A commercial cleaning quote tells the client how much you charge. A commercial cleaning proposal tells the client why they should choose you — and then confirms the price. In a competitive market, the proposal wins. Across England, Scotland, and Wales, facility managers, office administrators, school bursars, and NHS procurement teams receive multiple quotes for every cleaning contract they put out. The ones that convert almost always share the same qualities: they are detailed, professional, specific to the site, and they remove the client's uncertainty before they've had to ask a single question.
This guide gives you the full anatomy of a winning commercial cleaning proposal, explains the most common mistakes that cause proposals to fail, and includes a complete proposal template you can adapt and send as a PDF today. Whether you are pitching a single office in Manchester, a retail portfolio in Birmingham, a school in Bristol, or a multi-site contract in London, the structure is the same.
6–12
Pages in a well-structured commercial cleaning proposal
48 hrs
Target turnaround from site survey to proposal delivery
£5m+
Minimum public liability insurance most commercial clients require
Why a proposal wins more than a quote alone
A price in a text message or email body is not a proposal. Neither is a one-page document that lists services and a monthly figure. A proposal is a structured argument: here is what we understand about your site, here is the service we will deliver, here is our evidence of competence, and here is what it costs. That argument is what commercial clients — particularly facility managers, procurement officers, and anyone who has to justify a purchasing decision to someone else — need in order to say yes.
The three things a proposal does that a quote alone cannot:
- Demonstrates professionalism before you have cleaned a single space. A well-structured proposal signals operational maturity. It tells the client that your business is organised, that you have done this before, and that you have the systems and documentation they will need if something goes wrong. A competitor who cannot produce a proper proposal is a liability risk, not just a commercial alternative.
- Differentiates you from competitors who are competing only on price. Price-only competition is a race to the bottom. The cleaning businesses that win high-value commercial contracts — and retain them — do so because they create clarity and confidence that price alone cannot. A thorough proposal communicates that you understand the specific requirements of the site, that you have accreditations and insurance in order, and that you have thought through the operational details rather than guessing at them.
- Builds trust before you have cleaned anything. Commercial cleaning relationships are long-term. A client signing a twelve-month contract is making a relationship decision, not just a price decision. A proposal that includes your company background, your named account manager, your method statement, and your references converts that decision from "this is the cheapest option" to "these people know what they are doing and I trust them with my building." That is the foundation of a long, profitable contract.
The FM sector in the UK
The UK facilities management sector — which includes commercial cleaning as a core service — is worth over £50bn annually. The majority of contracts in this space are awarded through a structured procurement process. Even smaller contracts at the SME level are increasingly following FM sector norms: written proposals, cleaning specifications, method statements, and measurable SLAs. If your business wants to grow into commercial cleaning, understanding how to write and present a professional proposal is not optional.
The anatomy of a winning commercial cleaning proposal
Every winning commercial cleaning proposal contains the same core sections. The order matters — clients scan documents, and the first few pages determine whether the rest gets read. Here is each section, what it must contain, and what it signals to the reader.
Section 01
Cover page
Your logo, business name, the client's company name and site address, the date, and a job reference number. Looks simple — but a missing or generic cover page is the first thing that marks a proposal as amateur. The client's name on the cover signals that this document was prepared specifically for them.
Section 02
Executive summary
One paragraph — maximum two — that summarises what you are proposing and why you are the right choice. Not a list of services; a statement of understanding. Name the site, reference the survey visit, and confirm the key client requirement you heard. Decision-makers read this first and often only this before deciding whether to read further.
Section 03
About us
Company background (founded, based where, years in operation), accreditations (ISO 9001, Safe Contractor, BICSc CPSS, Constructionline, DBS-checked operatives), insurance levels (public liability, employers' liability with policy numbers and renewal dates), and key personnel who will be involved in the contract — named, with roles.
Section 04
Scope of works
The detailed cleaning specification — every area of the building, every task, at every frequency. This is the operational core of the proposal. Use BICSc-aligned task descriptions where possible. List daily, weekly, monthly, and periodic tasks separately. Be explicit about what is included and what is not. Vague scopes lose contracts.
Section 05
Method statement overview
A summary of how the cleaning will be carried out: chemicals used (COSHH-assessed product list), equipment (colour-coded cloths, flat mopping systems, HEPA vacuum specification), PPE requirements, and how operatives are trained and supervised. For contracts involving working at height or hazardous areas, reference the full RAMS document submitted as an appendix.
