01
Describe the facility
Include the address, type of business, approximate size and key rooms. Explain whether the work is for one office, a shared building or a completed renovation. If you do not know the area, describe the layout and leave exact measurements for follow-up.
02
Identify the services and priorities
Separate recurring needs from specialist tasks. List washrooms, kitchens, common areas, carpet, hard floors and windows where relevant. Explain the problem you want addressed, without assuming that every possible task is part of a standard package.
03
Explain frequency and access
Share your preferred cleaning frequency, operating hours, entry arrangements and any restricted spaces. Explain when an area must be ready for use again. If a date is provisional, identify it as a preference rather than a confirmed booking.
04
Flag conditions and exclusions
Mention unusual residue, damage, confidential equipment, remaining construction materials or specialist requirements. These details help clarify the scope and what might need separate discussion. Do not include passwords, alarm codes or sensitive access information in an initial public form.
05
Review the proposed scope
Before agreeing to service, review the listed areas, tasks, frequency, timing and pricing. Ask about anything unclear, including supplies, exclusions and how changes will be discussed. An enquiry starts the process; the written service details should guide the agreement.
Keep this checklist
A clearer brief. A more useful quote.
- Where is the facility?
- Which areas and surfaces need attention?
- Is this recurring work or a defined project?
- What timing and access requirements matter?
An estimate is fine when you do not have exact measurements. Share sensitive access details directly with the team later.
