How to Write Bids for Commercial Cleaning Jobs

Cleaning businesses prepare bids for commercial customers.
Cleaning businesses prepare bids for commercial customers. (Image: Jupiterimages/BananaStock/Getty Images)

If you own a business that offers commercial cleaning, you must learn how to calculate and prepare bids for potential customers. Commercial cleaning jobs cover offices, stores, churches, hospitals and other business locations. A cleaning bid is easily developed using a word processing program and must contain the job location, the details of the work and the total cost of the job. Commercial cleaning jobs are calculated either by the duties, number of hours or square footage of the facility.

Things You'll Need

  • Word processing program
  • Paper

Open a word processing program. Open a blank document. Name the document “Cleaning Bid” or something similar and save the file.

Use letterhead, if it is available. A bid should contain your company’s contact information. Using letterhead is the best way to accomplish this. But if it is not available, simply type your company name and information at the top of the bid. Include your company’s licensing number and details that state if your company is insured and bonded, if applicable.

Type the customer’s name and information. Each time you create a bid, it should be generated uniquely because every customer has different needs and wants. After the customer’s information is listed, place the date on the bid.

Describe the work. When preparing a commercial cleaning bid, it is important to meet with the client before creating the bid. This allows you to gain insight regarding what work the customer expects and how time consuming the job will be. It also gives you an opportunity to ask questions regarding the services. On the bid, list the exact work you will do for the customer. Include the frequency of the work as well if it is for an ongoing cleaning service. By listing all specific items, you will avoid misunderstandings in the future.

Calculate the costs. Depending on the method you use, calculate how much each service will cost the customer. Be sure to include whether the price is weekly, monthly or per cleaning. Include a breakdown of costs that indicate the material costs, labor and any other charges.

State the terms and obligations. List the payment terms, payment options and details regarding cancellations and rescheduling policies.

Sign the bid. After signing the bid, leave a blank for the customer to sign if he accepts it. Include a date in which the bid expires.

Provide a reference list. The customer may want to investigate your company and one way this is accomplished is by calling other businesses you service. Provide two or three different names and phone numbers on a separate page called “References.”

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