Published by TanveloPublished October 18, 2026
Ready-written Word template · Completed PDF example · No email or signup required.
Start with useful proposal copy instead of a page of blanks. Adapt the Word document to your business and site; the PDF shows the finished result for a fictional office. Neither download collects or saves details on this website.
What belongs in a commercial cleaning proposal
A useful proposal connects the exact service property to the work you are offering. Identify the customer and site, list the included tasks and service frequency, separate periodic or optional work, and show the customer price in one currency. Record responsibilities and unresolved questions so assumptions are visible before anyone schedules the work.
The proposal is the customer-facing summary. Keep loaded wages, internal overhead calculations and target margin in your own estimate unless you deliberately choose to share them. Use the bid calculator for those internal pricing assumptions.
Use this structure for office or janitorial cleaning, then customize the scope for each property.
A completed commercial cleaning proposal
This is the finished example included in the PDF. The Word template starts with the same wording and sample details, with essential values highlighted for editing. Read it here before downloading.
Fictional example for reference
Commercial cleaning proposal
Example Cleaning Co. and Northfield Office Centre are fictional. The scope and CAD prices illustrate one proposal, not a market rate or universal cleaning standard.
- Prepared by
- Example Cleaning Co. Proposal enquiries: hello@example.com
- Prepared for
- Northfield Office Centre Attention: Office Manager
- Service property
- Northfield Office Centre Reception, offices, two washrooms and one breakroom
- Proposal reference
- NOC-2026-11
- Prepared date
- October 20, 2026
- Pricing valid until
- October 30, 2026
Thank you for the opportunity to care for your office. We propose the routine cleaning below to keep your reception, shared work areas and facilities ready for the next working day. This proposal sets out the included work, the planned visits and the price for the quoted period.
Service schedule
Quoted period: November 1 to 30, 2026
Service window: Tuesday, Thursday and Saturday, 6:00 to 9:00 p.m. site local time
First visit: Tuesday, November 3, 2026, subject to confirmation
Planned visit dates: November 3, 5, 7, 10, 12, 14, 17, 19, 21, 24, 26 and 28.
The quote covers the visits listed above. The service window sets when we can access the site; it does not determine billable crew time. We will agree any access or holiday changes before adjusting the schedule or price.
Included cleaning scope
The routine price covers the areas and tasks in this table. Work is limited to agreed, accessible areas; staff papers, personal items and equipment stay in place.
| Area | Included tasks | Frequency | Scope limits |
|---|---|---|---|
| Reception and offices | Vacuum accessible carpet and mats. Sweep and damp mop accessible hard floors. Wipe cleared desks, counters, door handles and light switches with surface-appropriate products. | Every visit | Cleared surfaces only. No moving furniture or handling papers, screens or personal items. |
| Washrooms | Clean toilets, basins, taps, counters and mirrors. Wipe handles and switches, mop floors, empty bins and replenish the agreed dispensers from site stock. | Every visit | Routine appearance cleaning only. Report leaks, damage or empty consumable stock. |
| Breakroom areas | Wipe cleared counters, the sink, tables and appliance exteriors. Vacuum or sweep and damp mop the accessible floor. | Every visit | Dishes, food disposal and appliance interiors are not included. |
| Waste and recycling | Empty the agreed desk-side and shared bins, replace liners as needed and take bagged waste and sorted recycling to the designated onsite collection point. | Every visit | Use the site's waste streams. No offsite hauling, sharps or hazardous waste. |
| Entrance glass | Remove fingerprints and visible marks from the agreed interior entrance-door glass and adjacent internal glass panels within normal reach. | Last visit each week | Included on the last scheduled visit each week in the quoted period. No exterior, high-access or post-event glass work. |
How the service will run
Products and equipment. We supply routine cleaning products, cloths, mops and vacuum equipment suited to the agreed surfaces. The site provides water, electricity and an agreed secure storage space.
Consumables. The site supplies toilet paper, hand soap, paper towels and bin liners. We replenish the agreed dispensers from this stock and report low stock; purchasing these items is not included.
Access and completion. The site's designated contact coordinates access and areas unavailable on a visit. Credentials are shared through a separate secure process, not this proposal. We record the visit checklist and any access limits or issues. Photos are taken only where the site has agreed permission.
Questions and corrections. Please send service questions to our proposal contact with the area and visit date. We will review the concern and agree the appropriate follow-up. Requests outside this scope receive a separate quote before additional work is scheduled.
