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Struggling to win commercial cleaning contracts? You’re not alone. Success isn’t just about offering the lowest price—it’s about presenting polished proposals, accurately costing jobs, and showing clients why your team is the best choice.
These 10 essential templates for cleaning businesses make it easy to create professional bids, track leads, respond to RFPs, and follow up effectively. Save hours of paperwork, reduce mistakes, and increase your chances of winning every contract.
Whether you’re a small janitorial company or a growing commercial cleaning business, these ready-to-use templates will help you streamline your bidding process and close more deals.
How to Use These Templates
Each template in this collection is fully customizable to fit your specific business needs. Simply:
- Download the template in your preferred format
- Replace placeholder text with your company information
- Add your logo and branding elements
- Adjust sections to match your specific services and requirements
- Save in your preferred format (Word, PDF, Excel, etc.)
These templates are designed to work together as an integrated system but can also be used individually as needed. Let's explore each template and how it can benefit your cleaning business.
1. Cleaning/Janitorial Bid Proposal Template
Impress Clients and Win Contracts
Create professional cleaning proposals that clients can review and approve quickly. Include pricing, service details, and contract terms in a clean, organized format.
Key Features
- Professional layout that highlights your strengths
- Clear service breakdown by area and frequency
- Customizable pricing for flexible options
- Staffing & equipment details to show you’ve got the right team and tools
- Quality assurance & guarantees to build trust
- Client testimonials & references to add credibility
- Next steps & signature section for easy closing
How This Template Helps Your Business
A professional proposal increases client confidence and improves your chances of winning bids.
2. Janitorial Job Costing Template
Quote Accurately and Protect Profits
Accurate job costing is critical for profitable cleaning bids. This template ensures labor, materials, and overhead are accounted for.
Key Features
- Detailed labor cost breakdown
- Supply and material cost analysis
- Equipment usage and depreciation allocation
- Overhead distribution formulas
- Profit margin analysis
- Pricing strategy comparisons
- Break-even calculations
- Sensitivity analysis for different scenarios
How This Template Helps Your Business
Maximize profitability with precise job costing. This template ensures you’re pricing accurately, identifying margin gaps, and making smarter bids. By understanding every cost component, you can spot inefficiencies and optimize your pricing strategy to improve your bottom line.
3. Commercial Cleaning Tender / RFP Response Template
Submit Complete, Winning Proposals
This template streamlines your response to RFPs and tenders, helping you present your company as the perfect fit for large contracts. It covers everything from requirements to value proposition, ensuring you stand out with clear, compelling submissions.
Key Features
- Executive summary section that highlights key selling points
- Company profile and qualifications section
- Detailed understanding of requirements demonstration
- Comprehensive service methodology description
- Staffing and management structure
- Quality assurance and performance management
- Pricing and value proposition
- Supporting documentation and references
How This Template Helps Your Business
RFP responses can be time-consuming and high-stakes. This template helps you craft compelling, well-organized responses that highlight your strengths, meet all requirements, and give you a competitive edge. It's designed to save you time while maximizing your chances of landing high-value contracts with larger organizations or government entities.
4. Cleaning Company Marketing Plan Template
Generate More Leads to Bid On
This template provides a step-by-step guide to creating a powerful marketing strategy that attracts and retains clients. It helps you define your target audience, fine-tune your messaging, and execute marketing tactics that get results.
![[Downloadable Template] CLEANING COMPANy MARKETING PLAN](https://learn.sweptworks.com/hs-fs/hubfs/%5BDownloadable%20Template%5D%20CLEANING%20COMPANy%20MARKETING%20PLAN.png?width=629&height=807&name=%5BDownloadable%20Template%5D%20CLEANING%20COMPANy%20MARKETING%20PLAN.png)
Key Features
- Market analysis and target customer identification
- Competitive positioning strategy
- Service and pricing strategy
- Brand development guidelines
- Digital marketing tactics (website, SEO, social media)
- Traditional marketing approaches (print, networking, referrals)
- Marketing budget and ROI projections
- Implementation timeline and responsibility assignment
How This Template Helps Your Business
A clear, strategic marketing plan drives commercial cleaning business growth. This template helps you create a targeted, multi-channel approach that optimizes marketing spend and maximizes lead generation. It’s designed to ensure you’re not just marketing—but marketing smartly and effectively to bring in commercial cleaning clients.
5. Commercial Cleaning Sales Lead Tracker
Stay Organized and Follow Up Fast
Stay organized and follow up with prospects effectively. Track leads and know which opportunities are ready for bidding.
