How to compare commercial cleaning proposals

Give each provider the same starting point

Share the same list of rooms, surface types, preferred visit frequency and access windows. Include the priorities that prompted the search: missed washrooms, unclear responsibilities, inconsistent timing or a change in the way the building is used. A provider can respond more usefully to specifics than to a request for “a better clean.”

Where practical, let each provider see the relevant areas. If one proposal is based on a walkthrough and another on a rough size estimate, identify that difference before comparing prices. Ask each provider to distinguish what is confirmed from what still needs assessment.

Put the scope side by side

Create a simple comparison with a row for each important area and task. Look for gaps behind broad labels such as “full office clean” or “common areas.” Specify whether desks must be cleared, how waste is handled and what kitchen and washroom work includes.

Review periodic tasks separately. Accessible interior glass detailing, appliance interiors and additional surface work can fall outside regular visits. Ask how exclusions are explained and how a change would be priced. A good comparison should show the work you are buying, not just the length of the checklist.

• Areas and tasks included on each visit.
• Periodic tasks and their agreed intervals.
• Equipment, products and consumable responsibilities.
• Exclusions, restricted areas and specialist work.

Check whether the delivery plan is practical

Discuss the visit window, who is responsible for coordination and how access will work. Ask how the provider will communicate an access problem, a missed area or a schedule issue. If staffing arrangements matter to your property, ask directly instead of assuming the same person will attend every visit.

For managed properties, request whatever vendor documentation your organisation requires and confirm it before agreeing to work. Do not assume insurance, training, background checks or specialist qualifications from a polished website. Requirements differ by site and task, and claims should be supported by the provider.

Read the price and terms together

Confirm the charging basis, expected visits, payment schedule and any applicable taxes. Check how the agreement handles extra work, changes in occupancy and periodic tasks. If a proposal includes a trial or an introductory arrangement, ask what happens afterwards.

Read the duration, renewal, cancellation and notice provisions before signing. Ask for unclear wording to be explained and revised as appropriate. If the agreement is significant or difficult to interpret, obtain suitable professional advice; a cleaning checklist is not a substitute for understanding the contract you accept.

• Are the same tasks and frequencies priced?
• Are supplies and consumables treated the same way?
• Are changes approved before work is added?
• Can you identify the ongoing price and any separate charges?

Choose the arrangement you can manage clearly

After reviewing the proposals, send a short list of unresolved questions rather than negotiating only on price. You may find that one proposal needs a scope correction before it is comparable. Keep the final agreed version and identify a main contact on each side.

During the first period of service, evaluate specific outcomes against the agreed scope. Record the room, task and observation when giving feedback. A provider relationship is easier to manage when both sides use the same checklist and know how concerns or changes will be handled.