When you're looking to hire a professional cleaning service, receiving a clear and comprehensive quotation is crucial. This article will guide you through the essential components of a Sample Quotation Letter for Cleaning Services, helping you understand what to expect and what to look for. A well-crafted quotation not only details the cost but also outlines the scope of work, setting clear expectations for both parties.
Understanding the Sample Quotation Letter for Cleaning Services
A Sample Quotation Letter for Cleaning Services is more than just a price list; it's a formal document that acts as a preliminary agreement. The importance of having a detailed quotation cannot be overstated, as it prevents misunderstandings and ensures you receive the exact services you require. It outlines the specific cleaning tasks to be performed, the frequency of service, and any special instructions. This transparency is key to a successful client-service provider relationship.
Typically, a Sample Quotation Letter for Cleaning Services will include:
- Client's contact information
- Service provider's contact information
- Date of quotation
- Scope of services (what will be cleaned)
- Frequency of cleaning (daily, weekly, bi-weekly, monthly)
- Specific tasks included in each cleaning session
- Any additional services offered
- Pricing details (hourly rate, per-service fee, or package price)
- Payment terms and schedule
- Validity period of the quotation
- Terms and conditions
For a more in-depth breakdown, consider this table summarizing common inclusions:
| Section | Description |
|---|---|
| Scope of Work | Detailed list of areas and tasks covered. |
| Pricing | Breakdown of costs or a total project price. |
| Schedule | Proposed dates and times for cleaning. |
| Exclusions | Services not included in the quote. |
Sample Quotation Letter for Cleaning Services: Standard Office Cleaning
Dear [Client Name],
Thank you for your interest in our professional cleaning services for your office located at [Office Address]. We are pleased to provide you with a detailed quotation for standard office cleaning.
Scope of Services:
- Dusting of all surfaces, desks, shelves, and office equipment.
- Vacuuming and mopping of all floor areas.
- Cleaning and sanitizing of restrooms, including toilets, sinks, and mirrors.
- Wiping down kitchen surfaces and appliances.
- Emptying and relining of all waste bins.
- Glass cleaning of interior doors and partitions.
Frequency: Weekly (every Friday)
Pricing:
- Weekly Cleaning Fee: $[Amount]
- Initial Deep Clean (one-time): $[Amount] (Optional)
Payment Terms: Invoices are issued bi-weekly and are due within 7 days of receipt.
Quotation Validity: 30 days.
We are confident that our services will provide a clean and healthy work environment for your team. Please let us know if you have any questions or would like to discuss customization options.
Sincerely,
[Your Name/Company Name]
Sample Quotation Letter for Cleaning Services: Residential Deep Cleaning
Dear [Client Name],
We are delighted to present this Sample Quotation Letter for Cleaning Services for your residence at [Home Address], focusing on a thorough deep clean to refresh your living space.
Scope of Services:
- Detailed dusting of all accessible surfaces, including ceiling fans and light fixtures.
- Cleaning of all windows and window sills.
- Scrubbing and sanitizing of bathrooms, including grout and tile.
- Deep cleaning of kitchen appliances, inside and out, including oven and refrigerator.
- Wiping down all kitchen cabinets and drawers.
- Cleaning of baseboards and trim throughout the home.
- Vacuuming all carpets and upholstery.
- Mopping all hard floors with appropriate cleaning solutions.
Service Duration: Approximately [Number] hours.
Pricing:
- One-time Deep Cleaning Fee: $[Amount]
Payment Terms: 50% deposit required upon booking, with the remaining balance due upon completion of service.
Quotation Validity: 15 days.
We aim to make your home sparkle and feel brand new. Should you wish to proceed or require any adjustments, please do not hesitate to contact us.
Best regards,
[Your Name/Company Name]
Sample Quotation Letter for Cleaning Services: Post-Construction Cleaning
Dear [Client Name],
This Sample Quotation Letter for Cleaning Services is for a comprehensive post-construction clean for your property at [Property Address]. We understand the unique demands of this type of cleaning and are equipped to handle the dust and debris left after construction or renovation.
Scope of Services:
- Removal of all construction dust, debris, and residue from all surfaces.