Section 06
Pricing breakdown
Cost per visit, weekly cost, monthly cost, and annual cost — clearly separated. List any optional extras (deep cleans, carpet cleaning, window cleaning, consumables supply) as add-ons with separate pricing. Do not bury the price in a total-only figure. Transparent pricing builds trust; a single lump sum with no breakdown raises questions and delays decisions.
Section 07
References
Two or three client references or testimonials from comparable contracts — similar sector, similar building type, or similar contract value. Named contacts (with permission), company name, brief description of the contract, and a contact number or email. Testimonials printed in the proposal are fine; an offer to arrange a direct reference call is better.
Section 08
Terms and conditions summary
Notice period (typically 30–90 days), payment terms (30 days standard in commercial cleaning), price review schedule (annual, in line with NLW increases), what happens in the event of operative absence, service failure remedy process, and how changes to scope are handled. Full T&Cs can be attached as an appendix — this section is the decision-maker summary.
Section 09
Call to action / next steps
A clear, specific next step — not "please let us know if you have any questions." A date by which you need a decision, the name and direct number of the person to contact, and what happens after acceptance: contract sent, mobilisation timeline, start date. End the proposal on forward momentum, not a passive close.
Common proposal mistakes that lose commercial contracts
The difference between a proposal that wins a contract and one that doesn't is rarely the price. It is almost always one of these errors:
- Generic scope of works. Copying and pasting the same scope into every proposal is the single most common reason cleaning businesses lose commercial contracts. Procurement teams read dozens of proposals; they can tell when yours does not reference anything specific about their site. Mention the building. Reference the survey. Use the client's own language about their requirements. A scope that could apply to any building tells the client that you haven't thought about their building.
- No insurance documentation or vague insurance references. "We are fully insured" is not enough. Commercial clients need to see the policy level and ideally a certificate. A proposal that says £[amount] of public liability insurance with a policy number is infinitely more reassuring than a generic claim of coverage. For large contracts or public sector work, the certificate must be supplied as an appendix.
- Vague or bundled pricing. A single monthly figure with no breakdown invites questions and delays. What is included? What is the cost per visit? What would additional services cost? If the client has to ask any of these questions, you have created friction in your own sales process. Every commercial cleaning proposal should have a pricing table, not a single number.
- No named contact. A proposal with no named account manager — just a company name and phone number — feels like it came from a machine. Name the person who will manage this contract. Include their mobile. Tell the client who will come to the mobilisation meeting. Named accountability wins commercial contracts.
- Spelling and formatting errors. A proposal riddled with typos, inconsistent formatting, or wrong client names (cut-and-paste errors from another proposal) tells the client that your attention to detail in paperwork reflects your attention to detail in cleaning. It doesn't. But they don't know that yet — the proposal is all they have to judge you by. Proofread every proposal before it goes out.
- No response deadline. An open-ended proposal sits in a pile. A proposal with a stated response deadline ("This proposal is valid until [date] — please respond by [date] to confirm the mobilisation timeline below") creates urgency without pressure and tells the client that your business is planned, not reactive.
TUPE obligations in commercial cleaning
If you are taking over a cleaning contract from an existing provider, TUPE (Transfer of Undertakings Protection of Employment) regulations almost certainly apply. This means the cleaning operatives currently on the contract may have the right to transfer to your employment on their existing terms. Failing to acknowledge this in your proposal — or, worse, building a price that ignores it — is a legal risk and a red flag for any experienced procurement manager. Mention TUPE in your terms section and confirm your compliance position. If you are new to commercial cleaning, take legal advice before submitting a proposal for a contract where existing staff are in place.
The complete commercial cleaning proposal template
The template below is a complete, ready-to-use commercial cleaning proposal. Every section is included. Replace all text in [SQUARE BRACKETS] with your own details and information specific to the client's site. Export as a PDF — do not send as a Word document. A PDF signals that this is a finished, professional document, not a draft.
