Cleaning Quote Template
A cleaning quote commits to a price for a defined task list on a defined schedule, which is what commercial buyers compare. This template builds the task and frequency matrix, separates periodic work from the monthly rate, and sets term and notice. Fill it in below, then send a PDF for signature or hand over the Word or Excel version.
Fill in the form and the quote updates as you type. Nothing is uploaded — the files are built in your browser, and a draft is kept on this device only.
QUOTE
Cleaning
| Quote # | |
|---|---|
| Quote date | |
| Valid until |
Prepared for
Job address
Scope of work
- Areas covered
- Task schedule
- Size & fixtures
- Service window
- Price
- Periodic work
- Supplies
- Staffing
- Term & notice
- Add-on rates
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Subtotal | $0.00 |
|---|---|
| Tax | $0.00 |
| Quote total | $0.00 |
Exclusions
Payment terms
Notes
This quote covers the scope of work described above. Work not listed here is quoted separately as a written change order.
Download the Cleaning Quote Template
Fill the cleaning quote in above, then export it in whichever format the customer asked for. Nothing is uploaded and there is no account to create.
What to Include in a Cleaning Quote
- Quote number, date and expiry (required)
- A cleaning quote is a committed price, usually for a year, and wages are the input that moves. Give it a fourteen to thirty day expiry so a building that sits on your number for a quarter has to come back for a fresh one instead of holding you to last season's labor cost.
- Areas covered and areas excluded (required)
- List by floor, suite and room type, and name what is out of scope: server and IT rooms, locked private offices, tenant-occupied space, storage, mechanical rooms and anything outside the building envelope. On recurring work an unnamed room quietly becomes yours within a month and never comes back off the route.
- Task list with frequency for each task (required)
- This is the heart of a janitorial quote: every task against daily, weekly, monthly or quarterly. Trash and restrooms daily, high dusting monthly, vents quarterly. Without the matrix the customer's expectation is "everything, every visit," and you are quoting a fixed price against an undefined amount of work.
- Cleanable square footage, restroom fixtures and headcount (required)
- Leased square footage includes space nobody cleans. Measure the cleanable area, then count restroom fixtures and staff headcount, because those drive time far more than the total: 6,000 square feet of open office with eight fixtures and sixty people is a different job from 6,000 square feet of warehouse with two.
- Service days, service window and building access (required)
- Five nights after hours, three evenings, or day porter coverage are three different prices for the same task list. Record the access window, alarm and elevator procedure, and loading dock hours. A crew waiting on a security desk for twenty minutes each visit is a real cost, and on a fixed quote it comes out of you.
- Price per visit and monthly total (required)
- Show both. Per visit is what a buyer uses to compare bidders with different schedules; monthly is what their accounts payable needs. State how you bill months with a fifth week — a flat monthly based on annual visits divided by twelve, or straight per-visit billing. That is the most common billing dispute in recurring cleaning.
- Periodic work quoted separately (required)
- Floor scrub and recoat, carpet extraction, window cleaning, high dusting and strip-and-wax are quoted per occurrence with a stated frequency, not folded into the monthly. Keeping them separate keeps your monthly rate comparable to competitors' and lets the customer defer a quarterly without renegotiating the contract.
- Supplies, consumables and equipment (required)
- Separate cleaning chemicals and equipment, which you supply, from consumables like paper, liners and hand soap, which may be yours or theirs. If you stock consumables inside a fixed monthly price, a change in building occupancy eats your margin silently — bill them at cost plus a stated percentage or set a usage cap.
- Staffing, screening, insurance and bonding (required)
- Say how many cleaners are on site, whether the same crew returns each visit, and what screening you run. Commercial buyers are handing over after-hours building access, so coverage limits, bonding and your screening policy are as much a part of the quote as the price.
- Contract term, cancellation notice and price review (required)
- State the term, the notice period each side needs, and when the price is reviewed — usually annually, tied to wage changes. Contract terms, automatic renewal clauses and notice requirements are regulated differently by state, so have local counsel look at your standard agreement once instead of copying language off another company's quote.
- Add-on and emergency call-out rates
- Publish an hourly rate for extra work and a minimum for an emergency call-out. Buildings will ask for a post-event cleanup or a spill response, and having the rate already on the quote means saying yes immediately rather than pausing to negotiate at nine at night.
- Acceptance signature and service start date (required)
- Sign and date the quote, and set the first service date on the same page. Recurring contracts need a defined start because the first visit is usually a heavier initial clean, and that visit needs to be priced and scheduled before anyone assumes it is included.
