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Put your contact information at the top of your company's letterhead. Write the services you're providing and how long they take. Mention how often you'll be cleaning. List any supplies you need to bring with you during the cleaning job. Give the total bid amount at the bottom of your proposal. Deliver the bid to your client.
List your name, the company's name, and a good phone number or email where the client can reach you. This will make it easier for the client to remember your information so they can reach out to you if they have any questions or concerns about your bid. Make sure your list is detailed and thorough so your client knows what to expect each time you're on site. With each service you write, give your estimation of how long it will take to complete. If the bid is for a recurring job, then you'll need to include how many times you'll be cleaning the space. Let the client know if you'll be cleaning, daily, weekly, or monthly depending on what you discussed with them earlier. If you're working in a large building, specify what areas you'll clean during specific days. For example, you may clean odd-numbered floors on Tuesday and even-numbered floors on Thursday. If the job requires you to bring your own equipment or cleaning supplies, include what you're bringing and what you're using it for. If you need to rent specialty cleaning equipment, make sure to include it in your list of supplies. Only include the supplies that you and the client agreed upon. For example, if they are providing brooms and mops, don't bring your own and charge them for it. If you need to bring a special cleaning agent that isn't as common, you can charge an additional price for them. After you've listed all the supplies and services you're providing, break down your costs so your client knows exactly what they're paying for. Include travel times to the site, supply expenses, and labor charges for your employees. Either take your bid directly to the client or send it over an email so they can easily look at it. Provide your contact information so they can reach out to you if they have any questions on your proposal. Give the client 90 days to respond to the proposal and let them know you can't start working until the bid is accepted. Follow up the next day with a phone call to see if they received your proposal and to establish a good repertoire with the client.