───────────────────────────────────────────────────────────────
│ [YOUR COMPANY NAME] — COMMERCIAL CLEANING SERVICES │
│ [Company address line 1], [Town/City], [Postcode] │
│ [Phone] | [Email] | [Website] │
└───────────────────────────────────────────────────────────────
COMMERCIAL CLEANING SERVICES PROPOSAL
Prepared for: [CLIENT COMPANY NAME]
Site address: [Full site address, Postcode]
Prepared by: [Your name], [Your job title]
Date issued: [DD Month YYYY]
Proposal ref: CP-[XXXX]
Valid until: [DD Month YYYY]
───────────────────────────────────────────────────────────────
1. EXECUTIVE SUMMARY
───────────────────────────────────────────────────────────────
Following our site survey at [Site address] on [Date of survey],
[Your company name] is pleased to submit this proposal for the
provision of commercial cleaning services to [Client company name].
We understand that you require [state the key requirement — e.g.
"daily office cleaning for approximately [X] staff across [X] floors,
with additional periodic deep cleans and washroom consumables supply"].
[Your company name] has been delivering commercial cleaning services
across [region/England/Scotland/Wales] since [year], with a current
portfolio of [X] commercial contracts across [sectors]. We are
[accreditations: e.g. Safe Contractor accredited, BICSc CPSS
certified, ISO 9001:2015 registered] and carry £[X]m public liability
insurance. This proposal sets out in full the scope, methodology,
pricing and terms we are proposing for this contract.
───────────────────────────────────────────────────────────────
2. ABOUT US
───────────────────────────────────────────────────────────────
Company: [Your company full name]
Trading as: [Trading name if different]
Registered: [Company number] — Companies House, England & Wales
[OR: Registered in Scotland / Wales as applicable]
Founded: [Year]
Based: [Town/City], operating across [region/UK]
Employees: [Number of cleaning operatives and office staff]
ACCREDITATIONS & MEMBERSHIPS
[ ] Safe Contractor / Avetta accredited (Ref: [XXXXXX])
[ ] BICSc CPSS — Cleaning Professionals Skills Suite certified
[ ] ISO 9001:2015 quality management (Cert no: [XXXXXX])
[ ] Constructionline registered (Ref: [XXXXXX])
[ ] CHAS accredited (Ref: [XXXXXX])
[Delete any that do not apply; add others as relevant]
INSURANCE
Public liability: £[X,000,000] — Policy no: [XXXXXX]
Provider: [Insurer name]
Renewal date: [DD/MM/YYYY]
Employers' liability: £[10,000,000] — Policy no: [XXXXXX]
Provider: [Insurer name]
Renewal date: [DD/MM/YYYY]
[Certificate available on request / attached as Appendix A]
KEY PERSONNEL
Contract manager: [Full name] — [Phone] — [Email]
Site supervisor: [Full name] (to be named once contract awarded)
Operations lead: [Full name]
───────────────────────────────────────────────────────────────
3. SCOPE OF WORKS — CLEANING SPECIFICATION
───────────────────────────────────────────────────────────────
Site: [Full site address]
Total area: Approximately [X,XXX] sq ft / [X,XXX] sq m
Operating hrs: [Cleaning hours, e.g. "06:00–08:00 Mon–Fri"]
Operatives: [X] operative(s) per visit
-- DAILY TASKS (Monday to Friday) --
RECEPTION / ENTRANCE AREAS
- Vacuum all carpeted areas
- Damp mop all hard floor surfaces
- Wipe down reception desk and counter surfaces
- Clean glass entrance doors (inside)
- Empty all waste bins and replace liners
- Wipe down seating / soft furnishings
- Clean internal glass partitions / panels
OPEN-PLAN OFFICE AREAS
- Vacuum all carpeted areas / mop hard floors
- Wipe down all desks (cleared surfaces only)
- Clean computer screens and keyboards (with
appropriate anti-static products)
- Empty all desk bins and replace liners
- Wipe down windowsills
- Spot-clean internal glass partitions
- Empty and sanitise kitchen/break area bins
MEETING ROOMS [X rooms]
- Vacuum / mop floors
- Wipe down tables and chairs
- Clean whiteboard (if appropriate product confirmed)
- Empty bins and replace liners
- Wipe down AV equipment surrounds
WASHROOMS / TOILETS [X sets]
- Clean and sanitise all WC pans (inside and outside)
- Clean and sanitise all basins and taps
- Clean and polish all mirrors
- Wipe down all cubicle doors and partitions
- Clean floor — disinfect and mop
