Free Cleaning Proposal Template and Filled-In Example
Download a free editable cleaning proposal, see a fictional office example, and check the scope, price and terms before sending. No signup needed.
R Rashdi
·
June 22, 2026
·
10 MIN READ
Quick answer
Use this free cleaning proposal template to show a client the work, visit schedule, price and next step. Download the editable Word file or printable PDF, use the completed office example, or copy the template below. No account or email signup is needed.
This resource is for owners preparing a home- or office-cleaning offer. Start with a scope and price you have checked, then put the details in one document the client can review. The blank template and example each have three pages. They are business drafting aids, not legally reviewed service agreements.
Download the cleaning proposal template
| Choose a file | What it contains |
|---|---|
| Blank proposal in Word (.docx) | Editable fields for your business, site, scope, schedule, price and chosen terms. |
| Blank proposal to print (.pdf) | The same template in a printable layout. This PDF does not have fillable form fields. |
| Completed office example in Word (.docx) | A fictional offer showing how the fields fit together. Replace its details before using it. |
| Completed office example to read (.pdf) | The same fictional office proposal in a printable PDF. |
Open the Word file in an editor that supports DOCX. Replace each bracketed field, remove the instructions and export your finished version to PDF if that suits your client. Check page breaks after editing. If your editor changes the layout, the printable copy is a useful reference. The full blank text is also below.
Copy and edit the blank proposal
The field order below matches the downloadable template. Keep only sections that apply to the work. Do not send bracketed instructions or claim a qualification, insurance limit, reference or guarantee you have not checked.
Business and client details
Proposal: [number and revision]
Issued and valid until: [issue date] / [validity date]
Prepared by: [business name and appropriate business address]
Business contact: [name, role, email and phone]
Prepared for: [client name or organization and contact person]
Client contact: [email and phone]
Service site: [site name and full service address]
Thank you for discussing the cleaning at [site]. You asked us to focus on [client priorities]. This proposal sets out the agreed work, visit plan, price and next step. Please tell [contact] if the scope or assumptions need correcting.
Agreed scope of work
| Area and timing | Included tasks |
|---|---|
| [area] [each visit / weekly / other] | [specific included tasks and limits] |
| [area] [frequency] | [specific included tasks and limits] |
| [area] [frequency] | [specific included tasks and limits] |
| [separate detail work] [frequency] | [tasks beyond routine cleaning] |
Replace vague descriptions such as “general cleaning” with the actual tasks. State whether the work includes inside appliances, accessible glass, consumables or a first deep clean. A recurring visit and a one-time extra should not be charged for the same task twice.
Visit plan and price
Service plan: [one-time or recurring; visit days and frequency]
Access window: [arrival/finish window; occupied-area restrictions]
Start date: [proposed date and how it will be confirmed]
Calendar changes: [holiday/closure rules; skipped or extra visits; price adjustment method]
| Item | Amount and basis |
|---|---|
| Routine service | [price] [per visit / hour / month; what quantity is included] |
| Separate detail work | [price or included] [scope and billing frequency] |
| First clean | [price or not included] [inspection and separate approval if needed] |
| Subtotal before tax | [amount] [specified billing period] |
| Tax and other fees | [amount or treatment] [verify applicable treatment; list any fee] |
| Total | [amount] [same billing period and currency] |
Included supplies: [who supplies cleaning products/equipment; paper, soap and liners]
Client preparation: [clear work areas, pets, parking, utilities and site contact]
Access arrangements: [approved secure process; do not write codes or key locations here]
Exclusions: [tasks, surfaces and conditions outside the price]
Optional work: [extra task and price; how written approval is obtained before work]
Terms and next step
Billing and payment: [invoice timing, payment due date/method, deposit or no deposit, and how any deposit is credited once]
Changes and missed access: [who to contact; notice method/period; waiting limit; chosen fee, credit or reschedule treatment]
Company cancellations: [notice process; rescheduling; treatment and timing of prepaid refunds or agreed credits]
Ending or reviewing service: [chosen notice, method and effective date; price review process; reference agreed service terms]
Problems and follow-up: [reporting contact; how concerns are checked and the next step agreed; no automatic guarantee]
Supporting information
Optional supporting details: [verified insurance certificate, relevant license, reference with permission, or other true evidence]. Delete this paragraph if none is required. Do not insert unverified insurance limits, bonding, guarantees or customer results.
Review and acceptance
Please review the scope, total and applicable service terms before responding. To discuss or accept this proposal, contact [name and method]. We will confirm [start date and any remaining conditions] in writing. If separate service terms apply, identify their title, version and attachment here: [details].
Client name and role: [name and role]
Acceptance record: [signature or agreed written record, date, and proposal version]
Provider confirmation: [name, confirmation date and agreed start date]
Completed example: a small office
All businesses, people, dates and USD amounts in this example are invented. They explain one offer, not a local market rate, legal recommendation or result from a CleanerHQ customer.
Example Office has 5,000 square feet of cleanable space, two restrooms and a breakroom. Its fictional facilities coordinator wants the shared areas ready for the next working day. Example Cleaning Co proposes visits on Monday, Wednesday and Friday after the office closes, in a 6–9 p.m. access window.
