Choosing a commercial cleaning service may seem simple—until you’re staring at five proposals that all look different. Some are too vague, some too cheap to trust, and some filled with jargon that doesn’t clearly answer your questions.
If you’re an office manager or property manager, understanding how to evaluate a cleaning proposal is crucial. A bad decision doesn’t just lead to a dusty office—it can lead to employee complaints, tenant dissatisfaction, and even long-term maintenance issues.
At Sano Office Care, we believe a great proposal should answer more questions than it raises. Here’s a quick guide to what you should look for:
1. Clear Scope of Work
The proposal should list exactly what services are included—and how often. For example:
- Daily tasks: Trash removal, restroom cleaning, high-touch disinfection
- Weekly tasks: Floor mopping, glass door cleaning
- Monthly or quarterly tasks: Deep carpet cleaning, vent dusting🚩 Red flag: Vague language like “clean as needed” without frequency or detail.
2. Office-Specific Customization
Offices have different cleaning needs than schools, restaurants, or warehouses. Look for a proposal that shows an understanding of:
- Open workspaces vs. private offices
- Conference room sanitization
- Kitchen/break room upkeep
- Wellness-focused touches (e.g., scent-free cleaning, air quality consideration)✅ Bonus: Companies that ask about your office layout and usage patterns during the walk-through.
3. Transparent Pricing
Good proposals clearly break down:
- Labor costs
- Supplies and equipment
- Optional add-ons (e.g., carpet extraction, window washing)Make sure it’s clear whether pricing is per service, per visit, or monthly flat rate.
🚩 Red flag: No mention of supplies (are they included or billed separately?).
4. Proof of Insurance and Certifications
Any reputable company will include:
- General liability and workers’ comp insurance certificates
- Relevant certifications (e.g., LEED, Green Seal, WELL)This protects your business and shows professionalism.
5. Staffing and Training Info
Ask: Who will actually be cleaning your space? Look for mention of:
- Background-checked employees
- English/Spanish-speaking supervisors (if relevant)
- Onboarding and training process
- Backup plans for call-outs or emergencies
6. Communication Protocols
How will issues be reported and resolved? A strong cleaning partner will:
- Offer a designated point of contact
- Provide regular check-ins or inspections
- Use a digital log or app for communication (even better!)
7. References or Case Studies
If the proposal doesn’t mention past clients or success stories, ask for them. Ideally, they’ll have experience with offices similar to yours in size and scope.
Final Thought: Don’t Just Pick the Lowest Bid
Cheaper often means:
- Underpaid staff (which leads to high turnover and low-quality service)
- Low-quality supplies
- Inconsistent resultsInstead, choose a partner that shows thoughtfulness, transparency, and real office-cleaning expertise.
Call to Action
Need help reviewing a proposal you’ve received—or want a better one?
📞 Let’s talk. At Sano Office Care, we specialize in cleaning large offices and small office buildings across the Greater NYC Area with a wellness- and sustainability-focused approach.