Janitorial service RFP proposal: Free template

Customize this free janitorial service RFP proposal with Cobrief

Open this free janitorial service RFP proposal in Cobrief and start editing it instantly using AI. You can adjust the tone, structure, and content based on the property type, cleaning frequency, and client-specific requirements. You can also use AI to review your draft — spot gaps, tighten language, and improve clarity before sending.

Once you're done, send, download, or save the proposal in one click — no formatting or setup required.

This template is fully customizable and built for real-world use — ideal for responding to janitorial RFPs from commercial offices, retail properties, schools, healthcare facilities, or public buildings. Whether you're offering daily cleaning, deep sanitation, or specialty services, this version gives you a structured head start and removes the guesswork.

What is a janitorial service RFP proposal?

A janitorial service RFP proposal is a structured response to a request for proposals (RFP) from a business, agency, or building owner looking to hire a cleaning provider. It typically outlines your scope of services, staffing plan, equipment, pricing, experience, and safety protocols.

This type of proposal is commonly used:

• In competitive bidding for facility cleaning contracts
• After receiving a formal RFP from a property manager or procurement officer
• When trying to win or renew multi-site janitorial agreements

It helps the client compare providers, understand your approach, and evaluate fit across cost, capability, and professionalism.

A strong proposal helps you:

• Position your services clearly and confidently, even in crowded bids
• Show reliability, attention to detail, and compliance with industry standards
• Clarify what is and isn’t included to avoid future disputes
• Build trust with procurement teams through transparency and structure

Why use Cobrief to edit your proposal

Cobrief helps you respond to RFPs faster and more effectively — with smart editing tools and a clear layout.

• Edit the proposal directly in your browser: No formatting issues or software needed — just start typing.
• Rewrite sections with AI: Tailor content based on the facility type, cleaning frequency, or unique client needs.
• Run a one-click AI review: Use AI to spot unclear phrases, incomplete service lists, or missed differentiators.
• Apply AI suggestions instantly: Accept edits line by line or apply all changes across the proposal with one click.
• Share or export instantly: Send your proposal directly or download a clean PDF or DOCX ready to submit.

You’ll respond faster and stand out more — especially when the deadline is tight.

When to use this proposal

Use this janitorial service RFP proposal when:

• Responding to a formal cleaning RFP from a commercial, government, or institutional client
• Pitching multi-location or long-term contracts for janitorial services
• Quoting bundled services (e.g., cleaning, sanitation, restocking, and waste removal)
• Replacing or competing against an incumbent service provider
• Offering specialty services like floor care, green cleaning, or after-hours sanitization

It’s especially useful when your response needs to be structured, professional, and easy to compare against other vendors.

What to include in a janitorial service RFP proposal

Use this template to clearly show what you’re offering, how it will be delivered, and why you’re the right choice.

• Executive summary: Start with a clear overview of your services, experience, and understanding of the client's property and priorities.
• Scope of work: List the services you’ll provide — such as sweeping, mopping, trash removal, window cleaning, restroom sanitization, and restocking supplies.
• Cleaning schedule: Specify the frequency and timing of services — daily, weekly, overnight, or per shift — and note flexibility as needed.
• Staffing and supervision: Explain how cleaning staff will be assigned, trained, and supervised. Mention background checks, uniforms, or on-site leads if applicable.
• Equipment and products: Describe the tools and cleaning solutions you’ll use, including any eco-friendly or specialty products.
• Health and safety protocols: Outline how your team complies with OSHA guidelines, PPE usage, and any COVID-era sanitation procedures.
• Quality control: Note how you maintain standards — including inspections, checklists, or client feedback processes.
• Pricing: Present a transparent cost breakdown — by square footage, per visit, per month, or custom bundle.
• Next steps: End with a clear CTA — such as approving your bid, scheduling a walkthrough, or requesting references.

How to write an effective janitorial service RFP proposal

This proposal should feel dependable, detailed, and easy to evaluate — especially for time-pressed procurement teams.

• Stick to the scope: Only include services listed in the RFP or explain why you're suggesting additions.
• Speak plainly and specifically: Avoid buzzwords — say exactly what you’ll do and how often.
• Show experience without overexplaining: Mention past clients, staff experience, or certifications clearly and briefly.
• Focus on reliability and trust: Make your systems for quality, safety, and responsiveness front and center.
• Avoid hidden costs: Be upfront about what’s included and what’s extra — it builds long-term trust.
• Close with clarity: Give them one clear next step to move forward quickly.

Frequently asked questions (FAQs)

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This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.