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Want to know how to quote your commercial cleaning services professionally? Learn everything you need to know about creating clear, accurate commercial cleaning estimates, and discover a better alternative to traditional templates.
Giving a quote for commercial cleaning is all about understanding the client's needs, walking through the space, considering frequency, scope, and special requirements, and presenting a clear, professional proposal that gives both sides confidence in moving forward.
A strong estimate shows you understand the complexity of maintaining commercial spaces, that you have a consistent method for quoting, and that your business is organized, professional, and ready to deliver.
No matter if you're cleaning an office, store, warehouse, or medical facility, a professional estimate template helps you include all the right details, avoid confusion, and build trust from the start.
In this guide, you'll learn what to include in a commercial cleaning estimate, how to tailor it for different property types and client expectations, which mistakes to avoid, and how using a digital estimate tool can make quoting faster and more reliable for you.
A commercial cleaning estimate template is a standardized document that janitorial and cleaning service providers use to present cost proposals to potential clients.
It describes the scope of services, frequencies, pricing, supplies, labor, and terms involved in keeping a commercial space clean.
Templates give you a reusable structure to quote consistently. Instead of starting from scratch every time, you begin with a framework that includes all the essential elements, and then you customize it for the specific job.
Using a template prevents you from overlooking critical details like floor types, high-touch areas, specialty services (such as carpet extraction or window cleaning), and compliance with health or safety standards.
In commercial cleaning, clarity is everything. Clients want to understand exactly what they’re paying for, how often the services will take place, and what standards you’re committed to meeting.
When estimates are vague or incomplete, they raise concerns, slow down approvals, and often lead to confusion once the work begins. A professional estimate, on the other hand, accomplishes three important things: it establishes trust by including clear line items, fair pricing, and a polished format that reflects reliability.
It also sets expectations by describing the scope of work, frequency, and any exclusions, so there’s no confusion about what’s included; and it protects your time and profit margins by detailing tasks and surface areas.
Here are common formats used to quote different types of commercial cleaning jobs:
Most commercial clients need daily, weekly, or monthly service. These estimates are structured around routine cleaning tasks and often broken down by frequency and area.
These are one-time deep cleans, such as post-construction cleaning, move-out cleanups, or seasonal overhauls. They require a detailed scope and often a more upfront explanation of deliverables.
A common method for pricing large office buildings, warehouses, and retail centers. You charge a set rate per square foot, often based on cleaning intensity and frequency.
For flexible or hard-to-predict jobs, an hourly rate with estimated hours can be more accurate. Also, be sure to define what counts as billable time and set a cap if needed.
Some clients want bundled services like floor polishing, restroom sanitization, and trash collection under one monthly rate. These estimates show both individual and bundled prices for clarity.
For clients needing urgent services, such as water damage cleanup or last-minute disinfection, include rapid response surcharges or a premium rate in the estimate.
A professional estimate tells the client exactly what they're getting, how much it will cost, and what the expectations are on both sides. Here's what your commercial cleaning estimate should include:
Start with your company name, logo, address, phone number, email, and website. If you're bonded, insured, or certified for specific services, include those credentials too.
List the client's company name, contact person, phone number, email, and service address.
Include a unique estimate number and the date it was issued. This helps with tracking and referencing future revisions.
Provide a clear overview of what the job involves. Example: "Nightly janitorial service for two office floors, including trash removal, restroom sanitization, breakroom wipe-downs, and vacuuming of carpeted areas."
Break the job into categories, such as:
Note the total area to be cleaned and specify square footage per area if pricing differs (e.g., office vs warehouse). If pricing is based on square footage, explain the rate applied.
Define how often services will be performed and the preferred time of day (e.g., after hours, early morning).
List how many team members will typically be on-site, estimated hours per visit, and any special training required (e.g., HIPAA compliance, food-safe protocols).
Clarify whether you or the client provides cleaning products and equipment. If you supply them, include the cost or bundle it into your rates. Also list any eco-friendly or specialized products if used.
Use the format that makes the most sense:
If you offer discounts for signing a long-term contract or for bundling services, add a line explaining it. This can help incentivize a faster decision.
List optional or seasonal add-ons such as:
Include key terms such as:
State how long the estimate is valid, which is usually 30 days. This protects you from changes in pricing or availability.
Provide a place for the client to sign or electronically approve the estimate.
Estimate templates are a practical and efficient tool for any provider because they save time, reduce errors, and can be fully customized to match specific needs.
The easiest way to create a professional commercial cleaning estimate is by using a pre-made estimate template. Ready-to-use templates help professionals include all necessary project details without the hassle of building an estimate from scratch every time.
All they need to do is download an estimate template for commercial cleaning services, fill it out, customize it with company branding, and send it to the client.
A solid commercial cleaning estimate template saves time, improves clarity, and makes your proposals look more professional. Here's how to create one that works.