Work outside this price
Floor stripping or refinishing, carpet extraction, exterior or high-access windows, post-construction or post-event cleaning, appliance interiors, dishwashing and hazardous or specialist cleaning are excluded. Moving heavy furniture and servicing locked or inaccessible rooms are also outside the routine scope.
Quarterly floor refinishing is not part of this quote. We can review the floor condition and provide a separate scope, schedule and price if requested. An interior-glass cleanup after an event would also need a separate quote and approval; neither is included in the quoted routine subtotal.
Price for the quoted period
| Item | Quoted basis |
|---|---|
| Routine cleaning per visit | CAD 160 |
| Planned visits in the quoted period | 12 |
| Routine subtotal before tax | CAD 1,920 |
| Optional or periodic work | Not included; quoted separately |
All amounts are in Canadian dollars. Tax is excluded from this illustration. We will confirm applicable tax and the final customer total before approval; this example does not assume a tax rate or registration status.
We propose invoicing at the end of the quoted period for the agreed visits, with any approved changes listed separately. Payment timing and other commercial terms will be confirmed in the service agreement before work begins.
Next steps
Please reply to our proposal contact with your preferred start date and any scope questions. We will confirm access, the visit schedule, applicable tax and the final total with you, then provide the service agreement for review before scheduling the first visit.
This proposal summarizes the offered work and price. The separate service agreement records the final commercial terms and approval.
How the fictional example is priced
Fictional Northfield Office Centre has 12 Tuesday, Thursday and Saturday visits in November 2026. The illustration is 12 × CAD 160 = CAD 1,920 before tax. Saturday entrance-glass work is included on four of those visits. Quarterly floor refinishing and post-event glass cleanup are not included and would require separate quotes.
These are illustrative assumptions, not market prices, cleaning-time standards or an actual customer result. Three visits a week does not mean every month contains the same number of visits. Count the actual dates in your quoted period, confirm tax treatment and show the final total before approval.
Confirm the service areas with the commercial cleaning walkthrough checklist and review the final quote using the commercial cleaning bidding guide.
Customize five things in the Word template
The paragraphs and native Word tables are already written and remain editable. Yellow highlights mark sample business and site values, dates, schedule and pricing. Review the site-specific scope wording too; it is useful starting copy, not an instruction to offer every service.
- Your business and contact. Replace Example Cleaning Co. and hello@example.com in Proposal details. Update the reference, prepared date and quote-validity date.
- Customer and site. Replace Northfield Office Centre, the responsible role and the listed service areas. Keep private access credentials out of the document.
- Schedule and quoted period. Set the actual start date, service days and local-time access window. Count the visits in your quoted period and update the listed dates.
- Price and tax. Set your currency and visit price, recalculate the subtotal and specify applicable tax and the final total. Confirm billing and payment timing through your approved terms.
- Site-specific scope. Keep the useful task wording, but adjust areas, frequencies, access limits, consumable responsibilities and exclusions to the walkthrough. Quote later extras separately.
Before sending, remove the fictional-example label and its explanatory note, clear the yellow highlighting, and check that no example names, email addresses or prices remain. Keep your own approved service terms separate. The PDF is a reference example, not a file you need to edit.
After the customer approves
Carry the agreed scope, service frequency and proof requirements into the scheduled work. Keep later changes separate so a new request does not rewrite the original agreement. See the accepted-bid work-order example for the connected workflow.
Preparing your first recurring customer? Follow the guide to organising your first commercial cleaning contract.
The free Word template is a standalone document. Downloading or completing it does not import a proposal into Tanvelo.
After a visit, use the commercial cleaning inspection checklist to review the agreed work and record any follow-up.
Questions and answers
Is the template free?
Yes. The Word document and PDF can be downloaded without entering an email or creating an account.
Can I edit it?
Yes. The Word document contains editable paragraphs and tables with ready-written scope and proposal copy. Replace the essential sample details and adjust the scope to your site. The PDF is a completed fictional example for reference, not a blank form or an editing task.
How should recurring pricing be shown?
State the price basis, service pattern and actual number of planned visits for the quoted period. Keep one-time and periodic services separate.
Is this a finished service agreement?
It organizes proposed scope, schedule and pricing. The cleaning business must supply the commercial terms and approval process appropriate to its work; the template is not a complete jurisdiction-specific service agreement.
Does this create a Tanvelo estimate?
No. It is a standalone template. The product link explains the workflow after work has been approved.