A well-crafted cleaning service quote lays the groundwork for winning new clients and building trust in your cleaning business. Too many cleaning companies lose potential customers just because their quotes are missing key details or look a bit unprofessional.
A complete cleaning service quote should include essential business info, a detailed scope of work, a clear pricing breakdown, materials provided, service frequency, and specific terms and conditions.
Creating a comprehensive quote means more than just listing prices. Clients want to know what services they’ll get, how often you’ll clean, and what supplies you’ll bring.
They also need clear info about payment terms, cancellation policies, and when the quote expires.
Key Takeaways
- Professional cleaning quotes need detailed business info, scope of work, and clear pricing to build trust.
- Complete quotes should specify materials provided, service frequency, and important terms and conditions.
- Well-structured quotes with expiration dates and acceptance procedures really do help boost client conversion rates.
Essential Business Details
Professional business details set the stage for any cleaning service quote and show clients you mean business. These elements identify your company and make future communication easier.
Company Name and Address
The company name should go right at the top of every quote. It’s about immediate brand recognition and showing you’re legit.
Include your full legal business name. Toss in “LLC” or “Inc.” if that applies.
Follow up with your complete business address:
- Street address
- City and state
- ZIP code
Physical addresses help build trust. Clients want to know you’re not just a voice on the phone.
Some cleaning companies add their business license number, too. It’s a nice touch that shows you’re registered and following the rules.
Company Logo and Branding
A company logo makes quotes look sharp and memorable. Put the logo near the company name at the top.
Keep it crisp—no blurry or stretched logos, please.
Stick with colors and fonts that match your brand. It’s about looking polished, not overdone.
A lot of cleaning businesses use their brand colors throughout the quote—headers, borders, little accents.
Don’t crowd the page with too many design elements. Simple and clean wins every time.
Your logo and branding should match your other business stuff—cards, uniforms, vehicle signage.
Contact Information
Complete contact information gives clients several ways to reach you. Don’t make them hunt for it.
Include:
- Primary phone number
- Email address
- Website URL (if you’ve got one)
- Mobile number for urgent stuff
List the main contact’s name and title. That personal touch goes a long way.
Some cleaning businesses add their hours of operation. Clients like knowing when they can call.
If you’re active on social media, add those handles—but only if you actually check them.
Double-check that all contact info is up to date. Old numbers or dead emails? Big red flag.
Quote Number and Issue Date
Every quote number should be unique so you can find it later. Pick a numbering system that works for you.
Some ideas:
- Sequential numbers: 001, 002, 003
- Date-based: 2025-001, 2025-002
- Client initials plus number: JS-001, MD-002
Add the issue date so everyone knows when you created the quote.
Show the quote expiration date clearly. Most quotes stay valid for 15 to 30 days.
Keep track of quote numbers in a system—spreadsheets work if you’re small, software if you’re growing.
The quote number matters if the client accepts. It becomes your reference for contracts and invoices.
Client and Site Information
Getting accurate client details and property info sets the stage for a professional quote. You’ll price more accurately and avoid headaches later.
Client Name and Contact
Add the full name of your main contact and all their details—phone, email, mailing address. For commercial jobs, include the company name.
What to gather:
- Decision maker’s full name
- Primary phone number
- Email address
- Mailing address
- Company name (if applicable)
- Preferred contact method
If they give you a secondary contact, add it. It helps avoid delays if the main contact’s out.
Some cleaning companies ask for preferred communication times. It’s a nice touch and shows you care about their schedule.
Service Location
Write down the exact address where you’ll clean. Sometimes that’s different from the billing address, especially with commercial jobs.
Include:
- Street address
- Suite or unit numbers
- Building name (if there is one)
- Access codes or special entry instructions
- Parking info for your crew
For commercial properties, jot down floor numbers and specific areas you’ll clean. Not every office wants the whole building done.
Add any security requirements or building rules. Some buildings have tight access policies that can impact your schedule or crew size.
Note the distance from your base. It’ll help you figure out travel time and costs.
Property Type and Size
Identify if you’re dealing with residential or commercial cleaning. The approach, gear, and pricing all change.
Property types:
- Single-family home
- Apartment or condo
- Office building
- Retail space
- Medical facility
- Industrial space
If you can, get the total square footage. It’s the best way to price accurately.
If you can’t get square footage, count rooms and estimate sizes.
List any special features—high ceilings, lots of windows, delicate surfaces. These can add time.
Note areas that are off-limits or need special handling. Some clients clean certain rooms themselves or have sensitive equipment.
Scope of Work and Checklist
The scope of work lays out exactly what you’ll do and when. A detailed checklist keeps everyone on the same page and avoids mix-ups.
Service Description Overview
A clear service description tells clients what kind of cleaning they’ll get. Is it basic maintenance, deep cleaning, or something specialized?
