When writing a client estimate for your cleaning business, it's important to begin by arriving on time, appearing professional, and being prepared. Confirm the time and date of the appointment; be neat and clean in dress and polite in manner. Know your services and your prices, and communicate clearly with the potential client.
Create a form to use. It should clearly, at either the top or bottom, state the name of your business and all your contact information. Have a list of the services you provide which are included in the bid, and a list of other services which the client can request, and their accompanying prices.
Be sure to have a section on the form where you can let the client know when you are available and when you can start the job. There will be differences depending upon whether the client is looking for commercial or residential services, or perhaps a one-time only cleaning, such as a move-out or a move-in. You can design one form to be used for all types of jobs.
Please do carry a calculator, or at least have an additional piece of paper on which to write notes and total your costs; once you have signed the bid sheet and handed it to the client, you could be obligated to perform the service(s) for the amount stated. And, if possible, give the potential customer a copy of the bid before taking your leave. This will encourage him to engage you immediately, as opposed to having to wait or be forgotten or having another contractor swoop in and steal your client.
Cleaning bids are typically calculated with regard to size, number of rooms, and frequency of visits. The less frequently one services a client, the higher the cost; this is simply due to more labor involved. In other words, if you clean once a month it is exponentially more labor-intensive than if you were cleaning on a weekly basis.
Residential cleaning bids are often calculated by the number of rooms, as in a set amount per room, again depending on the frequency. A typical three-bedroom, two-bath home with a living room, dining room, laundry room, and kitchen could be assessed at $18.00 per room (first-time cleaning), $15.00 per room (monthly), $12.00 per room (bi-weekly), or $10.00 per room (weekly).
Another factor would be pricing "extras", such as cleaning an oven or a refrigerator, or doing laundry. Be sure to include these in your total, at the customer's request, and differentiate between those and regular cleaning.
Commercial jobs can be priced in a similar manner, but you should account for the (probable) evening or nighttime hours as well as the amount of work to be done. For example, a suite with 3 small offices, which only needs vacuuming and trash removal, would be priced much less than one which also contains a bathroom or a breakroom or requires dusting.
Move-in or move-out contracts need to be bid very carefully; frequently rental property is inhabited by individuals who are less concerned about cleanliness and upkeep than property owners, and often there are large amounts of trash to remove. Additionally, while apartments and homes are typically empty at the time of bid as well as the time of service, one would be very wise to look more closely into closets, bathrooms, and kitchen appliances. In other words, even though there is most likely no furniture to dust or objects to straighten or move, there is often much more grime, grease, and dirt to deal with; keep your room count and per-room cost just as much in mind as when bidding an occupied property.
When you finished the walk-through of a residence or business, having made written notes for yourself, add the number of rooms, calculate figures for all frequency of visits which you offer, include any extras, and sign the bid sheet. Be prepared to explain your figures and answer any questions. If the client accepts, determine a start date and time and add the client to your schedule.
The most important thing when providing a cleaning bid is to be professional before, during, and after the process. Have a plan of action, a well-written form which covers all angles, and be upfront and clear with potential clients. Be prepared, and know your pricing and services. Know, too, that each bidding process becomes easier with practice and experience.