A cleaning scope of work is the single biggest factor in whether the quotes you get back are useful or meaningless. Three contractors walk the same building and come back with quotes that don’t resemble each other at all. This happens more often than it should, and it’s rarely because one contractor is trying to overcharge. It’s usually because each one interpreted a vague request differently.
A clear, written scope fixes that before quotes ever come back. Here’s what to include, what to leave out, and how to use it once the contract starts.
Why Vague Requests Get Vague Quotes
“We need cleaning services for our building” is a request, not a scope. Without specifics, every contractor has to guess at frequency, coverage area, and service level, and those guesses don’t line up between companies.
The quotes that come back reflect each contractor’s assumptions more than your building’s actual needs, which makes comparing them close to meaningless.
6 Essentials to Include in a Cleaning Scope of Work
1. A full list of areas to be covered. Lobbies, hallways, elevators, amenity rooms, garbage and recycling areas, parkades, exteriors, whatever applies to your property. Don’t assume a contractor will infer coverage from the building type alone.
2. Specific frequency for each area, not a general statement. “Daily vacuuming of main lobby, weekly detail cleaning of elevator landings” gives a contractor something concrete to price. “Regular cleaning” doesn’t.
3. Current condition, honestly described. A parkade that hasn’t been professionally cleaned in years needs a different starting quote than one on a consistent maintenance schedule. Flagging this upfront prevents a low initial quote that turns into a change order once the contractor sees the actual site condition.
4. Specific service methods where it matters. If you know you need hot water extraction rather than encapsulation for carpet, or power scrubbing rather than a standard wash for a heavily stained parkade, say so. If you’re not sure which method is right, it’s reasonable to ask contractors to recommend one, but be explicit that you’re asking for a recommendation.
5. Any seasonal or variable requirements. Snow removal, de-icing, spring cleanup, fall power washing: list these separately if they apply, since they’re often priced and scheduled differently from routine service.
6. Reporting, insurance, and compliance expectations. Do you want photo documentation of completed work? Regular check-ins? Ask every bidder for proof of liability insurance and a WorkSafeBC clearance letter, so you know their coverage is in good standing before work begins.
What to Leave Out
A cleaning scope of work should describe what needs to be done, not prescribe exactly how a contractor should staff or equip the job. Being overly specific about methods you’re not actually sure about can box out a contractor who has a better approach, while still leaving frequency and coverage clearly defined.
Getting Quotes You Can Actually Compare
Once you’ve written a clear scope, send the identical document to every contractor you’re getting quotes from. This is what makes quotes genuinely comparable: everyone is pricing the same job, not their own interpretation of a vague request.
Any contractor asking clarifying questions about your scope before quoting is generally a good sign. One that quotes immediately without any questions may be pricing based on assumptions that won’t hold up once work begins.
Professional bodies like IFMA publish broader resources on facility service contracting if you want to go deeper on the procurement side.
A Cleaning Scope of Work Is Also an Ongoing Tool
Beyond getting accurate quotes, a written cleaning scope of work becomes the reference document for judging contractor performance after the contract starts. It’s what you compare actual service against during a quarterly contractor audit, and it’s the basis for resolving any disagreement about what was supposed to be covered.
It also makes budgeting easier, since you know exactly what you’re paying for. Our guide to the commercial property maintenance budget covers how to forecast around it.
Get Help Writing Your Scope
EcoPlanet Property Services will walk your property with you and help build a clear cleaning scope of work before quoting, so what you’re comparing against other bids is an accurate reflection of your building’s actual needs. See our full range of services or request a free quote to get started.
