A quote is only as sound as the site information behind it. Before giving a price for office cleaning, walk the premises with the client and write down what is included, how often it is required and how the work will be checked.
What to inspect
- Approximate floor area and floor types.
- Number of offices, meeting rooms, kitchens and washrooms.
- Daily occupancy, operating hours and peak periods.
- Access, security sign-in, storage space, water points and power.
- Waste streams, collection points and who supplies liners or consumables.
- Any specialist surfaces, sensitive equipment or restricted areas.
Turn observations into a scope
Separate daily, weekly and periodic tasks. State who supplies chemicals, tools, washroom consumables and waste bags. Define whether window exteriors, carpet extraction, high-level dusting and emergency call-outs are included or separately priced. Note assumptions such as the number of staff on site and access to water.
Build the price
Estimate the time needed by task and shift, then include wages, supervision, transport, consumables, equipment wear, administration and a reasonable contingency. Validate the labour plan against the site’s access window. Avoid pricing solely by floor area when washroom use, occupancy or task frequency differs significantly.
Make the quote easy to evaluate
Provide a scope table, schedule, staffing and supervision plan, supply responsibilities, quality checks, price and payment terms, exclusions, quote validity period and a clear process for scope changes. Invite the client to confirm the site notes before signing.
Practical rule: if two people could interpret the scope differently, clarify it before the contract starts.
