Cleaning Proposal Template

By QuotApp Team · Updated September 27, 2026

A cleaning proposal template is a short, structured document that wraps your price in the information a facility manager or homeowner needs to say yes: what you will clean, how often, who will do it, what it costs and what happens after they sign. Download the free Word template below, copy the filled-out office cleaning example, and build the pricing page with the free quote generator.

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Cleaning Proposal Template (Word) — Cover, scope, pricing, terms and acceptance page
Cleaning Quote Template (Word) — Use it for the pricing page of the proposal
Quote Template (Excel, auto-calculating)

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Which cleaning proposal template do you need?

Variant	Use it when	What changes in the template
Commercial / office contract	Bidding for recurring service on offices, clinics, schools or retail.	Scope by area with frequency per task; staffing and supervision; insurance and background checks; consumables; per-month pricing with a 12-month term; termination and price-review clauses.
Residential recurring	Higher-end homes or property managers with several units.	One-page version — checklist, schedule, per-visit price, satisfaction guarantee, access and pets; no term commitment.
Post-construction or one-time project	Builder cleans, move-outs, event cleanups.	Scope by phase (rough clean, final clean), crew size and hours, equipment, price per square foot or lump sum with a completion date; no recurring terms.

Filled-out cleaning proposal example

This is what the template looks like completed for a real job — pricing page of a proposal for nightly janitorial service, 5 nights per week, with quarterly floor care. Prices are illustrative US figures; swap in your own rates.

PROPOSAL

P-2026-014

BrightNest Commercial Cleaning
Prepared for Lakeview Dental Group — 6,400 sq ft clinic

Description	Qty	Unit	Unit price	Amount
Nightly janitorial — reception, 6 operatories, 2 restrooms, sterilization area, break room, offices (per month)	1	month	$2,340.00	$2,340.00
Consumables — paper, hand soap, liners (estimated monthly at cost + 10%)	1	month	$165.00	$165.00
Quarterly VCT floor strip and wax, 1,800 sq ft (per service)	1	quarter	$720.00	$720.00
Initial deep clean before service start (one time)	6400	sq ft	$0.14	$896.00

Subtotal: $4,121.00

Total: $4,121.00

Monthly price covers 5 visits per week (Mon–Fri after 7 pm), 2 cleaners × 2.25 hours per visit, all supplies and equipment. Consumables billed monthly at cost plus 10%. Quarterly floor care (strip/wax VCT 1,800 sq ft) priced separately below. Term 12 months, 30-day termination by either party after month 3; price fixed for the term and reviewed annually. Certificate of insurance and staff background checks provided on award.

Rebuild this example in the free quote generator and export it as a PDF in under a minute.

Typical cleaning prices in the US

Use these ranges to sanity-check your line items, not to set them — your labor rate, market and overhead decide the final number.

Item	Typical range	Notes
Office / commercial cleaning	$50 – $100 per hour	or $0.04 – $0.16 per sq ft
Hourly rate per cleaner (residential)	$25 – $75
Deep cleaning	$0.11 – $0.30 per sq ft
Move-out cleaning	$150 – $500	$0.22 – $0.33 per sq ft
Standard house cleaning (per visit)	$120 – $280

Source: HomeGuide — House Cleaning Prices, updated April 29, 2024. Ranges are national; adjust for your region.

What is in the cleaning proposal template

The Word template has four pages. Each maps to a question the buyer is asking:

Cover — “Who is this from?” Your logo, company name, contact, the client’s name and facility, the date and a proposal number. One line under the title: “Nightly janitorial service proposal — Lakeview Dental Group.”
Understanding and scope — “Do they know what I need?” Two or three sentences on the facility and what matters to the client (patient areas spotless by 7 am, sterilization room protocol, no scent products). Then the scope table: area, tasks, frequency. Then exclusions.
Staffing, quality and insurance — “Can I trust them in my building after hours?” Crew size and supervisor, hours on site, how you train and vet staff, background checks, uniforms and ID, your inspection and communication routine (a log, a monthly walkthrough), certificate of insurance and bonding.
Pricing, terms and acceptance — “What does it cost and how do I say yes?” The pricing table from your cleaning quote — monthly price, consumables, periodic services, start-up deep clean — followed by the term, termination, price-review, holidays, access and payment terms, and a signature block for both parties.