Basic cleaning covers dusting, vacuuming, mopping, and general sanitizing. Deep cleaning digs into baseboards, light fixtures, and appliances. Commercial cleaning might mean offices, retail, or industrial spaces.
Include:
- Type of cleaning service
- Areas covered
- Equipment and supplies provided
- Any special requirements or restrictions
If you offer eco-friendly options, say so. A lot of clients look for green cleaning.
Mention any areas you don’t cover—like exterior windows above ground level, inside ovens, or hazardous materials.
Frequency of Cleaning
The cleaning frequency really shapes pricing and expectations. Clients need to know how often you’ll show up.
Common options:
- Weekly
- Bi-weekly
- Monthly
- One-time deep clean
- Seasonal
Weekly cleanings usually focus on maintenance—dusting, vacuuming, light sanitizing. Monthly visits might include deeper tasks since more time passes between.
The frequency changes what you can do each visit. More frequent means lighter work; less frequent usually means more effort each time.
Seasonal services might cover things like window washing, deep carpet cleaning, or outdoor areas.
Detailed Task List
A solid task list spells out what gets done each visit. This way, nothing slips through the cracks.
Sample residential tasks:
- Dust all surfaces and furniture
- Vacuum carpets and rugs
- Mop hard floors
- Clean and sanitize bathrooms
- Wipe down kitchen surfaces
- Empty trash bins
- Make beds
Commercial cleaning tasks:
- Vacuum office carpets
- Clean and sanitize restrooms
- Empty waste baskets
- Dust desks and equipment
- Clean break room appliances
- Sanitize high-touch surfaces
List the supplies and equipment you bring—vacuums, mops, cleaning products, sanitizers.
Some tasks only happen during certain visits. Deep cleans might include baseboards, inside fridges, or windows.
Specialty Services Offered
Specialty services go beyond the usual and often come with extra costs. List these with separate pricing if needed.
Examples:
- Interior window washing
- Carpet deep cleaning
- Upholstery cleaning
- Refrigerator cleaning
- Oven cleaning
- Garage cleaning
If a client wants only eco-friendly products, mention if that costs more.
Post-construction cleaning needs special gear and skills. It’s about removing dust, debris, and residue regular cleaning can’t handle.
Move-in or move-out cleans are intensive and usually cost more.
Pricing options:
- Flat rate for specialty services
- Hourly add-ons
- Packages that bundle services
- Seasonal pricing
Describe each specialty service and how much extra time it’ll take.
Materials and Supplies Provided
Spell out what materials and supplies you provide. Clients want to know exactly what they’re paying for.
Products Used
List all the cleaning products your team brings. If you use certain brands, say so—it shows you use quality stuff.
Basics:
- All-purpose cleaners
- Glass cleaners
- Floor cleaners
- Bathroom sanitizers
- Kitchen degreasers
Equipment:
- Vacuum cleaners
- Mops and buckets
- Microfiber cloths
- Scrub brushes
- Trash bags
Some clients want specific product names. Others are fine with general categories. Ask what they prefer.
Professional-grade products usually work better than store brands. Point that out if you charge a bit more.
Client-Supplied Items
Some clients want you to use their products. Others have special items they insist on.
Common client-supplied materials:
- Specialty wood cleaners
- Fabric-specific products
- Favorite brands
- Products for sensitive surfaces
Think about:
- Training time for unfamiliar products
- Liability if something gets damaged
- Time spent finding supplies in their home or office
- What you’ll do if they run out
Let clients know if you charge extra for using their products. Many cleaning companies do, since it can take more time.
Be clear about what happens if their supplies run out mid-clean. Will you finish with your products or reschedule? It’s best to spell that out.
Eco-Friendly Options
More clients these days want eco-friendly cleaning products. Make sure your quote spells out your green cleaning options and any price differences.
Eco-friendly products your cleaning service might offer:
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Plant-based all-purpose cleaners
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Biodegradable floor cleaners
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Non-toxic bathroom products
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Vinegar-based glass cleaners
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Essential oil air fresheners
Green cleaning usually costs a bit more than traditional products. Highlight the benefits to help clients understand any higher prices:
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Safer for kids and pets
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Better indoor air quality
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Reduced environmental impact
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Less chemical residue on surfaces
Some cleaning services focus only on eco-friendly cleaning. Others just offer it as an upgrade.
Be upfront about what makes your products “green.” Don’t just say “natural”—explain what’s inside. People appreciate specifics about ingredients and certifications.
Pricing Breakdown and Cost Details
A solid pricing breakdown helps clients see what they’re paying for. It keeps things clear and makes it more likely they’ll accept your quote.
