Office Cleaning Proposal Template

An office cleaning proposal should show the client exactly what gets cleaned, how often, and what it costs each month. The strongest ones break the building into areas (open office, private offices, conference rooms, restrooms, lobby, breakroom), list the tasks for each area with a frequency, and offer up to 3 price options instead of one take it or leave it number.

What to include in a 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 office buildings

Note service hours (most offices want after-hours cleaning) and who locks up and sets the alarm.
Say who supplies restroom paper, soap and liners, and whether that is billed or included.
List any secure rooms (server room, records) and how access works.

Sample scope of work

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

Open office / workstations

Task	How often
Empty trash and recycling, replace soiled liners	Every visit
Wipe and disinfect high-touch surfaces: door handles, switches, shared equipment	Every visit
Spot-clean desk surfaces where cleared	Every visit
Dust-mop and damp-mop hard surface floors	Every visit
Vacuum carpet and walk-off mats in traffic areas	Every visit
Detail-dust ledges, sills, and partition tops	Weekly
Vacuum carpet wall to wall, including under and around workstations	Weekly
High-dust vents, ceiling corners, and light fixtures	Monthly

Private offices

Task	How often
Empty wastebaskets and replace soiled liners	Every visit
Disinfect door handles, switch plates, and shared touch points	Every visit
Dust-mop resilient and hard floors	Every visit
Damp-mop hard floors, spot mopping traffic areas	Every visit
Vacuum carpet in traffic areas	Every visit
Spot-clean interior glass and partitions	Every visit
Low-dust horizontal surfaces to hand height (70"): sills, ledges, moldings, shelves, frames	Weekly
Damp-mop hard floors wall to wall	Weekly
Vacuum carpet wall to wall, including under and around furniture	Weekly
Remove cobwebs and high dust from ceiling corners, vents, and light fixtures	Monthly

Conference rooms

Task	How often
Empty wastebaskets and replace soiled liners	Every visit
Wipe and disinfect table tops, chair arms, and AV touch points	Every visit
Reset chairs to the table	Every visit
Vacuum carpet or dust-mop and damp-mop hard floors	Every visit
Spot-clean interior glass, sidelites, and partitions	Every visit
Low-dust credenzas, sills, ledges, and picture frames	Weekly
Detail-clean full glass and remove marks from walls and doors	Weekly
High-dust vents, ceiling corners, and light fixtures	Monthly

Restrooms

Task	How often
Clean and disinfect toilets, urinals, and sinks	Every visit
Clean and polish mirrors and fixtures	Every visit
Refill soap, paper, and liners (client-supplied stock)	Every visit
Sweep and wet-mop floors with disinfectant	Every visit
Empty sanitary receptacles	Every visit
Detail-clean partitions and wall tile	Weekly
Machine-scrub floors and high-dust vents	Monthly

Lobby / common areas

Task	How often
Clean entrance glass and door hardware	Every visit
Vacuum walk-off mats and carpeted areas	Every visit
Dust-mop and damp-mop hard floors	Every visit
Disinfect elevator buttons, rails, and touch points	Every visit
Clean and sanitize drinking fountains	Every visit
Empty exterior entrance ash urns and trash receptacles	Every visit
Dust furniture, ledges, and directories	Weekly
Damp-mop hard floors wall to wall and spray-buff traffic lanes	Weekly
High-dust vents and architectural features	Monthly

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

Full nightly scope, all areas
Trained, background-checked crew
Supplies management (client-supplied stock)
Service log after each visit

Better (recommended)

Everything in Good
Weekly detail rotation: interior glass, high dusting, breakroom deep clean
Monthly walkthrough with you
Priority response on service requests

Best

Everything in Better
Quarterly carpet extraction in traffic lanes
Quarterly hard-floor machine scrub
Semi-annual full detail (vents, baseboards, furniture edges)

Production rates for 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
Open office / workstations	4,000
Private offices	3,200
Conference rooms	3,300
Restrooms	800
Lobby / common areas	4,500
Breakroom / kitchenette	2,000

Worked example: pricing this proposal

Here is how the sample office above gets its prices, using Outscoped default numbers ($18.50 an hour wage, 25% payroll burden, 5% supplies, 10% overhead). The building is 17,900 sq ft cleaned 5 nights a week.

Area	Sq ft	Sq ft per hour
Open office / workstations	8,600	4,000
Restrooms	1,150	800
Lobby / common areas	2,650	4,500
Server room	5,500	5,000

That is 5.28 hours a visit and 114.6 hours a month. At $26.59 an hour all in, the monthly cost is $3,049. The three packages come out to $3,295, $3,625 and $3,885 a month. See every step in the pricing guide.

Printable sample proposal

Office Cleaning Proposal

Prepared by Summit Commercial Cleaning

Prepared for: Lakeview Office Park, Building A
17,900 sq ft, 5 visits a week, nightly

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

Nightly janitorial service performed after business hours by a trained crew. Frequency per task is shown below; everything is adjustable before you send.

Areas

Area	Sq ft
Open office / workstations	8,600
Restrooms	1,150
Lobby / common areas	2,650
Server room	5,500

Your options

Good

$3,295

per month

Better

$3,625

per month, recommended

Best

$3,885

per month

Good

Full nightly scope, all areas
Trained, background-checked crew
Supplies management (client-supplied stock)
Service log after each visit

Better (recommended)

Everything in Good
Weekly detail rotation: interior glass, high dusting, breakroom deep clean
Monthly walkthrough with you
Priority response on service requests

Best

Everything in Better
Quarterly carpet extraction in traffic lanes
Quarterly hard-floor machine scrub
Semi-annual full detail (vents, baseboards, furniture edges)

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 should an office cleaning proposal include?

A short cover letter, the facility details, a scope of work by area with task frequencies, monthly pricing (ideally Good, Better and Best options), optional add-ons, a service agreement and a signature section.

How do you price an office cleaning job?

Divide each area's square feet by a production rate to get hours, multiply by visits a week and weeks in a month, then multiply by your true cost per hour and add margin. Our step by step pricing guide walks through it with real numbers.

How much does office cleaning cost per month?

It depends on square feet, visits a week and your labor cost. In our worked example, a 17,900 sq ft office cleaned 5 nights a week prices at $3,295 (Good), $3,625 (Better) and $3,885 (Best) a month using Outscoped default numbers. Try your own numbers in the calculator.