Quotes are only useful to compare when they describe the same requirement. If one provider plans to clean the washrooms at every visit and another once a week, the total alone does not tell you which offer is more suitable. Writing down your requirements before contacting several companies makes those differences visible.
For a small organisation, the document can remain straightforward. It is a basis for discussion, not a substitute for a site visit or a quote. A task is only agreed when it appears in the accepted documents.
What is a cleaning specification for?
A cleaning specification brings together the information a provider needs to understand your premises: the areas concerned, the tasks you would like to discuss, a possible frequency and the access arrangements.
Giving every company the same information makes it easier to see what is included, excluded or proposed differently. The document may also be called a scope of work or cleaning plan. Its value lies in the detail, not the label.
Seven points to define
1. The premises and how they are used
Note the type of activity, approximate floor area, number of floors, main floor coverings and normal occupancy. If a detail is uncertain, mark it as provisional so it can be checked during a site visit.
2. Areas and specific tasks
Divide the premises into recognisable areas: reception, offices, meeting room, washrooms, kitchenette, corridors, stairs or communal areas. Use clear wording such as “wipe cleared surfaces”, “empty bins” or “clean floors”. Add any useful limits, including accessible surfaces and documents that must not be moved.
3. Possible frequency
No single frequency suits every site. Enter the rhythm you have in mind or leave it “to be agreed together”. Where useful, separate tasks required at every visit from weekly, monthly or occasional work. The guide to cleaning frequency for business premises explores this decision in more detail.
4. Access and possible service times
Explain whether access involves someone on site, keys, a badge, a code or an alarm. Note possible times during or outside business activity, as well as parking, restricted areas and any site-specific instructions.
5. Glazing and specialist work
For glazing, state which sides are concerned, whether they are accessible and whether height or specialist equipment may be involved. List any other unusual work separately. The specification records the need; the quote determines what is included.
6. Consumables and waste
Where relevant, state who supplies soap, toilet paper, hand towels, bin liners and other consumables. Include collection points, recycling arrangements and responsibility for monitoring stock. These items should not be assumed.
7. Communication and changes
Identify the person who can report an issue and the preferred contact method. If the layout, occupancy or requirements change, the agreed documents should be updated to reflect any new scope or frequency.
A simple example to adapt
The table shows the level of detail that can be useful. It is not a Fast Clean service proposal.
| Area | Points to describe | Frequency |
|---|---|---|
| Workstations | Cleared surfaces, accessible furniture exteriors, floors around desks | To be agreed according to occupancy |
| Washrooms | Toilets, basins, mirrors and floors | To be agreed according to use |
| Glazed door | Interior or exterior side, frame and accessibility | To be agreed |
| Bins | Emptying, liners and collection point | As agreed |
Adapt the wording to your premises and have uncertain points checked during the site visit. Only the accepted quote and contract determine the service.
Comparing quotes on the same basis
When you receive several proposals, compare the content before the total. Check in particular:
- which areas and tasks are included or excluded;
- the proposed frequency and any occasional work;
- the arrangements for access, consumables and waste;
- any assumptions that still need confirmation during a visit;
- how changes to the agreed scope will be handled.
Comparing offers against the same written starting point helps reveal genuine differences. Our page on office cleaning for small businesses explains how a visit and quote can turn those requirements into an agreed service.
How the Fast Clean tool fits in
Fast Clean’s cleaning plan tool lets you choose the type of premises, review suggested areas and tasks, add your own points and leave the frequency open where necessary. You can print the draft or carry it into the quote request.
The result remains indicative. It does not set a price, confirm a service or reserve a time. Add access details, consumables and other site-specific requirements if they are not covered by the draft.
Public procurement
If your procurement is subject to public procurement rules, this guide and the Fast Clean tool are not substitutes for formal tender documents. Luxembourg’s Public Procurement Portal explains the applicable requirements.
Would you rather start with your own premises?
Prepare an initial draft with the tool, or describe your premises so the relevant points can be reviewed during a visit and quote.