Itemized Services and Rates
Every cleaning quote should list each service with its own price. This kind of transparency shows clients what they get for their money.
Break up services by room or type of task. For example:
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Kitchen cleaning: $25
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Bathroom sanitization: $20
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Living room dusting and vacuuming: $15
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Bedroom cleaning: $12
Include hourly rates if needed. Some folks want to know the time commitment along with flat fees.
Commercial cleaning quotes need extra detail. List services like:
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Restroom cleaning and restocking
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Trash removal and recycling
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Floor mopping and vacuuming
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Window cleaning (interior/exterior)
Add optional services as separate line items. Carpet cleaning, oven cleaning, or fridge deep cleans should be listed so clients can pick what fits their budget.
Use a cleaning quote template so every quote looks professional. Templates keep your formatting consistent.
Taxes, Discounts, and Additional Fees
Show all taxes that apply to the service. Different areas have their own tax rates, so list the exact percentage and amount.
List any extra fees right up front:
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Travel fees for faraway jobs
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Supply fees if you don’t include materials
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Weekend or holiday surcharges
Display discounts clearly when you offer them. Common ones include:
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First-time customer discounts (10-20%)
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Long-term contract savings
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Multiple service bundle deals
Show the original price, the discount, and the final price. That way, clients see their savings.
Be open about extra charges. If a property needs more work than expected, explain how you’ll handle those fees. Some companies charge extra for things like heavy pet hair or really dirty spaces.
Total Estimated Cost
Make the total cost big and bold. Clients should spot this number right away.
Include subtotals that add up to the final amount:
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Services subtotal: $150
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Supplies fee: $10
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Tax (8%): $12.80
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Total: $172.80
Say whether the quote is firm or just an estimate. Some cleaning quotes are exact, others might change depending on what you find on-site.
Break down recurring costs. If someone books weekly, show:
- Per visit cost: $120
- Monthly total (4 visits): $480
Stick with your local currency symbol throughout. Whether it’s USD, AUD, or something else, keep it consistent.
Currency and Payment Units
State the currency clearly at the top of the pricing section. Don’t assume clients know which currency you use, especially if they’re international.
For AUD, write “All prices in Australian Dollars (AUD)” near the pricing breakdown. That way, there’s no mix-up.
Offer payment frequency options. Some clients want to pay per visit, others like monthly billing. Give both if you can:
- Per cleaning: $85 AUD
- Monthly (4 cleanings): $320 AUD
Show different prices for various service frequencies:
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Weekly: $80 per visit
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Bi-weekly: $95 per visit
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Monthly: $120 per visit
Include minimum charge details. Most cleaning companies have a minimum fee, no matter the home size or services.
Terms, Conditions, and Policies
Terms and conditions protect both you and the client by setting rules for payment, service quality, insurance, and cancellations. Clear policies build trust and help avoid headaches later.
Payment Terms
Payment terms tell clients when and how to pay. Most cleaning companies want payment within 30 days of finishing the job.
Common payment schedules:
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Payment due upon completion
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Net 15 or Net 30 invoicing
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Weekly or monthly billing
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Upfront payment for first-timers
List all accepted payment methods in the quote. That could be cash, check, credit cards, or online options like PayPal or Venmo.
Late payment fees need clear mention. Many companies charge 1.5% per month on overdue balances. Some add a flat fee of $25-50 after 30 days.
Cover returned check fees, too. Most companies charge $35-50 for bounced payments plus any extra bank charges.
Service Guarantees
Service guarantees tell clients what happens if they’re not happy with the cleaning. A strong guarantee builds trust and shows you stand by your work.
Typical guarantee policies:
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24-48 hour callback for complaints
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Free return visit to fix missed spots
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Partial or full refund for bad work
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Replacement of damaged items (with limits)
The guarantee should have time limits. Most companies only honor complaints made within 24-48 hours of the cleaning.
List any exclusions in the quote. Common ones: pre-existing damage, normal wear and tear, or items moved without permission.
Insurance Coverage
Insurance coverage protects everyone if there’s an accident or damage. Pros should carry liability and bonding insurance.
Required insurance types:
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General liability ($1-2 million minimum)
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Workers’ comp for employees
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Bonding for theft protection
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Property damage coverage
The quote should list the insurance company and policy numbers. Some clients want to see a certificate before work starts.
Clients need to know what’s covered and what’s not. Most policies cover accidents but not intentional damage or normal wear.
Report insurance claims within 24-48 hours. The quote should explain how to file a claim and who handles it.
Cancellation and Expiration Policies
Cancellation policies save you from last-minute changes that waste time or money. Clear rules prevent confusion and lost income.
Standard cancellation terms:
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24-48 hour notice required
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Same-day cancellation fees (50-100% of service cost)
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Rescheduling allowed within reason
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Emergency exceptions for illness or family crisis
Quote expiration dates keep old prices from causing problems. Most quotes expire after 30-60 days to protect you from rising costs.
