Start with the cleanable area, not just the lease
A lease may include space that the cleaning crew will never enter. Storage rooms, locked offices and areas maintained by the landlord can change the work considerably. Provide the approximate area, then mark which rooms are included. If there is a floor plan, use it to identify shared corridors, private restrooms and tenant-only spaces.
Layout matters too. An open floor with few obstacles is different from a similarly sized office divided into meeting rooms and workstations. Count restrooms and breakrooms, describe the floor materials and explain how much furniture is in place. Those details give a provider a clearer picture than a square-foot figure by itself.
Separate recurring cleaning from the first visit
A recurring janitorial quote usually assumes an agreed level of upkeep between visits. If the site has substantial existing buildup, it may need an initial deep clean with its own scope. Ask whether the first invoice includes that work or whether it will be proposed separately. Otherwise, a reasonable recurring price can appear to rise without a clear explanation.
The requested schedule also affects the work. Two visits a week and five visits a week should be compared by the tasks performed on each visit, not simply by dividing the monthly amount. Some tasks belong in every visit; others may be weekly, monthly or separately scheduled. Have the provider show that distinction.
Know which site details can change the quote
Give every bidder the same site information. A low figure based on incomplete access or fewer tasks does not tell you much about value. The following details are useful whether you are pricing an office, retail store or commercial common area.
Scroll sideways to see all columns.
| Quote input | What to tell the provider |
|---|---|
| Occupancy and use | Approximate staff count, visitor traffic and busiest days |
| Task frequency | Which tasks happen each visit and which happen periodically |
| Floors and glass | Materials, current condition, accessible area and requested specialist work |
| Access | Approved working hours, keys, parking, loading and elevator arrangements |
| Supplies | Who buys liners, soap, paper products and other consumables |
| Special events | Move-ins, construction, inventory changes or unusually heavy use |
Check the billing unit and the exclusions
Ask whether the quote is per visit, per month, per project or based on another agreed unit. If the amount is monthly, confirm how the schedule is handled when a month contains a different number of working days. Understand what happens during holidays, site closures and requested extra visits before signing.
Read the exclusions with the same care as the included tasks. Interior glass, high dusting, carpet extraction, floor treatment and appliance interiors may be separate services. Ask about minimum booking requirements, approved changes and cancellation terms where applicable. A complete proposal should let you identify what is being purchased without guessing.
Compare three quotes without stripping out the detail
Create a short comparison sheet with the provider names across the top. List visit frequency, room coverage, periodic work, supplies and reporting beneath them. If one proposal leaves a row blank, ask for clarification. Do not fill the gap with an assumption that the task must be included.
For example, one office quote might include restroom supplies while another covers only replenishing supplies you purchase. Both arrangements can work, but the totals are not directly comparable until you account for the difference. The same applies to an annual floor-care allowance versus a separate future estimate. Keep the ongoing price and occasional work visible.
- Confirm the same rooms and surfaces appear in each proposal.
- Separate one-time setup work from recurring charges.
- Check who pays for consumables and periodic services.
- Get material changes to the scope in writing.
Send the details that make a quote useful
For a Blended quote, send the address or city, property type, approximate area, desired schedule and the tasks you need covered. Add recent photos of the floors, restrooms, breakroom and any area with heavy buildup. Mention access limits, target start date and whether the space is occupied.
For construction cleaning, include the project stage and what trades or deliveries remain. For recurring cleaning, share the current task list if one exists. The purpose is to arrive at a scope that matches your building. An online price range without those details would be a poor substitute for a considered quote.