- Replenish paper towels, toilet rolls, and hand soap
[Note: consumables included / excluded — see pricing]
- Empty sanitary bins (where present)
- Wipe down hand dryers / paper towel dispensers
KITCHEN / BREAK AREAS
- Clean and sanitise all surfaces and splashbacks
- Clean hob / microwave exterior
- Clean and sanitise sink and taps
- Empty bins and replace liners
- Mop floor
- Wipe down cupboard door fronts
CORRIDORS & STAIRWELLS
- Vacuum / mop all floor surfaces
- Wipe down handrails with disinfectant
- Spot-clean walls and doors
-- WEEKLY TASKS --
- Damp-wipe all skirting boards
- Vacuum upholstered seating
- Clean internal window glass (all areas)
- Descale taps and fittings in washrooms and kitchens
- Clean microwave interior (kitchen areas)
- Wipe down all light switches and door handles
throughout
-- MONTHLY TASKS --
- High-dust all surfaces (ledges, top of cupboards,
door frames, light fittings)
- Machine scrub hard floor areas [if applicable]
- Clean air conditioning vents / diffusers
-- PERIODIC / SCHEDULED TASKS --
Task Frequency Price
Carpet deep clean Quarterly £[XXX]
Window clean (external) [X]-weekly £[XXX]
Upholstery clean Annually £[XXX]
Hard floor strip and seal Annually £[XXX]
Oven / appliance deep clean Quarterly £[XXX]
[Amend and add as applicable]
NOT INCLUDED IN THIS PROPOSAL:
- External grounds maintenance
- Pest control
- Waste removal beyond standard office waste
- Clinical waste (requires separate licensed arrangement)
- Any tasks not listed above
───────────────────────────────────────────────────────────────
4. METHOD STATEMENT OVERVIEW
───────────────────────────────────────────────────────────────
CHEMICALS & COSHH
All cleaning chemicals used by [Your company name] are:
- Sourced from [supplier name(s)]
- COSHH-assessed under the Control of Substances
Hazardous to Health Regulations 2002
- COSHH data sheets held on file and available on
request
- Stored in locked chemical stores when on site
Products used in this contract:
- General-purpose surface cleaner: [Product name]
- Washroom sanitiser: [Product name]
- Glass cleaner: [Product name]
- Floor cleaner: [Product name]
- Heavy-duty degreaser (kitchen): [Product name]
[Confirm with your actual COSHH-assessed products]
COLOUR-CODED EQUIPMENT
We operate a colour-coded cloth and mop system in
line with BICSc and NHS guidelines to prevent
cross-contamination:
Red: Washroom floors and below-basin areas
Yellow: Washroom basins, surfaces, and mirrors
Blue: General office and kitchen areas
Green: Food preparation surfaces (where applicable)
PPE
All operatives are provided with and trained to use:
- Nitrile gloves (colour-matched to cleaning zone)
- Safety footwear
- High-visibility vest (if required by site rules)
- Eye protection (when using spray chemicals)
[Add any site-specific PPE requirements]
TRAINING & SUPERVISION
- All operatives complete induction training before
first working on any contract
- [BICSc / in-house] cleaning skills training provided
- DBS checks: [Enhanced / Basic] for all site operatives
- Regular site visits by contract manager: [Frequency]
- Quality audits: monthly with written report to client
RISK ASSESSMENT
A full site-specific risk assessment has been / will be
completed prior to contract commencement. [If RAMS
submitted: "See Appendix B for full RAMS document."]
───────────────────────────────────────────────────────────────
5. PRICING BREAKDOWN
───────────────────────────────────────────────────────────────
CORE SERVICE — DAILY OFFICE CLEANING
Service Visits Cost per visit
-------------------------------------------------------
Daily cleaning (Mon–Fri) 5/wk £[XXX.XX]
[Additional service if any] [freq] £[XXX.XX]
SUMMARY PRICING
Per visit: £[XXX.XX] (exc. VAT)
Per week (5 visits): £[XXX.XX] (exc. VAT)
Per 4-week period: £[X,XXX.XX] (exc. VAT)
Annual contract value: £[XX,XXX.XX] (exc. VAT)
VAT: All prices are exclusive of VAT at the current
rate (20%). VAT will be added to invoices where
applicable.
CONSUMABLES [Choose one]
OPTION A — Included:
Toilet rolls, paper towels, hand soap, bin liners,
and sanitiser wipes included in the above price.
OPTION B — Client supplied:
Client to supply all washroom consumables. Cadi
operatives will replenish from client-provided stock.
