Okay, let’s see the details –

What Is a Janitorial Service Proposal?

A janitorial service proposal is a formal document presented by a cleaning company to potential clients. It’s a comprehensive document that presents the details of the cleaning service, cost estimates, work schedules, and company credentials.

When you submit such a  proposal to any company/facility or projects, the facility managers, the project in charge, or the company manager can understand the following matters from your presentation-

• What service will you give to them?
• How and when will you give this service?
• The estimated cost of your service.
• Your company’s credentials.
• Why you’re the best fit for the job.

As proposal papers vary person to person, the type of information also varies accordingly! Some may make the proposal very descriptive, while others may make it just to the point!

However, the gist of information remains almost the same for each service provider.

Key Components of a Janitorial Service Proposal

A strong and meaningful janitorial proposal is built on well-structured and clearly explained components. Each component of a well-crafted janitorial service proposal helps your client understand the details of your cleaning service, which means what you’re offering, how you’ll deliver your service, and why you’re the right choice.

Below are the essential parts of a good janitorial service proposal-

Cover Letter / Introduction

The cover letter is the overall, yet personal, introduction of your company. You have to be very focused, choosy, personalized, and warm to complete this section. It sets the whole tone for the entire proposal. Make it concise so that it creates a strong first impression on your customers.

• Begin by offering a polite yet professional greeting to your clients.
• Express appreciation for the opportunity.
• Provide details about your company and its services.
• Mention what your proposal includes for your targeted customers.

Executive Summary

An executive summary is a quick summary of your service proposal. To ensure that nothing is missed, include all relevant information in this portion, which represents your service or company. This section is designed to help your clients understand that you have grasped their needs and you have the capabilities to meet them.

This portion includes-

• Summarizes the cleaning needs that your clients have invited you to address.
• Outlines the services they offered you.
• Highlight your experience, reliability, safety, flexibility, and other key attributes.
• Please briefly mention your pricing and scheduling details.

Scope of Work

The scope of the task section will specify the specific cleaning task that you or your company will perform. Depending on the industry category (office, healthcare, school, retail, etc.), as well as the facility’s space, you can customize this portion. Include all the tasks here to avoid any type of miscommunication or misconception from the customer’s end. Your task list could be

• Dusting desks and surfaces.
• Sweeping and mopping floors.
• Vacuuming carpets.
• Cleaning restrooms (toilets, sinks, mirrors).
• Emptying trash bins and replacing liners.
• Window and glass cleaning.
• High-touch surface disinfection.

Pricing Structure

You are doing your business to get a logical price. Right? Helps your clients understand why or for what services they will offer you a price. Also include your pricing system. Payment details, etc. Additionally, if necessary, you can justify your pricing by considering factors such as trained staff, eco-friendly supplies, or satisfaction guarantees, among others.

Includes-

• Your per-hour rates
• Service package tiers (Basic, Standard, Premium – if applicable)
• Add-on service (deep cleaning, backyard cleaning, floor waxing, or others)
• Payment terms

Cleaning Schedule

Including cleaning schedules is a must. Say when and how often you will deliver your service. It helps each client set their expectations and plan accordingly, based on your plan or price. So clearly include these things in your proposal-

• Days of the week your team will provide the service
• Time of day (e.g., after business hours)
• Frequency per task (daily, weekly, monthly)
• Any seasonal or special tasks (e.g., window washing quarterly), etc.

Supplies and Equipment

Clearly explain who will provide what in terms of cleaning tools and products. Also, include whether you plan to use any green cleaning methods. That will determine the tools you need, such as advanced tools like electrostatic sprayers for disinfection. This portion may include-

• A list of supplies you will provide (cleaners, mops, paper towels, etc.)
• Any products the client is expected to provide (if applicable)
• Type of equipment used (e.g., commercial-grade vacuums, microfiber cloths, HEPA filters)
• Safety and eco-certifications (e.g., non-toxic, biodegradable, hospital-grade disinfectants)

Company Qualifications

Highlight the information here, emphasizing why your business is qualified and trustworthy. You can also include various points, such as short success stories or bullet points about client retention, satisfaction rates, or notable accomplishments, in this section.