- Washing of all windows, frames, and sills to remove paint and adhesive.
- Deep cleaning of floors, including scrubbing and polishing of hard surfaces.
- Thorough cleaning of all fixtures, including light fittings, plumbing, and appliances.
- Wiping down of all walls and ceilings to remove dust marks.
- Cleaning of all cabinets, countertops, and backsplashes.
- Sanitizing of all restrooms and kitchens.
Estimated Time: [Number] hours (subject to site conditions).
Pricing:
- Post-Construction Cleaning Fee: $[Amount]
Payment Terms: 30% deposit upon acceptance, 40% upon commencement, and 30% upon final inspection.
Quotation Validity: 15 days.
We are committed to delivering a pristine environment, ready for occupancy. Please review this proposal and let us know of any questions or specific requirements.
Sincerely,
[Your Name/Company Name]
Sample Quotation Letter for Cleaning Services: Recurring Move-Out Cleaning
Dear [Client Name],
This Sample Quotation Letter for Cleaning Services outlines our offer for recurring move-out cleaning services for your rental properties. We aim to ensure your properties are left in excellent condition for new tenants.
Scope of Services (Standard Move-Out Clean):
- Thorough dusting of all surfaces, including baseboards, windowsills, and light fixtures.
- Cleaning of all windows (interior) and sliding glass doors.
- Scrubbing and sanitizing of bathrooms, including tubs, showers, toilets, and sinks.
- Cleaning of kitchen appliances (refrigerator, oven, dishwasher, microwave) inside and out.
- Wiping down kitchen cabinets and countertops.
- Vacuuming carpets and mopping all hard floors.
- Emptying all waste bins.
Frequency: As required for each move-out.
Pricing Structure:
| Property Size | Standard Move-Out Clean Fee |
|---|---|
| 1 Bedroom Unit | $[Amount] |
| 2 Bedroom Unit | $[Amount] |
| 3+ Bedroom Unit | $[Amount] (Custom Quote) |
Payment Terms: Invoices are issued upon completion of each cleaning and are due within 10 days.
Quotation Validity: 60 days.
We are dedicated to providing efficient and high-quality cleaning to minimize vacancy periods. We look forward to the opportunity to serve you.
Best regards,
[Your Name/Company Name]
Sample Quotation Letter for Cleaning Services: Window Cleaning for Commercial Buildings
Dear [Client Name],
We are pleased to submit this Sample Quotation Letter for Cleaning Services for the exterior window cleaning of your commercial building at [Building Address]. Maintaining clean windows significantly enhances your business's professional image.
Scope of Services:
- Professional cleaning of all exterior windows using water-fed pole systems and purified water for a streak-free finish.
- Cleaning of window frames and sills.
- Cleaning of accessible glass doors.
- Removal of common environmental stains (e.g., dirt, dust, light grime).
Frequency: Quarterly (every 3 months)
Pricing:
- Quarterly Exterior Window Cleaning Fee: $[Amount]
- Additional services such as interior window cleaning or specialized treatments can be quoted separately.
Payment Terms: Invoices are issued after service completion and are payable within 15 days.
Quotation Validity: 45 days.
Our team is experienced in safely and effectively cleaning commercial buildings of all sizes. We are happy to discuss any specific concerns or schedule adjustments you may have.
Sincerely,
[Your Name/Company Name]
Sample Quotation Letter for Cleaning Services: Specialized Carpet Cleaning
Dear [Client Name],
This Sample Quotation Letter for Cleaning Services is for specialized carpet cleaning services at your location, [Location Address]. We offer targeted solutions for various carpet cleaning needs.
Scope of Services (Standard Steam Cleaning):
- Pre-treatment of high-traffic areas and spots.
- Hot water extraction (steam cleaning) for deep cleaning of carpet fibers.
- Rinsing and deodorizing.
- Grooming of carpet pile for a uniform appearance.
Areas to be Cleaned: [List specific areas, e.g., Main office floor, Reception area]
Pricing:
- Per Square Foot Rate: $[Amount]/sq ft
- Total Estimated Carpet Area: [Number] sq ft
- Estimated Total Cost: $[Amount]
- Additional services such as stain removal or Scotchgard protection available at extra cost.