For recurring services, require 30 days’ written notice to stop regular cleanings.
Weather cancellations need special rules. Many companies waive fees for severe weather but want 2-4 hours’ notice when possible.
Authorization and Acceptance
A cleaning service quote becomes binding when both sides sign off. Clear signature requirements and contact info make the quote a real contract that protects everyone.
Client Signature and Date
The client needs to sign—physically or digitally—and date the quote. This creates legal proof they agreed to your terms and pricing.
Signature section should include:
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Full legal name printed
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Actual signature (handwritten or digital)
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Date signed
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Title or position if it’s for a business
Put the signature area at the bottom with clear instructions. Many companies add a checkbox: “I agree to the terms and conditions above.”
Digital signatures work just as well as handwritten ones. The important thing is being able to trace the signature to the right person.
Leave enough white space for signatures. Cramped spaces look unprofessional and might make people hesitate.
Provider Signature and Contact
The cleaning provider also signs the quote to make it official. This shows the company will deliver the services as described at the agreed price.
Provider signature section should include:
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Company rep’s printed name
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Signature of the authorized person
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Job title (owner, manager, sales rep)
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Main phone number for coordination
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Email for communication
The provider signature validates the quote and gives clients a specific contact. This builds trust and shows you stand behind your proposal.
Add backup contact info in case the main contact isn’t available. List office hours or response times to manage expectations.
Some companies add a small company seal or stamp next to the signature. It’s a nice touch that makes things feel more official.
Frequently Asked Questions
A professional cleaning service quote needs certain pieces to keep communication clear and avoid misunderstandings. These include work descriptions, scheduling, materials, transparent pricing, protective terms, and deadlines.
What components should be detailed in the scope of work for a cleaning service quote?
List every room and area to be cleaned—bedrooms, bathrooms, kitchen, living areas, hallways, and extras like basements or garages.
Each area should have specific tasks. For bathrooms, that’s toilet cleaning, shower scrubbing, mirror wiping, and floor mopping. Kitchens need appliance cleaning, counter sanitizing, and sink scrubbing.
Special services need their own mention. Deep cleaning, window washing, carpet cleaning, or organizing services should be listed separately.
Say what’s not included. If you don’t do dishes, laundry, or organizing personal belongings, make that clear.
How frequently should the cleaning services be scheduled, and how do I reflect this in the quote?
Service frequency depends on what the client wants and how big the property is. Options are weekly, bi-weekly, monthly, or just one-time sessions.
Spell out the exact schedule. For example: “Weekly cleaning every Tuesday at 10 AM.”
Different frequencies change the price. Weekly visits usually cost less per cleaning than monthly ones, since there’s less buildup.
Mention seasonal adjustments if they come up. Some clients want more frequent cleaning at certain times of year.
What information about the materials and equipment provided by the cleaning service needs to be included in the quote?
Say who brings the cleaning supplies. Most pros bring their own stuff to guarantee quality.
List product types. If you use eco-friendly, hypoallergenic, or standard products, make it clear.
Mention equipment. Vacuums, mops, microfiber cloths, and special tools show your level of professionalism.
If clients want to use their own products or have brand preferences, note that too.
How should a pricing breakdown be structured to ensure clarity and transparency in a cleaning service quote?
Start with base service pricing. This covers standard cleaning for the chosen areas and frequency.
List extra services as separate line items. Window cleaning, fridge interiors, or ovens should each have their own price.
Explain labor costs. Say if you charge hourly, flat-rate, or per-square-foot.
Itemize travel fees and taxes. Distance charges, fuel fees, and sales tax should all be clear to avoid surprises.
What terms and conditions are essential to define in a cleaning service quote to prevent misunderstandings?
Be specific about payment terms. List accepted payment methods, due dates, and any late or early payment penalties.
Cancellation policies matter. Spell out notice requirements, rescheduling fees, and how you handle weather cancellations.
Liability and insurance info builds trust. Explain coverage for damages, theft, and bonding status.
Access requirements need clarity. Say how you’ll handle keys, security codes, pets, and preferred ways to enter the property.
Why is it important to include an expiration date on a cleaning service quote, and how is it determined?
Expiration dates push clients to decide faster. They cut down on endless quote shopping and help everyone keep things moving.
Both sides get some pricing protection. Labor costs and supply prices can jump around, so time-limited quotes help everyone budget with fewer surprises.
Most quotes expire after 30 to 90 days. The right window depends on things like seasonal demand, how much competition is out there, and how complex the job is.
Market conditions play a big role too. If it’s a busy season, you might want a shorter expiration date. In slower months, you can give clients more time.