OPTIONAL EXTRAS (priced separately, on request)
Carpet cleaning (per clean): £[XXX]
External window cleaning: £[XXX] per visit
Washroom consumables supply: £[XX] per 4 weeks
Deep clean / spring clean: £[X,XXX]
[Add or remove lines as applicable]
MOBILISATION
Initial mobilisation / deep clean: £[XXX] (one-off)
[This covers the pre-contract deep clean required
to bring the site to the standard on which the
ongoing specification is priced. Remove if not
applicable.]
───────────────────────────────────────────────────────────────
6. CLIENT REFERENCES
───────────────────────────────────────────────────────────────
Reference 1
Company: [Client company name]
Contact: [Name], [Job title]
Phone: [Number]
Contract: [Brief description, e.g. "Daily office
cleaning, 8,000 sq ft, Leeds — since 2022"]
" [Short testimonial quote from client, 1–2 sentences.
e.g.: '[Your company] has been cleaning our offices
for three years. They are reliable, the standard is
consistently high, and any issues are resolved the
same day.' ] "
Reference 2
Company: [Client company name]
Contact: [Name], [Job title]
Phone: [Number]
Contract: [Brief description, e.g. "Retail unit
cleaning, Manchester — daily, since 2023"]
" [Short testimonial quote from client] "
Reference 3 (optional)
Company: [Client company name]
Contact: [Name], [Job title]
Phone: [Number]
Contract: [Brief description]
" [Short testimonial quote from client] "
We are happy to arrange direct reference calls with
any of the above contacts at your convenience.
───────────────────────────────────────────────────────────────
7. TERMS AND CONDITIONS SUMMARY
───────────────────────────────────────────────────────────────
Contract term: [12 months initial term] (minimum)
Notice period: [90 days] written notice by either
party after initial term
Payment terms: 30 days from invoice date
Invoicing: Monthly in arrears
Price reviews: Annual — in line with National Living
Wage changes and CPI. 30 days' notice
of any price change.
Absence cover: [Your company name] will provide a
replacement operative in the event of
planned or unplanned absence.
Service failures: Any service failure must be reported
within 24 hours. Remedy will be
provided within [X] working hours.
Scope changes: All changes to scope must be agreed
in writing and will be priced within
5 working days of request.
TUPE: Where applicable, [Your company name]
will comply fully with TUPE regulations
(Transfer of Undertakings (Protection
of Employment) Regulations 2006).
Insurance: Certificates available on request and
will be provided at contract signing.
Full terms and conditions are available on request.
───────────────────────────────────────────────────────────────
8. NEXT STEPS
───────────────────────────────────────────────────────────────
To proceed with this proposal, please confirm by:
[Response deadline date — e.g. "Friday 15 May 2026"]
On confirmation of acceptance, [Your company name]
will:
1. Issue a formal service agreement for signature
2. Arrange a mobilisation meeting at the site with
[Contract manager name]
3. Confirm the proposed start date and operative
allocation
4. Carry out the initial mobilisation / deep clean
prior to the contract start date
Proposed contract start date: [DD Month YYYY]
To accept this proposal or to ask any questions,
please contact:
[Your name]
[Job title]
[Direct phone number]
[Email address]
This proposal is valid until [DD Month YYYY].
After this date, pricing may be subject to review.
───────────────────────────────────────────────────────────────
APPENDIX A — Insurance certificates (attach PDF)
APPENDIX B — Full RAMS document (if applicable)
APPENDIX C — Full terms and conditions
───────────────────────────────────────────────────────────────
Use this template as a structural foundation. The scope of works section in particular — Section 3 — should be rewritten for every proposal to reflect the specific site you surveyed. Everything else can be largely consistent across proposals, but the scope must be specific. A site-specific scope is the single strongest signal that your proposal deserves to win.
How to send and follow up a commercial proposal
A proposal sent badly undermines everything in it. The mechanics of delivery are as important as the content.
Delivery
- Send as a PDF — not a Word document. A Word document can be edited, accidentally corrupted, or rendered differently on the recipient's machine. A PDF is a finished document. It signals professional intent and preserves your formatting exactly.
- Email + printed copy for significant contracts. For contracts over £20,000 per year, consider posting or hand-delivering a printed, bound copy in addition to the PDF email. This is standard practice in the FM sector and signals seriousness. London and Birmingham-based FM procurement teams in particular often receive printed bids alongside digital submissions.
