How to Write a Bid for Cleaning
Companies must often submit bids for services such as cleaning and janitorial services. These bids are reviewed by the potential client, be it an individual or company, and the job is awarded based on the information in the bid. Cleaning companies sometimes make the mistake of just submitting a price, but submitting a clean, detailed bid that explains the exact terms of your proposed agreement can save both parties time and headaches in the long run.
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Instructions
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Identify your company name, address and phone number at the top of the letter. If you are using pre-printed letterhead or stationery, you need not retype this information.
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Identify the potential client to whom you are providing the bid. Include the client's name and the name of the company, if applicable. Include both the client's billing address and service address(es) if they are different. Date the bid.
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Indicate the type of cleaning services you will provide (residential or commercial). List all of the tasks you will perform (such as vacuuming, dusting and emptying trash). Also, list tasks that are specifically excluded from your bid.
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Indicate which party is responsible for providing cleaning equipment and consumable supplies such as paper towels and cleaning chemicals. If the responsibility is split, list each required item and identify the responsible party.
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State how often the cleaning will occur (such as nightly or every other Thursday morning). Provide a cancellation policy in case either party must reschedule the regular work date.
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State the price for the quoted services. Explain whether you are quoting a per-visit fee, a weekly fee or a monthly fee. Include sales tax if applicable.
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List your payment terms and state whether you will provide invoices. Corporate clients may pay on a weekly or monthly basis with a 10- or 30-day payment delay. Individuals may be required to pay at the time of service. Also state which forms of payment you will accept.
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If you offer a discount or referral program, state the details of the program. For example, some residential cleaners offer a free cleaning for every three new clients who purchase services. Cleaners sometimes offer discounts to corporate clients for paying their bills early.
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Write a short statement thanking the client for the opportunity to provide a bid and saying that you hope to be cleaning for her soon. Sign your bid.
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Tips & Warnings
If you are bidding on a corporate contract, you may need to include information on liability insurance and any subcontractors you may use.
Be precise. Unclear information can lead to confusion.
References
Resources
- Photo Credit cleaning image by Allyson Ricketts from Fotolia.com