Cleaning Quote Example
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Nightly janitorial service, Monday–Friday, 6:30 pm–9:30 pm — trash and recycling, 4 restrooms fully serviced and restocked, break room, vacuum traffic lanes and open office, spot-clean entry glass, wipe desks where cleared, lights and lockup | 21 visits/mo | $142.00/visit | $2,982.00 |
| Interior glass, entry doors and conference room partitions — detailed weekly (included in the weekly rotation, priced separately for transparency) | 4 visits/mo | $21.25 | $85.00 |
| Monthly detail — high dusting, vents and diffusers, baseboards, carpet edge vacuuming and spot treatment, break room appliance exteriors | 1/mo | $120.00 | $120.00 |
| Consumables supplied and stocked — hand towels, tissue, liners, hand soap (billed at cost plus 10%, estimated at current occupancy of 54 staff) | 1 mo | $195.00 | $195.00 |
| Hard floor scrub and recoat — entry, corridor and break room, quarterly. Quoted per occurrence, billed in the month performed, not included in the monthly total. | 1 occurrence | $340.00 | $340.00 |
Monthly total: $3,382.00, based on an average of 21 service visits per month (252 annual visits billed as twelve equal months). Quarterly floor scrub and recoat billed separately at $340 per occurrence in March, June, September and December. Quote #CQ-1187, valid 30 days. Term: 12 months, 30 days' written notice either side, price reviewed annually. Excludes tenant suites on the second floor, the server room, exterior windows, exterior grounds, carpet extraction and any biohazard cleanup. Extra work billed at $46/hr with a two-hour minimum; emergency call-out $185 minimum. Initial deep clean before the recurring schedule begins: $780, one time. Contractor carries general liability and a janitorial bond; all cleaners are background screened. Service start date: first business Monday after acceptance.
How to Write a Cleaning Quote
-
Walk the building at the hour you would actually clean it
A daytime walk of an office tells you very little about the state it is in at seven in the evening. Walk it during your intended service window, count restroom fixtures, note floor types and finishes, and ask about headcount and any planned occupancy changes.
-
Build the task and frequency matrix first
Write every task down the side and daily, weekly, monthly and quarterly across the top, then mark the cells. Do this before you calculate a single hour. The matrix is the product you are selling on a fixed price, and it is the document you will point at every time someone asks why something was not done.
-
Convert the matrix into cleaner hours per visit
Apply production rates by area type — open office, restrooms, break room, hard floor, stairwells — and add setup, travel between floors and closing time. Then multiply hours by your fully loaded labor cost, including payroll taxes, insurance and supervision, before you add margin.
-
Pull periodic work out of the monthly number
Price floor scrubbing, carpet extraction, high dusting and window cleaning per occurrence and list them with their frequency underneath the recurring price. This keeps your monthly rate directly comparable with other bidders and gives the customer something to trim in a tight budget year that is not your route.
-
Decide who supplies consumables and say so
Chemicals and equipment are normally yours. Paper, liners and soap can go either way. If they are yours inside a fixed price, set a usage assumption or bill them at cost plus a percentage, because consumable use tracks headcount and headcount changes without anyone telling you.
-
Write the term, notice, price review and start date
A twelve-month term with thirty days' notice on either side is common. Add an annual review clause tied to wage increases, and set the first service date. Note whether an initial deep clean is required before the recurring schedule begins, and price it separately.
-
Send it as a signable document
Most facility managers want a cleaning quote template in PDF for signature and Word when procurement needs the scope in their own agreement. Include the task matrix in the file you send — a quote without it is a price with no definition attached, and it will be compared purely on the number.
Blank Printable Version
Need something to fill in by hand on site? Leave the fields empty and export — you get a blank printable cleaning quote form on US Letter with the line-item grid, totals box and signature line already ruled off.
Turn This Quote Into an Invoice
Once the job is approved, the quote should become an invoice without you retyping a single line. That is the next thing we are building. Leave your email and we will tell you when it works.
Frequently Asked Questions
- What is the difference between a cleaning estimate and a cleaning quote?
- An estimate is a price built from expected hours that can adjust if the property is not in the condition you were told. A quote is a fixed price for a defined task list on a defined schedule, and you carry the risk if the building takes longer than you assumed. One-time residential cleans are usually estimated; recurring commercial contracts are quoted, which is why a quote needs a task matrix and an estimate does not.
- Should the quote show a price per visit or a monthly price?
- Both, on the same page. Buyers comparing three bidders on different schedules need the per-visit number to compare like with like, and their accounts payable department wants a monthly figure that does not change. Showing only the monthly makes it impossible to see whether a cheaper competitor is simply servicing the building fewer nights.
- How do I handle months with five weeks?
- Decide up front and write it on the quote. The two clean options are billing a flat monthly figure calculated as annual visits divided by twelve, or billing the actual visits performed each month. Both are fair; what causes disputes is quoting a monthly price built on four weeks and then billing a fifth. Say which one you are doing.
- How do I quote a recurring contract when I have only seen the building once?
- Quote the task matrix, not the building's current state, and put your assumptions on the page: occupancy headcount, hours of access, floor types, and that the space is in reasonable condition at handover. Price an initial deep clean separately as a one-time item so the recurring rate reflects maintenance work, not catch-up work.
- Can I raise the price during the contract?
- Only if the agreement provides for it. Include an annual review clause tied to wage costs, and a provision for repricing when the scope changes — added square footage, a new shift, higher occupancy. Contract terms and renewal rules vary by state, so have a local attorney review the language once and then reuse it.
- How long should a cleaning quote stay valid?
- Fourteen to thirty days. Labor is nearly all of your cost, and a quote you issued before a minimum wage change or a scheduled raise stops being profitable quickly. Print the expiry on the page. If a building comes back later, reissue it with a new number rather than honoring the old one out of politeness.