- Send with a brief, personalised covering email. Not a template. A two-paragraph email that references the survey visit, names the site, and confirms the proposal is attached. One sentence at the end that confirms you are available to discuss. Do not summarise the proposal in the email — that is the proposal's job.
- File the sent proposal with its version number. If you revise a proposal after initial feedback, version it (CP-0042-v2). This prevents confusion if there is a dispute about which version was accepted.
Follow-up
- Follow up by phone at 48 hours. A single call — not an email. The call serves two purposes: it confirms the proposal was received and read, and it opens a conversation that a passive email cannot. "I just wanted to make sure you received the proposal and check whether you had any questions about the scope or pricing." That is the entire script. Listen more than you speak.
- Set a 7-day response deadline in the proposal. "Please respond by [date]" creates a natural follow-up trigger. If you haven't heard by that date, a second call is entirely appropriate: "I wanted to follow up before the deadline in the proposal — are you in a position to make a decision, or would a further conversation be helpful?"
- Do not chase more than twice. Two touchpoints — the 48-hour call and the deadline call — is the limit. A third approach signals desperation. If the client does not respond after two follow-ups, send a final email that politely keeps the door open and withdraws the current pricing: "I'll take this as a pass for now — please do come back to us if your requirements change. The pricing in the proposal will need to be reviewed if we revisit this in the future."
The follow-up call is where contracts are won
The majority of commercial cleaning contracts that get awarded are won on the follow-up call, not on the proposal itself. The proposal creates the conditions for the conversation. The call is where you hear the real objections — price, timing, concerns about the current provider, uncertainty about the scope — and address them directly. Cleaning businesses that only send proposals and wait lose contracts to competitors who pick up the phone.
Pricing your commercial cleaning proposal
Commercial cleaning pricing is fundamentally a labour calculation. Every other input — chemicals, equipment, consumables, management overhead — is secondary. Getting the labour cost right, and then building a sustainable margin on top of it, is the discipline that separates businesses that grow from businesses that win contracts and then lose money on them.
Step 1: calculate operative hours
Start with the site survey. Time the cleaning of each area. If you cannot survey before proposal submission, use area benchmarks: commercial office cleaning typically runs at 400–600 sq ft per operative hour for general office space, 200–300 sq ft per hour for washrooms and high-touch areas, and 600–900 sq ft per hour for open-plan areas with clear desks. Total the hours across all areas. Add a 10–15% buffer for travel time within the building, cleaning down equipment, and replenishing consumables on site.
Step 2: calculate the true labour cost
The common mistake is to multiply operative hours by the National Living Wage and stop there. The true cost of an operative includes:
- Base wage: National Living Wage 2026 is £12.21/hr for workers aged 21+. Pay above this if you want to retain staff — high turnover on commercial contracts is a significant hidden cost.
- Employer National Insurance contributions: 15% of earnings above the secondary threshold.
- Holiday pay: 12.07% on top of base wage (for workers with no fixed hours) or accrued at 5.6 weeks per year for contracted staff.
- Pension contributions: Minimum 3% employer contribution under auto-enrolment.
- Operative on-costs total: typically adds 25–35% to the base wage rate.
At £12.21/hr base wage, the true all-in operative cost is typically £15.50–£16.50/hr including NI, holiday pay, and pension. Price your proposals on this figure, not the headline wage rate.
Step 3: add consumables and equipment
For most commercial cleaning contracts, consumables (chemicals, cloths, bin liners) add £0.80–£1.50 per operative hour to your costs. Equipment depreciation (vacuums, mop systems, scrubbers) adds a further £0.50–£1.00 per operative hour depending on your equipment mix. Use £2.00 per operative hour as a working assumption if you do not have more precise figures.