Includes-

• Years in business
• Industries you’ve served (offices, hospitals, schools, etc.)
• Insurance and bonding information
• Certifications (e.g., ISSA, OSHA-compliant, Green Seal)
• Team training and background checks
• Others (if any)

Terms and Conditions

Terms and conditions refer to the contractual and operational rules of your service relationships. It ensures that both parties remain safe and well-informed about all the policies of both parties. It also provides transparency among both parties. Try to keep this section as professional, transparent, and jargon-free as possible. As it is a matter of making clients feel safe and secure, there is no need to overwhelm them with any dramatic information.

Include-

• Contract duration and renewal terms.
• Cancellation or early termination policy.
• Payment deadlines and late fees.
• Liability and damage responsibility.
• Dispute resolution or performance guarantees.

Health, Safety, and Compliance

This section is very crucial for you and your team. Especially when your team is working in healthcare, education, food service, or any environment where sanitation is closely tied to well-being and regulation, you must maintain both the global and in-house standards, as well as the legal requirements. So include details of the following points-

Workplace safety protocols (e.g., slip hazard prevention, proper equipment handling)

Compliance with local, state, and federal regulations (such as OSHA, EPA, and CDC guidelines)

• Use of PPE (Personal Protective Equipment) by cleaning staff
• Disinfection and sanitization procedures-especially post-COVID
• Staff training in health, hygiene, and chemical handling.
• Green cleaning policies, if applicable (e.g., use of biodegradable, non-toxic products)
• Waste disposal protocols, especially if hazardous materials are involved.
• Also, other points. Like, the in-house protocol.

References / Testimonials

Always keep in mind one thing: the more references and testimonials you can showcase in your janitorial service proposal, the more credibility and trust you can build, even from your potential clients. If possible, include the following items.

• 3–5 short testimonials from your satisfied clients
• Company names or industries served (of course, with their permission)
• Specific outcomes details
• Optional: Contact details of your previous workplace for references (if they allow)

Contact Information

At the end of your proposal, include the contact details of your company. Make your contact or address link easily accessible for your clients. Also, ensure they can easily reach you for follow-up, ask questions, or sign the deal. Include these things to make your contact section clear and accessible-

• Your company name
• Primary contact person (name and title)
• Phone number
• Email address
• Your company website
• Optional: Office location/address
• Optional: Links to your LinkedIn, Google Business, or other social media profiles
• Entirely Optional: You can cover each of your team members, including their experience and some still photographs of their previous work time.

Tips for Writing a Successful Janitorial Service Proposal

To write a game-changer janitorial service proposal, you must focus on clarity, information, customization, and professionalism. Additionally, be honest about the service information you included in the proposal paper. Make the proposal that best suits your client’s needs.

Here are the extra tips you can focus on-

• First, clearly understand what your customer’s needs are!
• Keep the proposal papers well-organised and well-decorated (Use headings, bullet points, and simple language).
• Highlights on your capabilities, what you are caring for-that is, mention eco-friendly practices, trained staff, certifications, or years of experience.
• Be transparent about your pricing systems and methods.
• Include a few testimonials from your previous organisations
• Add a clear call-to-action (helps the clients to get a quick quote)
• Include a sound follow-up system (a warm reminder after you send the proposal can be a big chance to get you the job!

Want to submit more winning janitorial proposals to get more potential clients? In that case, you can view our expert guide on commercial cleaning leads. Read this guide and learn about high-quality opportunities to grow your customer base in the janitorial field.

What Makes a Janitorial Proposal Fail?

When you make this proposal with a lack of clarity, vague or unclear information, and unclear pricing, your proposal will surely fail to meet the customer’s needs. Also, if you act like a newbie, you will fail. You must have to be very professional, transparent, and customized when writing this proposal.

Here are a few core reasons why a proposal fails to get you the job.

• Proposal without fulfilling the client’s specific needs.
• Proposal with unclear pricing or any hidden charges.
• Proposal with overpromising /impossible service that does not meet the capacity level.
• Poor formatting or disorganized structure.
• Missing information, like references, certifications, or company background.
• Lack of follow-up and trustworthiness.

Final Thoughts

There is no doubt that a perfectly covered janitorial service proposal can set you apart from the competition and can give you the chance to get more happy customers. Our expert suggestion is to be clear about your offered service, pricing, and other points related to your deals.

You simply need to establish trust and demonstrate professionalism in your proposal. That’s it! And you’ll be one step closer to getting the deal.