How to write a cleaning proposal that wins the contract

Walk the building before you write. Count restrooms, fixtures, floor types and square footage by area. Facility managers can tell a proposal written from a floor plan.
Mirror their priorities in the first paragraph. If they mentioned patient rooms twice, patient rooms come first.
Make the scope table the centerpiece. Area × task × frequency. It is easier to read than paragraphs and it becomes the contract exhibit.
Price per month, show per visit and per square foot. Procurement compares on all three; giving them saves a call and prevents a wrong calculation.
Separate periodic services. Floor care, carpet extraction and window cleaning as their own lines make the monthly number look fair and create upsell moments.
Quantify quality control. “A supervisor inspects weekly using this 24-point checklist; you receive the report by email” beats “we care about quality.”
Put the insurance certificate and a reference in the appendix, not in the body.
Ask for the signature. End with the acceptance block and one sentence on onboarding: keys, alarm codes, start date.

Pricing the proposal

Build the pricing page as a quote first — the cleaning quote template walks through hourly cost, production rates and margin — then paste the totals into the proposal. For the example clinic: 2 cleaners × 2.25 hours × 21.7 visits per month ≈ 98 labor hours; at a loaded cost near $24 per hour that is $2,350 of labor cost before supplies and margin, which is why the monthly price sits where it does and why consumables are billed separately. Check the result against $0.04–$0.16 per square foot per month for commercial work.

Common cleaning proposal mistakes

A scope written as prose. Nobody can audit “clean all areas thoroughly.”
One price with no basis. Show visits, hours or square feet.
No exclusions. Biohazard cleanup, exterior windows and pest issues are then assumed included.
No price-review date. Year-three contracts at year-one prices are how cleaning companies quietly lose money.
Missing insurance and vetting language. The buyer’s real fear is an unknown person in the building at night.
Sending a Word file. Send the PDF; keep the Word template for yourself.

Frequently asked questions

What is the difference between a cleaning proposal and a cleaning quote?

A quote is the priced list of services. A proposal adds the context a decision-maker needs: your understanding of the facility, the scope by area and frequency, staffing and supervision, insurance and vetting, the pricing page, terms and an acceptance page. Use the quote for small or repeat jobs; use the proposal when you are one of several bidders or the contract is recurring.

How long should a cleaning proposal be?

Three to four pages: cover; understanding and scope; staffing, quality control and insurance; pricing and terms with acceptance. Facility managers read the scope and the price; the rest supports those two pages.

How do I price a commercial cleaning proposal?

Walk the facility, list each area with its tasks and frequency, estimate labor hours per visit, multiply by your loaded hourly cost per cleaner, add supplies, consumables and supervision, then apply your margin. Present the price per month and show the per-visit and per-square-foot equivalents so procurement can compare. HomeGuide's national range for commercial cleaning is $50 – $100 per hour or $0.04 – $0.16 per square foot.

Should I include the task checklist in the proposal?

Yes — it is the scope. Put it on the scope page organized by area (restrooms, break room, offices, floors) with the frequency of each task (nightly, weekly, monthly). It is what protects you when someone says the blinds were supposed to be dusted.

What terms belong in a cleaning contract proposal?

Term length (12 months is standard), start date, termination notice (30 days), price-review date, what happens on holidays, access and keys, insurance and bonding, background checks, damage policy, invoicing and payment terms, and how scope changes are priced.

Can I use this template for residential cleaning?

Yes — use the one-page residential variant: checklist, schedule, per-visit price, guarantee, access and pet notes, signature. Homeowners want the checklist and the number; skip the staffing and insurance sections unless it is a property-management account.