Securing a commercial cleaning service contract is the lifeblood of any cleaning business, especially when focusing on commercial clients. The competitive landscape demands not just quality service but strategic moves to stand out and win contracts consistently. This guide offers actionable strategies, drawing from industry expertise, to help you not only secure more cleaning contracts but also significantly grow your commercial client list.
What is a commercial cleaning contract?
A cleaning contract is an ongoing agreement to provide commercial cleaning services for a client. These clients can be offices, banks, schools, apartment buildings, or any other space that’s part of a business’s operations.
Apartment managers often oversee multiple properties and play a critical role in bidding for cleaning contracts for apartment complexes.
Your commercial cleaning contract should include all the terms and conditions of your working relationship with a client, like:
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Contract start date and end date
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Contracted services (e.g., office cleaning, janitorial service, deep cleaning, carpet cleaning, window cleaning)
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Service area (address, building floor/unit)
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Payment amount, frequency, and method
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Contract termination requirements
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Type of working relationship (e.g., employee, contractor, partner)
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Any rules about safety or confidentiality
The client might have a contract for you to sign, or you might have to draft your own. Either way, work with a lawyer to make sure the contract will protect everyone involved.
Types of Cleaning Contracts
Apartment, Office, and Government Contracts
Cleaning contracts can vary significantly depending on the type of facility being serviced. Apartment, office, and government contracts are three common types of cleaning contracts, each with its unique requirements and specifications. Understanding these differences is crucial for tailoring your services to meet the specific needs of each client.
Apartment Cleaning Contracts: These contracts often involve providing move-out cleaning services for apartment complexes. This means performing thorough deep cleaning tasks to prepare units for new tenants. Property managers typically look for reliable cleaning companies that can deliver consistent, high-quality results to maintain the appeal of their properties.
Office Cleaning Contracts: Office cleaning contracts usually require regular cleaning services to maintain a clean and professional environment. This can include daily or weekly tasks such as vacuuming, dusting, and sanitizing common areas. Office managers value punctuality, attention to detail, and the ability to work around office hours to minimize disruption.
Government Cleaning Contracts: Securing government contracts can be a lucrative opportunity for your cleaning business. These contracts often come with stringent requirements and a formal bidding process. Government facilities may require specialized cleaning services, such as handling sensitive documents or adhering to strict security protocols. Being thorough in your proposal and demonstrating your capability to meet these standards is essential.
Where do I find cleaning contracts?
You might hear about a contract opportunity through your network, or have a potential client contact you directly. You can also search for commercial cleaning contracts on RFP (request for proposal) listing sites like MERX.
Think of it this way: commercial clients are hiring to fill a role at their company. So you'll find these opportunities in many of the same places you'd find any other type of job.
How to market your cleaning services to commercial clients
Step 1: Understanding the Cleaning Contract Market
Research Your Target Market
Success begins with understanding who your potential clients are and what they need. Dive into market research to identify key sectors in need of cleaning services, such as corporate offices, retail spaces, or healthcare facilities. Tailoring your approach to meet the specific demands of these industries enhances your appeal.
Analyze Your Competition
Assessing what your competitors offer and how they present themselves can uncover gaps in the market you can exploit. Maybe your business can offer more personalized services, environmentally friendly cleaning options, or more flexible contracts.
Step 2: Building a Strong Brand Presence
Develop a Professional Brand Image
A professional brand image is crucial in making a strong first impression. Ensure your logo, website, and social media channels convey trustworthiness, quality, and professionalism. Your brand is your promise to your clients; make sure it speaks clearly about the excellence of your services. Additionally, getting your business online is essential to enhance your credibility and visibility.
Leveraging Online Reviews and Testimonials
Online reviews and testimonials are gold. Encourage your satisfied clients to share their experiences. Prospective clients often rely on the feedback of others to make informed decisions, so a collection of positive reviews can significantly influence their choice.
Step 3: Prepare Effective Marketing Strategies
Networking and Building Relationships
Building a network of industry contacts can lead to referrals and contract opportunities. Attend industry events, join local business associations, and actively participate in community activities to increase your visibility.