Step 4: apply your margin
Commercial cleaning businesses typically target a gross margin of 20–30% on contract revenue, after all direct costs (labour, consumables, equipment). On a small contract (under £1,000/month), a 25–30% gross margin is achievable. On larger contracts won through competitive tender, margins of 18–22% are more realistic. Do not submit proposals on margins below 15% — the operational risk is too high.
| Cost element | Benchmark rate | Notes |
|---|---|---|
| Operative base wage | £12.21–£13.50/hr | NLW floor + any premium for skills or location |
| Employer on-costs | +28–35% | NI, holiday pay, pension — always include |
| Consumables | £0.80–£1.50/hr | Chemicals, cloths, liners — if client-supplied, remove |
| Equipment depreciation | £0.50–£1.00/hr | Higher if you use specialist machinery |
| Management overhead | 10–15% of direct cost | Supervision, admin, quality audits |
| Target gross margin | 20–30% | On total direct cost; lower for large tenders |
A worked example: 10 operative hours per week at £16.00 true labour cost = £160/week direct labour. Add £20 consumables and management overhead of £18. Total direct cost: £198/week. At a 25% gross margin, your weekly price is £264 and your monthly price (4.33 weeks) is £1,143. Round to £1,150/month for a clean number. This gives you a proposal price of £13,800/year — competitive, sustainable, and profitable.
Frequently asked questions
How long should a commercial cleaning proposal be?
A commercial cleaning proposal should be between 6 and 12 pages for most contracts. Smaller contracts can be 4–6 pages. Large FM or multi-site tenders may run to 20+ pages with full method statements, RAMS, and TUPE schedules. Longer is not better — a crisp, well-structured 8-page proposal beats a padded 20-page document every time. Decision-makers want to find the key information quickly: scope, price, and evidence of competence.
Do I need a RAMS document with a commercial cleaning proposal?
For most proposals, a brief method statement overview within the proposal itself is sufficient. A full RAMS (Risk Assessment and Method Statement) is typically required when you are working at height, the site involves hazardous substances, the client is a public sector body, or the contract is significant in value. In those cases, submit the RAMS as an appendix — not embedded in the main document. Reference it in the method statement section. Cadi's guide to RAMS for cleaning businesses covers this in full.
What is a cleaning specification?
A cleaning specification (or "cleaning spec") is the detailed document that defines exactly what cleaning tasks will be carried out, in which areas, at what frequency. It is the operational core of a commercial cleaning contract. A good specification lists every area of a building, the specific tasks for each area, and how often each task is performed — daily, weekly, monthly, periodically. BICSc — the British Institute of Cleaning Science — publishes guidance on cleaning specifications that is widely used across the UK FM sector, from London corporate offices to Leeds schools to NHS facilities in Wales and Scotland.
What is the difference between a commercial cleaning contract and a commercial cleaning proposal?
A commercial cleaning proposal is a sales document — it describes what you are offering, why you are the right choice, and at what price. It is submitted before the contract is agreed. A commercial cleaning contract (or service agreement) is the legally binding document that both parties sign once the proposal has been accepted. Never start work based only on an accepted proposal — always follow up with a signed contract. The proposal becomes the basis for the contract, but they are separate documents with different legal weight.
How do I win cleaning tenders in the UK?
Winning cleaning tenders — particularly public sector contracts via Contracts Finder or local authority procurement portals — requires a compliant, professional proposal that answers every question asked in the ITT (Invitation to Tender); evidence of public liability insurance (typically £5m minimum, often £10m for public sector); relevant accreditations (ISO 9001, Safe Contractor, Constructionline, BICSc CPSS); a detailed cleaning specification tailored to the specific site; and strong references from comparable contracts. Price alone rarely wins tenders — most public sector evaluations weight quality at 40–60% and price at 40–60%. Focus your differentiation on quality, reliability, and measurable SLAs rather than undercutting on price.
How much should I charge for commercial cleaning in the UK?
UK commercial cleaning rates in 2026 typically range from £14–£22 per operative hour, depending on region, contract size, and scope. London rates are generally £17–£24/hr. Manchester, Leeds, and Birmingham run £14–£19/hr. Bristol and the South West sit around £15–£20/hr. Scotland and Wales are broadly in line with northern English cities. Never quote a commercial contract by the square foot alone — staffing hours are the primary cost driver, and area-only pricing leads to underpriced contracts, high staff turnover, and poor standards.
What insurance do I need to include in a commercial cleaning proposal?
A commercial cleaning proposal for UK clients should confirm: Public liability insurance (minimum £1m; typically £5m — large FM and public sector contracts often require £10m); Employers' liability insurance (legally required if you have employees — minimum £5m, standard is £10m); Products liability (if you supply and apply cleaning chemicals). Always include your policy reference numbers and renewal dates. Clients who cannot verify your insurance level before signing will not sign — and rightly so.
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