Offices and shared areas
Every visit. Empty bins and replace liners; dust accessible clear surfaces; vacuum carpet; damp mop suitable hard floors. Do not move papers or equipment.
Two restrooms
Every visit. Clean fixtures, mirrors and counters; empty bins; mop floors; restock client-provided paper and soap. Any agreed disinfection follows the selected product label.
Breakroom and lobby
Every visit. Wipe clear counters and tables; clean sink and appliance exteriors; empty bins; spot clean entry glass; clean floors.
Extra detail work
One visit each month. Clean listed reachable interior glass beyond entry spot cleaning; detail vacuum agreed accessible floor edges beyond routine passes.
The example excludes inside appliances, dishes, laundry, carpet extraction, exterior or high-access windows, moving heavy furniture, major buildup and specialist hazardous cleaning. The client supplies restroom paper and soap; the provider supplies ordinary cleaning products, tools and bin liners. Any first deep clean is assessed and quoted separately.
| Price component | Monthly amount before tax |
|---|---|
| Routine visits | $2,080 |
| Separate detail work | $80 |
| Monthly total | $2,160 |
Routine pricing: 156 visits × $160 ÷ 12 equal monthly bills = $2,080. Add $80 for one extra detail clean each month, giving $2,160 before applicable tax.
Thirteen visits is the monthly average in this assumed annual calendar. It does not mean every calendar month contains exactly thirteen Monday, Wednesday and Friday visits. Confirm closures and replacement visits before agreeing the annual calendar. This example credits $160 for a provider-cancelled routine visit that is not replaced; other changes are agreed in writing.
The example uses month-end invoicing, payment within 15 calendar days, no deposit and 30 days written notice to end recurring service. These are illustrative choices. Choose terms suitable for the real engagement, identify any separate service agreement, and confirm tax treatment before sending a real offer. No processing surcharge is added in the example. Its acceptance record is deliberately unsigned.
The completed files show these choices together, including the client contact, proposal reference, exclusions and change process. Keep internal wages, cost calculations and target profit in your own records, not in the client-facing proposal.
Fill in your proposal in five steps
- Confirm the site and the client’s priorities. Check the service address, authorized contact, scope and any access restrictions. Use the proposal reference on later revisions.
- Write the tasks and frequencies. Separate routine visits from periodic details and extras. Ask about unclear boundaries before promising the work. Your cleaning procedures can describe how your crew will carry out the agreed tasks.
- Enter a checked price. Count work time and costs before choosing the amount. The commercial bidding guide covers the costing stage. Keep the calculation separate from the client copy.
- Choose your terms and truthful supporting details. Fill payment, scheduling, change and cancellation fields. Delete unused proof sections. Do not copy the example’s choices just because they are already filled in.
- Read the client’s finished copy. Confirm the price basis, scope, dates and attachments. Remove every placeholder and save the final version. For more help explaining the offer, use the proposal-writing guide.
Check the offer before you send it
- The client, site and business details are correct, and contact methods work.
- Included tasks, frequencies, exclusions and client-supplied items agree throughout.
- The price is clearly per visit, hour, project or month; extras and first cleans are separate where needed.
- Totals add up and tax or fee treatment is explicit.
- The proposed start date, access process and handling of calendar changes are clear.
- Payment and change terms agree with any attached service agreement.
- Every proof statement is true and any reference or photo has permission.
- No private wages, alarm codes, key locations, old client names or bracketed instructions remain.
- The saved file opens, prints legibly and carries the correct proposal version.
For a reusable final review, use the cleaning service quote checklist. It checks the offer’s completeness; it does not calculate your costs for you.
Questions about cleaning proposals
Can I use the template for a house-cleaning client?
Yes. Replace the office areas with the agreed rooms and tasks. A shorter quote may be sufficient for a straightforward visit; keep the scope, exclusions, price and chosen terms clear. The cleaning quote guide explains that document.
Do I need to offer three price packages?
No. One clear offer is enough when it meets the brief. If you offer alternatives, explain how their scope differs. Do not label a choice “most popular” without evidence, and follow a formal buyer’s required bid format.
Can I edit the PDF?
The PDF is a printable reference, not a fillable form. Use the DOCX for editing and export your completed version when ready. You can also copy the blank template from this page.
Should the first clean be included in the monthly price?
State your decision explicitly. If the first visit needs extra work, inspect it and quote that work separately or show exactly how it is included. Do not hide a first-clean charge in a recurring-price assumption.
Is this a contract template?
No. This resource organizes a business proposal and leaves agreement choices editable. It is not legally reviewed wording. Have the terms checked for the location and engagement before relying on them as a service agreement.
What if the client wants extra work?
Confirm the added task, price, timing and approval in writing before promising it. Keep the latest proposal or change record with the job so both sides can see what changed.
Keep the proposal with the job details
You can use these documents on their own. If you want to explore a software workflow, see CleanerHQ proposals and the cleaning business software guide. Check the current product features against your process; the free files above do not require a trial.
Written by
Rashdi has spent 15+ years building and managing enterprise software, and has worked with US cleaning businesses since 2006. He founded CleanerHQ.