Digital Marketing Tactics
A robust online presence can draw clients to your business. Many cleaning companies struggle with cold emailing when trying to reach out to apartment property managers. This marketing tool is commonly used by cleaning businesses, but without the right approach, it often fails to yield success. Invest in search engine optimization (SEO) to improve your visibility in search results. Use content marketing to showcase your expertise, and consider targeted ads on social media platforms to reach potential clients directly.
Step 4: Crafting Compelling Proposals
Understand Client Needs
Every proposal should start with a clear understanding of the client's specific needs and challenges. Personalize your proposal to address these points, demonstrating how your services offer the perfect solution.
Proposal Presentation Tips
Your proposal should be clear, concise, and professionally presented. Highlight the benefits of your services, backed by examples of your work and testimonials from satisfied clients. A well-crafted proposal can set you apart from the competition.
Step 5: Pricing Your Services Competitively
Cost Analysis and Pricing Models
Competitive pricing is key to winning contracts without underselling your services. Conduct a thorough cost analysis to ensure your prices are competitive yet profitable. Offer various pricing models to suit different client needs and budgets.
Create a Cleaning Services Price Guide
Creating a comprehensive cleaning services price guide is essential for any cleaning business. A well-structured price guide helps establish a clear understanding of the services offered and the associated costs, ensuring transparency and aiding clients in making informed decisions.
Your price guide should include:
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List of Services Offered: Clearly outline all the cleaning services your business provides, such as apartment cleaning, office cleaning, janitorial services, and specialized cleaning tasks.
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Prices for Each Service: Provide detailed pricing for each service, specifying whether the rates are hourly, per square foot, or per job. This helps clients understand the cost structure and choose services that fit their budget.
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Frequency of Service: Indicate the frequency options available, such as daily, weekly, or monthly cleaning. Offering flexible scheduling can attract a wider range of clients.
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Additional Fees or Charges: Be transparent about any additional fees, such as charges for special cleaning products, equipment, or emergency services. This prevents any surprises and builds trust with your clients.
Step 6: Delivering Exceptional Service
Quality Control Measures
High-quality service is non-negotiable. Implement rigorous quality control measures and regularly train your staff to maintain the highest standards. Satisfied clients are more likely to renew contracts and recommend your services.
Client Communication and Feedback
Maintain open lines of communication with your clients. Regular feedback can help you fine-tune your services and address any issues promptly, ensuring client satisfaction and loyalty.
Step 7: Scaling Your Operations
Managing Growth Challenges
As your client list grows, so will the challenges of managing a larger operation. Plan for scaling by investing in efficient workflow systems, considering software solutions like MaidProfit for job scheduling and management, and hiring skilled staff to maintain service quality.
Renew the Contract and Negotiate Terms
Renewing a cleaning contract and negotiating terms can be a complex but crucial task. It’s essential to review the contract carefully and negotiate terms that are favorable to both parties, ensuring a mutually beneficial agreement.
Pricing: Start by reviewing the current pricing structure. Consider any changes in your costs or market rates and negotiate adjustments that reflect these changes while remaining competitive.
Services: Evaluate the services currently provided and discuss any changes or additions that may be necessary. This could include expanding your service offerings or adjusting the scope of work to better meet the client’s needs.
Frequency: Review the frequency of service and negotiate any changes that could improve efficiency or better align with the client’s requirements. Flexibility in scheduling can be a significant selling point.
Termination: Examine the termination clause and negotiate any necessary adjustments. Ensure that the terms are fair and provide adequate protection for both parties, allowing for a smooth transition if the contract needs to be terminated.
Legal and Operational Essentials
Obtain Necessary Licenses and Insurance
Obtaining the necessary licenses and insurance is a critical step for any cleaning business. These legal and operational essentials help protect your business and its clients from potential risks and liabilities, ensuring compliance with local and state regulations.
Business License: A business license is required to operate legally in most states. This license legitimizes your business and allows you to conduct operations within your jurisdiction.