1. Find a Reliable Estimate Template – Look for an estimate template that suits your needs. You can find free commercial cleaning estimate templates in Word, Google Docs, Excel, or Google Sheets.
2. Select the Right Template – Choose a commercial cleaning estimate template that allows you to include all necessary details, such as labor, materials, and project timelines.
3. Fill in Basic Information – Enter essential details like your company name, logo, contact information, and project description.
4. Customize and Brand Your Estimate – Adjust the template's color scheme, fonts, and layout to match your company's branding. Add your website URL, business license number, and any other relevant details.
5. Fine-Tune the Cost Breakdown – Make sure the itemized list includes all necessary categories, such as labor costs, material costs, subcontractor fees, and permit costs.
6. Review the Format and Layout – Before sending the commercial cleaning estimate to your client, double-check for accuracy by:
These platforms offer customizable commercial cleaning estimate templates that professionals can quickly adjust to meet the needs of different projects.
With estimating software, all you need to do is enter business details, adjust the layout, and input the required cost breakdown.
Once the estimate template is set up, it can be saved for future use, allowing commercial cleaning estimates to be generated in just a few clicks.
Using estimate templates or our Estimate Maker speeds up the process and assures that every commercial cleaning estimate is professional, accurate, and easy to understand.
Even with a solid template, every commercial space is different. Here's how to tailor your estimate for maximum impact:
Even if you've seen similar spaces before, do a site visit. Note floor types, condition of restrooms, traffic volume, storage areas, and whether staff eat at desks or in breakrooms. All these impact cleaning needs.
Ask the client which spaces matter most to them. They may want spotless lobbies, pristine restrooms, or extra attention in executive offices. Customizing your estimate to these preferences shows attention to detail.
Medical clinics, schools, industrial facilities, and restaurants all have specific cleaning regulations or preferences. Adjust your scope, supplies, and frequency accordingly.
If you need badges, keycards, or alarm codes, or if your team must be background checked, list that in your estimate. It shows that you're prepared to meet high-security standards.
If the client needs cleaning outside normal business hours or on short notice, reflect that in the estimate. If they're flexible or low-traffic, you may be able to offer a discount.
Attach photos of past work or case studies for similar buildings. This adds credibility and helps clients visualize results.
The timing of your estimate can make or break the deal. Here's when to send it:
Send your estimate within 24 to 48 hours of walking the space. You're still fresh in their mind and more likely to close the deal.
Many clients reevaluate cleaning contracts at the start or end of the fiscal year. Sending estimates early helps secure budget allocations.
Don't quote until you understand the client's main complaints with their current provider. Then tailor your estimate to solve those problems.
If the client has an audit, holiday event, or property tour coming up, offer a project-based cleaning estimate with a tight timeline.
Let clients know that your availability is limited. A professional, time-stamped estimate can help push decisions forward.
Even experienced professionals can lose contracts or face disputes because of unclear or incomplete estimates. Here are the biggest pitfalls to watch for:
If your team cleans while their team works, you may disrupt operations. Always confirm scheduling needs before quoting.
Don't just write "general cleaning." Spell out tasks, frequencies, and responsibilities. This reduces misunderstandings and helps you stand out.
Be clear about what's not included. If windows, carpet extraction, or biohazard cleaning are out of scope, say so.
Always measure or confirm square footage. Don't assume it based on similar buildings. Underpricing large spaces leads to rushed work or profit loss.
If your team needs time to set up, lock up, or complete access training, build that into your quote.
Some buildings require certified green products, OSHA-compliant processes, or specific PPE. Failing to include this in the estimate can cost you the job, or worse, lead to a breach of contract.
Prices and availability can change. Protect yourself by noting how long the estimate is valid.
While estimate templates are very helpful, Estimate Maker offers a more efficient and accurate way to create estimates for commercial cleaning projects. Instead of manually entering details into a template, it automates the process, saving time and reducing errors.
1. Faster and More Efficient – Pre-built templates require manual entry, while an estimate maker allows you to generate estimates with just a few clicks.
2. Automated Calculations – Reduces human error by automatically applying tax rates, labor costs, and material pricing.
3. Customization Without Hassle – Easily adjust branding, payment terms, and cost breakdowns without needing to modify a static template.
4. Better Organization – Stores past estimates in one place, making it easy to track and update them when needed.
5. Quicker Conversions to Invoices – Convert approved estimates into invoices instantly, reducing the time between estimation and payment.
6. Professional Appearance – Generates polished, client-ready estimates that look more professional than a basic commercial cleaning estimate template.
7. Time-Saving Templates – Save custom estimate formats and reuse them without starting from scratch each time.
Clear and accurate commercial cleaning estimates help set expectations, prevent disputes, and keep projects on track.
For a faster, more automated approach, Estimate Maker offers built-in calculations, easy adjustments, professional estimate templates, and much more! Plus, you can try it free for 14 days.