Payment Terms: 50% deposit to book, balance due upon satisfactory completion of service.
Quotation Validity: 20 days.
We are committed to restoring the cleanliness and extending the life of your carpets. Please let us know if you would like to proceed or require further details.
Best regards,
[Your Name/Company Name]
Sample Quotation Letter for Cleaning Services: Janitorial Services for Retail Store
Dear [Client Name],
We are pleased to provide this Sample Quotation Letter for Cleaning Services for your retail store located at [Store Address]. Our janitorial services are designed to maintain a welcoming and hygienic environment for your customers and staff.
Scope of Services (Daily, After Closing):
- Sweeping and mopping of sales floor and high-traffic areas.
- Cleaning and sanitizing of restrooms.
- Emptying and relining of trash receptacles.
- Dusting of shelving and displays (as needed).
- Spot cleaning of glass doors and windows.
- General tidying of back-office areas.
Frequency: Daily (Monday - Saturday), [Number] days per week.
Pricing:
- Daily Janitorial Service Fee: $[Amount] per visit
- Weekly Total: $[Amount]
Payment Terms: Invoices are issued weekly and are due within 7 days.
Quotation Validity: 30 days.
We are eager to help you maintain a pristine retail environment. Please contact us to discuss this quotation further or to arrange a site visit.
Sincerely,
[Your Name/Company Name]
Sample Quotation Letter for Cleaning Services: Eco-Friendly Cleaning for a Small Office
Dear [Client Name],
Thank you for your interest in our eco-friendly cleaning solutions. This Sample Quotation Letter for Cleaning Services is for your small office at [Office Address], utilizing only environmentally conscious products.
Scope of Services:
- Dusting of all surfaces with microfiber cloths and eco-friendly cleaners.
- Vacuuming all carpeted areas with HEPA-filter vacuums.
- Mopping of hard floors with biodegradable cleaning agents.
- Cleaning and sanitizing of restrooms using plant-based disinfectants.
- Wiping down kitchen countertops and appliances with natural cleaners.
- Emptying and relining of waste bins.
Frequency: Bi-weekly (every two weeks)
Pricing:
- Bi-weekly Eco-Friendly Cleaning Fee: $[Amount]
Payment Terms: Invoices are issued after each cleaning and are due within 10 days.
Quotation Validity: 30 days.
We are committed to providing a healthy and sustainable cleaning service. We look forward to hearing from you soon.
Best regards,
[Your Name/Company Name]
Sample Quotation Letter for Cleaning Services: Deep Clean of a Restaurant Kitchen
Dear [Client Name],
This Sample Quotation Letter for Cleaning Services outlines our proposal for a comprehensive deep clean of your restaurant kitchen at [Restaurant Address]. We understand the critical importance of hygiene in a commercial kitchen environment.
Scope of Services:
- Degreasing and thorough cleaning of all kitchen equipment, including ovens, fryers, grills, and ranges.
- Cleaning of all stainless steel surfaces, hoods, and ventilation systems.
- Scrubbing and sanitizing of floors, walls, and ceilings.
- Cleaning of drains and grease traps (if accessible).
- Deep cleaning of refrigerators and freezers.
- Sanitizing of all workstations and food preparation areas.
- Cleaning of all cooking utensils and equipment storage areas.
Estimated Time: [Number] hours (dependent on kitchen size and condition).
Pricing:
- Restaurant Kitchen Deep Cleaning Fee: $[Amount]
Payment Terms: 50% deposit required to confirm booking, with the remaining balance due upon completion and inspection.
Quotation Validity: 15 days.
Our team is trained to meet the highest standards of food service sanitation. We are prepared to schedule this deep clean at a time that minimizes disruption to your operations.
Sincerely,
[Your Name/Company Name]
By understanding the elements of a Sample Quotation Letter for Cleaning Services and reviewing these varied examples, you can approach potential cleaning providers with confidence. A clear, detailed quotation is the foundation for a positive and productive working relationship, ensuring you get the sparkling results you expect and deserve.