Cleaning Business License: Depending on your location, you may need a specific cleaning business license. This license often requires meeting certain standards and regulations specific to the cleaning industry.
Liability Insurance: Liability insurance is essential to protect your business from potential lawsuits and claims. It covers damages or injuries that may occur during the course of your work, providing peace of mind for both you and your clients.
Workers’ Compensation Insurance: If you have employees, workers’ compensation insurance is typically required. This insurance covers medical expenses and lost wages for employees who are injured on the job, ensuring their well-being and protecting your business from financial strain.
Commercial Auto Insurance: If your business uses vehicles for work purposes, commercial auto insurance is necessary. This insurance covers any damages or accidents involving your work vehicles, safeguarding your assets and ensuring compliance with legal requirements.
By securing the appropriate licenses and insurance policies, you can operate your cleaning business with confidence, knowing that you are protected and compliant with all relevant regulations.
How to get different types of cleaning contracts
How to get cleaning contracts with offices
Not sure how to get office cleaning contracts? Start by identifying an individual office or a commercial building in your service area that you’re interested in cleaning.
Then call or email the office, ask to speak with the property manager or office manager, and book a time to discuss the cleaning duties that could be included in your office cleaning services.
How much should I charge for cleaning offices?
Like most types of commercial cleaning, office cleaning is typically charged by square foot. The average office cleaning rate is $0.07–0.15 per square foot per visit.
How to get cleaning contracts with banks
First, you'll need to research local banks. State or national banks will likely want to work with the same service provider for all of their locations, so focus on independent banks until your business grows.
Put together a list of smaller banks you'd like to work with. Then contact the bank's site manager to discuss your bank cleaning services. This doesn't just mean cleaning banks—it could mean cleaning foreclosed homes, too.
You may need to fill out an application before you can join the bank's list of approved cleaning companies. You and your employees will also need to pass a background check to ensure the bank can trust you around cash and confidential client data.
How to get cleaning contracts with schools
Different schools have different requirements for their cleaning contractors, so decide which type of school you'd like to clean:
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Public schools in the U.S. will require you to submit a bid through a submission system like SAM.gov. As part of that, you'll need to sign up for the platform and register your business.
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Private and charter schools are more likely to depend on networking and referrals when they're hiring a commercial cleaner.
Schools are looking to protect students and save money, so your proposal should focus on how your products are safe and your services are budget friendly.
How to get cleaning contracts with apartments
Apartment cleaning can be a steady source of income if you partner with the right apartment complex. Identify complexes in your service area, then reach out to the property manager about providing apartment cleaning service.
Apartment cleaning is less regular but more in-depth than your typical house cleaning service. You'll provide move-out cleaning after a tenant leaves and before a new tenant moves in, which means heavy-duty deep cleaning.
How to get residential cleaning contracts
As a commercial cleaner, you may not want to go after residential cleaning contracts. But just in case you do, here's how to get housekeeping cleaning contracts and residential cleaning jobs for your small business:
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Approach your one-off or repeat cleaning clients about signing a contract with you.
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Offer a signing bonus or incentive, like a discount or service upgrade.
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Make the contract term shorter (like 6–24 months) so the client isn't locked in for life. This also allows you to change the contract terms later on if you raise your prices.
FAQs About How To Get Cleaning Contracts
What are the most effective ways to find new cleaning contracts?
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Networking, digital marketing, and direct outreach are effective strategies. Tailoring your services to meet specific industry needs can also open new opportunities.
How can I differentiate my cleaning services from competitors?
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Focus on unique selling points like eco-friendly cleaning practices, specialized services, or superior customer service. Emphasize your brand's values and commitment to quality.
What are the best practices for submitting a cleaning contract proposal?
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Customize each proposal, clearly outline the benefits of your services, and present a professional document that addresses the client's specific needs.
Conclusion
Securing more cleaning contracts requires a blend of strategic marketing, stellar service delivery, and continuous improvement. By implementing the strategies outlined in this guide, you can position your cleaning business for growth and long-term success.