Key Features
- Track commercial cleaning sales leads, including contact information and company details
- Monitor the status of each bid, proposal, or follow-up opportunity
- Set reminders for follow-ups and next steps for commercial cleaning prospects
- Record notes on client conversations, preferences, and special requirements
- Share and collaborate with your team to maintain accountability in commercial cleaning sales efforts
How This Template Helps Your Business
Keeping track of potential clients is crucial for winning more commercial cleaning contracts. This lead tracker ensures you never lose sight of a prospect, follow up consistently, and prioritize the opportunities most likely to convert. By organizing your commercial cleaning leads in one place, you improve your bid success rate, strengthen client relationships, and grow your business faster.
6. Commercial Cleaning Quote Template
Send Polished, Client-Ready Quotes
Create itemized, client-friendly cleaning quotes that clearly communicate the value of your services.
Key Features
- Detailed service and pricing sections tailored for commercial cleaning contracts
- Space for special instructions or add-on commercial cleaning services
- Professional, easy-to-read design that reflects your commercial cleaning business
How This Template Helps Your Business
Send polished, client-ready commercial cleaning quotes quickly, helping prospects understand your value and increasing your chances of winning more contracts.
7. Upsell and Cross-Sell Playbook
Boost Revenue Without Finding New Clients
Maximize revenue from existing clients by offering additional services.
Key Features:
- Step-by-step approach for upselling and cross-selling commercial cleaning services
- Scripts and prompts for client conversations specific to commercial cleaning
- Tracking sheet to monitor client responses and opportunities for additional services
How This Template Helps Your Business
Increase profitability per commercial cleaning client without acquiring new accounts, boosting revenue from existing relationships.
8. Commercial Cleaning Proposal Differentiation Matrix
Stand Out from Competitors Every Time
Show clients why your commercial cleaning business stands out from competitors.
Show clients why your commercial cleaning business stands out from competitors.
Key Features
- Side-by-side comparison of commercial cleaning services, pricing, and guarantees
- Focus on strengths and client benefits in the commercial cleaning market
- Customizable for each commercial cleaning bid or proposal
How This Template Helps Your Business
Highlight your unique value as a commercial cleaning business, helping clients see why your services are the best choice. This gives your proposals a competitive edge and increases your chances of winning contracts.
9. Commercial Cleaning Email Template
Follow Up and Close More Bids
Never miss an opportunity to stay top-of-mind with prospects. This email template is designed for commercial cleaning businesses to follow up on proposals, confirm bids, and nurture client relationships.
Key Features:
- Pre-written follow-up emails for commercial cleaning proposals and quotes
- Customizable for different client types or bid stages
- Professional tone that reflects your commercial cleaning brand
- Easy to track responses and next steps
How This Template Helps Your Business
Use this template to consistently follow up on commercial cleaning bids, increase your proposal conversion rate, and build stronger client relationships. It keeps communication professional, saves time, and helps you close more contracts.
10. Commercial Cleaning Business Plan Template
Plan for Growth and Success
Set your commercial cleaning business up for long-term success with a clear, strategic plan. This template helps you define your goals, outline services, identify your target market, and map out financial and operational strategies.
Key Features:
- Executive summary and business overview for your commercial cleaning company
- Market analysis and target customer identification
- Service, pricing, and operational strategy
- Financial projections, budgeting, and growth milestones
- Implementation timeline and responsibility assignment
How This Template Helps Your Business
A professional commercial cleaning business plan keeps your team aligned, guides decision-making, and demonstrates to investors or partners that your business is ready to grow. Planning ahead helps you operate efficiently, secure new clients, and scale your commercial cleaning services confidently.
Templates are Manual. Swept is Automatic.
Templates get you started—but Swept does the heavy lifting for you, so you can stop chasing paperwork and focus on running a profitable commercial cleaning business. With Swept, you can:
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Automate core operations like scheduling, time tracking, mobile clock in/out, payroll reporting, and cleaning instructions by location
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Streamline communication with alerts for no-shows or late arrivals, multilingual messaging in 100+ languages, and the Spanish mobile app for team updates
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Simplify support and compliance by onboarding staff with in-app guides, videos, and articles, plus live chat support when you need it
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Optimize and scale your business by tracking inspections, performance, and quality control, managing client messaging, running profitability reports, and handling supply requests, work orders, and one-time services.
Get Swept today and stop managing chaos—automate your operations, keep your team accountable, delight your clients, and grow your commercial cleaning business with confidence.
