Medical Office Cleaning Proposal Template

A medical office cleaning proposal needs more detail than a regular office bid. Exam rooms, labs and restrooms take longer per square foot, disinfection steps and product dwell times matter, and the client wants to see that you understand how a clinic runs. Spell out each clinical area, what gets disinfected every visit, and how you handle sharps and regulated waste (usually you do not).

What to include in a medical office cleaning proposal

Cover letter: who you are and why you fit this building, in a few lines.
Facility details: address, cleanable square feet, areas, visits a week and service hours.
Scope of work: every area with its tasks and how often each task is done.
Pricing: up to 3 price options (Good, Better, Best), each with a clear monthly price.
Optional add-ons priced as their own lines, like carpet extraction or floor machine scrubbing.
Service agreement: term, payment, supplies, access, insurance and how changes work.
A signature section so the client can accept the package they pick.

Specific to medical office buildings

Name the disinfectant approach and that products are used at the label dwell time.
State clearly that regulated medical waste and sharps are handled by the practice or its waste vendor, not your crew.
Clinical rooms clean slower than offices, so price them with their own production rate.

Sample scope of work

These tasks and frequencies are a starting point. Change them to match the building you walked.

Exam rooms (medical)

Task	How often
Clean and disinfect exam table, counters, and sink with healthcare-grade disinfectant	Every visit
Disinfect door handles, switches, and chair arms	Every visit
Empty trash; handle per facility waste policy (regulated waste excluded)	Every visit
Damp-mop floors with disinfectant	Every visit
Detail-clean cabinet faces and wall spots	Weekly
High-dust vents and fixtures	Monthly

Waiting / reception

Task	How often
Disinfect seating arms, check-in counter, and touch points	Every visit
Vacuum carpet and mats	Every visit
Dust-mop and damp-mop hard floors	Every visit
Clean entrance and interior glass	Every visit
Dust ledges, tables, and decor	Weekly

Lab / clinical areas

Task	How often
Damp-wipe cleared counters with approved disinfectant	Every visit
Disinfect touch points and door hardware	Every visit
Empty non-regulated trash only	Every visit
Damp-mop floors with disinfectant	Every visit
Detail edges and corners	Weekly

Restrooms (medical-grade)

Task	How often
Clean and disinfect all fixtures with healthcare-grade disinfectant, proper dwell time	Every visit
Disinfect grab bars, dispensers, and door hardware	Every visit
Refill consumables (client-supplied stock)	Every visit
Wet-mop floors with disinfectant	Every visit
Detail partitions, walls, and vents	Weekly

Breakroom / kitchenette

Task	How often
Empty trash and recycling, replace soiled liners	Every visit
Wipe and disinfect tables, chair backs, and counter tops	Every visit
Clean sink and polish fixtures	Every visit
Wipe appliance exteriors: refrigerator, microwave, vending fronts	Every visit
Dust-mop and damp-mop floors	Every visit
Detail-clean cabinet fronts and backsplash	Weekly
Machine-scrub floors and high-dust vents	Monthly

Good, Better and Best options

Offering up to 3 price options lets the client choose more service instead of asking you for a lower price. Why three options win more bids.

Good

Nightly disinfect-first scope, all patient and staff areas
Healthcare-grade disinfectants with documented dwell times
Crew trained on medical-office protocols
Service log after each visit

Better (recommended)

Everything in Good
Weekly detail rotation: cabinet faces, wall spots, waiting-area furniture
Monthly walkthrough with your office manager
Priority response

Best

Everything in Better
Quarterly floor machine scrub and finish maintenance
Quarterly waiting-area carpet extraction
Semi-annual full detail

Production rates for medical office areas

Industry Standard Production Rates: how many square feet one cleaner covers in an hour. These are Outscoped's editable defaults. Adjust them to your crew.

Area	Sq ft per hour
Exam rooms (medical)	1,400
Waiting / reception	3,000
Lab / clinical areas	1,200
Restrooms (medical-grade)	450
Breakroom / kitchenette	1,800
Exam rooms	1,400
Restrooms	450

Printable sample proposal

Medical office Cleaning Proposal

Prepared by Summit Commercial Cleaning

Prepared for: [Client facility name and address]
[Cleanable sq ft], [visits a week], [service hours]

Thank you for walking the building with us. Below is the scope we recommend and three ways to set up service. Pick the package that fits your budget and standards, and we can start on your first service date.

Service overview

Cleaning follows a disinfect-first protocol with healthcare-grade products and proper dwell times. Regulated medical waste and sterile areas are excluded and remain the facility's responsibility.

Areas

Area	Sq ft
Exam rooms (medical)	[sq ft]
Waiting / reception	[sq ft]
Lab / clinical areas	[sq ft]
Restrooms (medical-grade)	[sq ft]
Breakroom / kitchenette	[sq ft]

Your options

Good

$[price]

per month

Better

$[price]

per month, recommended

Best

$[price]

per month

Good

Nightly disinfect-first scope, all patient and staff areas
Healthcare-grade disinfectants with documented dwell times
Crew trained on medical-office protocols
Service log after each visit

Better (recommended)

Everything in Good
Weekly detail rotation: cabinet faces, wall spots, waiting-area furniture
Monthly walkthrough with your office manager
Priority response

Best

Everything in Better
Quarterly floor machine scrub and finish maintenance
Quarterly waiting-area carpet extraction
Semi-annual full detail

Agreement

Month to month from the first service date. Either side may end service with 30 days written notice. Invoiced monthly. We carry general liability, a janitorial bond and workers' comp, with certificates available on request.

Client signature and date

Summit Commercial Cleaning

Or build it in Outscoped and send a link the client can sign on any device.

Common questions

What is different about a medical office cleaning proposal?

Clinical areas get disinfection-first tasks every visit, products are used at their label dwell times, and exam rooms, labs and medical restrooms are priced at slower production rates than office space.

Do cleaning companies handle medical waste?

Usually not. Most janitorial proposals state that regulated medical waste and sharps stay with the practice and its licensed waste vendor. Say this in writing so there is no confusion.

How do you price a medical office?

Use a separate, slower production rate for each clinical area. Outscoped's default for exam rooms is 1,400 sq ft an hour versus 4,000 for open office. See the production rates chart.