Writing a quote for contract cleaning – with service specification

Contents

1. The site visit – no serious quote without it
2. Structure of the quote
3. The service specification
4. Presenting the price
5. Indexation and wage adjustment
6. Term, notice, payment
7. Defects and acceptance
8. Keys and liability
Common mistakes in quotes
Checklist before sending
Frequently asked questions

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In short: A cleaning quote consists of site data, a service specification (what, how often, where), a transparent price (monthly flat rate or hourly rate), an indexation/wage adjustment clause, term and notice, and rules on defects and acceptance. Always start with a site visit. As of October 2026.

We are a cleaning company in Vienna and write quotes every month – for small practices as well as office buildings. Our experience: most conflicts with clients are not about the price but about what exactly is done for that price. A clean quote is therefore your most important sales and protection tool.

1. The site visit – no serious quote without it

A quote “from the desk” is almost always wrong – either too expensive (you lose the job) or too cheap (you lose money). For an office of 300 to 500 m², allow about 45 to 60 minutes on site. Take a checklist:

area per room type: offices, meeting rooms, washrooms, kitchen, corridors, stairs, storage – ideally with a floor plan,
floor coverings: carpet, linoleum, tiles, parquet, natural stone – each needs different products and time,
furniture density: open floors are quick, cluttered desks with cables and paper are not,
soiling and use: how many people? visitors? kitchen with dishes?,
washrooms: number of toilets, urinals, showers, consumables (who supplies?),
access and security: keys, access cards, alarm, opening hours,
cleaning times: before work, evenings, during business hours?,
storage: where can trolleys, machines and supplies stay? Is there water and a sink?,
waste: separation, route to the bins, waste paper.

Take photos (with permission) and note anything unusual. This is the basis for output values, price and later evidence.

2. Structure of the quote

Cover page: client, site address, date, quote number, validity
Short service description in two or three sentences
Service specification (annex, see below)
Price: monthly flat rate or hourly rate, surcharges, materials, consumables
Terms: start, term, notice, indexation, payment terms
Quality assurance: inspections, fixed contact person, cover during holidays and sick leave
Defects and acceptance
Credentials: trade licence, liability insurance, staff registered under the collective agreement

Keep it short and readable. Decision-makers usually read page 1 and the price – the details are in the annex.

3. The service specification

The specification describes, per area, what is done and how often. It is the core of the quote because it later decides whether a task is “included”.

Area	Service	Interval
Offices	Empty bins, vacuum/mop floors, wipe surfaces	e.g. 2× per week
Offices	Damp-wipe desks (cleared areas), disinfect door handles	e.g. 1× per week
Sanitary	Toilets, basins, mirrors, splash zones, refill supplies	e.g. daily
Kitchen	Worktops, sink, fronts, load/unload dishwasher (if agreed)	e.g. daily
Corridors, entrance	Floors, entrance mat, glass door inside	e.g. 2× per week
Glass	Glass doors and partitions inside	e.g. monthly
Extras	Outside windows, deep cleaning, carpet cleaning	per order

The intervals are examples – agree them with the client. Precise wording matters: “wipe desks where cleared” prevents arguments about piles of paper. Extras such as outside windows or deep cleaning belong in a separate section with their own price: Contract, deep and special cleaning – differences and pricing.

4. Presenting the price

For contract cleaning the monthly flat rate has proven itself – predictable for both sides. How to calculate it from area, output and hourly rate: Office cleaning prices per m² – how to price contract cleaning. Your hourly rate itself: Calculating the hourly rate for cleaning – the right way.

Example (assumptions): 2.2 hours per visit, 2 visits a week (8.66 a month), hourly rate €34.62 net → about €660 net per month plus 20 % VAT. Extras are quoted separately, e.g. window cleaning twice a year as a flat fee.

State in the quote:

whether cleaning agents and equipment are included (usually yes),
whether consumables (paper, soap, bin bags) are included or charged at cost,
surcharges for night, Sunday and public-holiday work,
how additional work is charged (hourly rate or flat fee after approval).

5. Indexation and wage adjustment

The collective agreement is renegotiated every year. According to the agreement, wage groups are restructured from 1 January 2027; contract cleaning (new WG 4) rises from €12.37 to €12.73 per hour (please check the current text). Without an adjustment clause every wage round eats your profit: Collective agreement for building cleaning in Austria explained.

Option	How it works	Advantage
Index (CPI)	Price follows the consumer price index	Familiar, easy for clients to follow
Wage adjustment	Labour share rises with the agreement increase	Reflects your real costs

Many firms combine both: labour share by agreement, material share by index. Have the wording checked legally.

6. Term, notice, payment

Start and possibly a trial period (e.g. three months with short notice)
Term: open-ended with notice or fixed-term
Notice period: in practice often one to three months to month-end
Payment terms: e.g. 14 days, monthly in advance or in arrears

7. Defects and acceptance

Define how defects are reported (e.g. in writing within 24 hours or at acceptance) and that you rectify them first. An acceptance record after the first clean or after extras documents the condition. Regular quality checks (e.g. monthly with a short checklist) show the client that you care – and give you evidence if criticism comes up.

8. Keys and liability

Record which keys and access cards are handed over (signed key log) and who has access. Point to your liability insurance including key loss: Insurance for cleaning companies – what you really need.

Common mistakes in quotes

No specification – just “office cleaning twice a week”.
Windows and deep cleaning hidden in the flat rate.
No adjustment clause in open-ended contracts.
Unclear consumables – who pays for paper and soap?
Validity too long – you are bound when wages rise.
No follow-up – the quote sits unanswered for weeks: Winning your first 10 business clients – sales for cleaning companies.

Checklist before sending

Site visit documented, areas per room type recorded
Specification with intervals and exceptions
Transparent price, extras separate
Indexation/wage adjustment, term, notice, payment terms
Defects, acceptance, key log
Validity (e.g. 30 days) and contact person
Credentials: licence, insurance, registered staff

Frequently asked questions

Monthly flat rate or hourly billing?

For contract cleaning the monthly flat rate is common and predictable for both sides. Extras are often charged by the hour or as a flat fee per job.

How long should a quote be valid?

Set a deadline (e.g. 30 days) so wage increases don’t catch you out.

What if the client wants to negotiate?

Instead of cutting the price, adjust the service: reduce intervals or remove areas. That keeps your hourly rate stable.