Cleaning and maintenance proposal template
Commercial cleaning proposal template
Facility managers compare cleaning proposals line by line, so this commercial cleaning proposal template is built around the schedule: what happens daily, weekly, monthly and each quarter, priced as a 12 month contract with consumables and a deep clean shown on their own lines.
9 sections, a cover page, 4 priced items (1 optional), AUD with GST, no deposit, valid 30 days
Opens the proposal generator with this template chosen. Describe the job and the AI writes it in this section order, or choose Open as is to start from the template's own text and sample prices.
The template, in full
Text in square brackets is what you replace. Prices are the template's sample prices in AUD.
About us
[Your company] provides commercial cleaning and property maintenance to [offices, clinics and retail sites]. [State your coverage area, your team size and your insurances.]
Understanding your needs
[Client company] needs [site address] kept clean and safe on a reliable schedule with one point of contact. [Note the floor area, hours of access, high traffic areas and any compliance needs.]
What success looks like. A site that passes every inspection, a schedule that never slips, and issues reported before you notice them.
Scope of work
The scope below is what our team completes on each visit and how often. Anything not listed can be added as a scheduled extra.
- Daily service:
- Bins, kitchen, bathrooms, desks and floors in all common and work areas, with consumables restocked.
- Weekly service:
- Glass, skirting, high touch points sanitised, fridge wipe out and storeroom tidy.
- Monthly service:
- Carpet spot cleaning, hard floor machine scrub and a site inspection with a written report.
- Quarterly deep clean:
- Full carpet steam clean, window cleaning inside and out, and light fitting and vent clean.
Deliverables
- Cleaning schedule and checklist per area
- Trained and police checked team on a fixed roster
- Consumables supply and restocking
- Monthly inspection report
- Dedicated account manager
Timeline
- Site walk and risk check:
- Week 1
- Roster and keys set up:
- Week 2
- First service:
- [Start date]
- First inspection report:
- End of month 1
Investment
Pricing is per month for the schedule above and includes all equipment and standard cleaning products. Consumables are listed separately.
| Item | Qty | Unit price | Tax | Amount |
|---|---|---|---|---|
| Daily cleaning serviceFive visits a week to the scope above.12 month at $2,400.00, tax 10% | 12 month | $2,400.00 | 10% | $28,800.00 |
| ConsumablesHand soap, paper, bin liners and sanitiser.12 month at $180.00, tax 10% | 12 month | $180.00 | 10% | $2,160.00 |
| Quarterly deep cleanCarpets, windows, fittings and vents.4 quarter at $950.00, tax 10% | 4 quarter | $950.00 | 10% | $3,800.00 |
| Pressure washingOptionalSuggested: Entry, paths and car park twice a year.2 visit at $600.00, tax 10% | 2 visit | $600.00 | 10% | $1,200.00 |
- Subtotal
- $34,760.00
- GST
- $3,476.00
- Total
- $38,236.00
Optional items show their price but stay out of the total until the client ticks them.
Why us
- Sites serviced:
- [85]
- Inspection pass rate:
- [99%]
- Average tenure:
- [4 years]
Terms
1. Payment. The full amount is invoiced on completion and payable within 14 days of the invoice date. Overdue amounts may pause further work until paid.
2. Changes to scope. Changes to the schedule, areas or frequency are agreed in writing and priced from the next monthly invoice. One off requests are quoted per visit.
3. Cancellation. The contract runs for 12 months and then month to month. Either party may end it with 30 days written notice; the current month is payable in full.
4. Intellectual property. Ownership of the final deliverables passes to [Client company] on receipt of final payment. [Your company] keeps the right to show the completed work in its portfolio unless asked in writing not to.
5. Access and safety. [Client company] provides after hours access, alarm codes and a safe working environment. Our team follows your site induction and reports hazards on the day they are found.
6. Validity. This proposal is valid for 30 days from the date on the cover. Prices after that date may change with notice.
Next steps and acceptance
To go ahead, sign below or click Accept on the online version. We will send the deposit invoice and confirm the start date within one business day, then book the kickoff call.
Signature: Accepted for [Client company] (name and date).
Signature: For [Your company] (name and date).
Questions people ask
How is the cleaning contract priced?
Daily cleaning service at $2,400 a month for 12 months, consumables at $180 a month and a quarterly deep clean at $950, four times a year. Pressure washing at $600 a visit for two visits is optional. With GST the annual sample comes to $38,236, shown as one contract total.
What does the schedule cover at each frequency?
Daily: bins, kitchen, bathrooms, desks and floors in common areas. Weekly: glass, skirting and high touch points. Monthly: carpet spot cleaning, a hard floor machine scrub and a site inspection. Each quarter: a full carpet steam clean and windows inside and out. Edit the areas to match the site walk.
How long does the contract run?
Twelve months, then month to month. Either side can end it with 30 days written notice, and the current month is payable in full. Changes to areas, frequency or schedule are agreed in writing and priced from the next monthly invoice, while one off requests are quoted per visit.
What does the client have to provide?
The access and safety clause asks for after hours access, alarm codes and a safe place to work. Your team follows the site induction and reports hazards on the day they are found. These lines answer the questions a property manager asks before signing a cleaning contract.
Can I show the client what success looks like?
The understanding your needs section carries a callout: a site that passes every inspection, a schedule that never slips, and issues reported before the client notices them. It sits beside the monthly inspection report and dedicated account manager in the deliverables, so the promise and the proof are on one page.