Due to local and regional economic conditions, it is virtually impossible for a company in one part of the country to price their services identical to a company in another part of the country. However you do not have to be a mathematical genius to price your services competitively and win your share of the office cleaning business in your area. Always try to be as competitive as possible, while at the same time flexible.

When you submit a bid to a perspective client make sure you break each service down individually and price it accordingly. This way there will be no questions raised later concerning your pricing policies. Always request an appointment so that you can do a comprehensive site inspection. No matter how small an office may be do not rush through the site inspection. It immediately gives the impression that you either don’t care whether you get the contract or that your company is large enough that you possibly don't need it.

Always carry a clip board with a worksheet firmly attached and write down all the information your prospective client provides. Only ask questions that pertain to the cleaning of the office. Assume nothing. Obtain an accurate total of the square footage even if it is a very small office. Find out how many full and part-time employees are employed there. The more employees that occupy a given space the harder and longer it will take to clean. Inquire as to when the building will be completely empty and if there is a security system. Listen very carefully to what the potential client is saying. If they make a remark in passing concerning the condition of the bathrooms or that the windows are always dirty write it down. If at all possible as you enter each room, visually imagine yourself cleaning that room. As you become more skilled in competitive bidding, you will develop a sixth sense as to how long it will take to accomplish each task. Then your overall bidding will become more accurate.

Take into account whether the building is old or new. Old buildings take longer to clean, thus, you’ll have to price your services accordingly. Ask whether the company is expanding. More employees and increased floor traffic can within a very short time make a once-profitable contract a financial loser. Closely observe the overall layout of the building’s interior. Can an elevator be used or are there stairs? Are there multiple computer work stations, long or short hallways? Are the restrooms open for the general public or for employees only?

Determine exactly what equipment and supplies will be needed. Using the wrong equipment or inadequate supplies can easily become an unprofitable burden to your cleaning service. Always remember that. "Time is money.”

If a client requests that you provide restroom supplies and paper towels, insist that the cost of these supplies be billed directly to the client. Always mark up the cost of these supplies at least ten percent to cover your cost of purchase, delivery and stocking.

In estimating your cost per job do not overlook estimating your overhead expenses on each job. While the office cleaning business has very few expenses there are still transportation and supply costs. There are also overall business expenses that must be budgeted to keep your business profitable. Add a percentage of these costs to each contract. In the beginning, this may be difficult to determine, however after you are in business for awhile you will be able to formulate a percentage by simply dividing your last quarters gross income by your overall business expenses. Until you are able to calculate such a figure, simply add ten percent to each bid. This should cover all your overhead expenses without causing your bids to be rejected by a prospective client.

One of the bidding tricks that you will notice immediately is low ball bidding. This is generally done by new companies who are trying to build a business rapidly. They will submit a very low bid to a prospective client in the hopes of undercutting the competition. Once they have landed the contract, however, they almost always perform substandard work. Avoid the trap of low ball bidding at all costs. Remember, there is a lot of money to be made in this business, but you will only be able to earn it if you build a reputation in the business community as an office cleaning company that does quality work.

When you bid on each job always take into consideration the present condition of the building. If the previous cleaning company did substandard work or the building is new construction, it will take longer to clean on your first few cleanings. You can either forego adding an extra charge to your bid for a first time cleaning by dividing the cost over the life of the contract or you can simply add a one time initial cleaning fee to your bid. The decision is yours to make.

One final note on submitting a bid. Always deliver the bid in person. Also make sure that you present it to the person who will be making the final decision on which cleaning service contract to accept. This not only shows you are operating a highly professional office cleaning business, but very often you will be able to answer any last minute questions your prospective client may have. If you must submit your bid by mail send it via certified mail along with a cover letter thanking your prospective client for their time and consideration in allowing you to submit your bid.

Likewise if your bid is accepted, follow-up with a telephone call thanking your new client for their support. If your bid is rejected don't be discouraged. There are plenty of other prospects out there. Again. write a short note thanking them for their time. Then six months later call on that account again. You would be surprised how many office cleaning companies are dismissed after only a few months on the job. If you are one of the first cleaning contractors to re-solicit a client who rejected your original bid, there is a very high probability that they will be ready to take a second look at both you and your company.

Above we have attempted to give you a brief but informative overview of how to estimate and submit an office cleaning bid that will put you on the fast track to financial success in the office cleaning business. Before we move on to our next subject matter, we would like to leave you with a few pointers that will aid you in submitting winning bids time and time again.

• Your job bid and contract can be the same form. Have a generous supply of bid/contracts printed at your local discount printer. If you do not have a contract already drafted, speak with your printer. In most instances they will have a standardized bid contract proposal form in stock. All that must be done is have your company name, address, and telephone number printed on the form. Also, don’t forget to include that you are insured and bonded.

• Although it is not always possible, try to have all final contracts typed. This is essential when bidding on large office buildings and government jobs.

• Always make a copy of every bid or contract for your records. Give the original to your client & you keep the copy. In this way if there is a question or discrepancy you will both be discussing the same bid proposal or contract.

• If you have agreed to provide restroom supplies, doormats or any other item outside of your general office cleaning service do not forget to include both the item and your price on the contract.

• Attach a copy of your Certificate of Insurance to every contract.  If your prospective client receives a few other bids and they have included proof of insurance and you did not, your proposal could very well end up in the trash with yesterday’s junk mail.

• Make sure when you submit your bid you have included a small amount of price flexibility in your estimate. Never consider your estimate a bottom line price set in stone. Price flexibility may be the difference between landing an office cleaning contract or letting it slip away to another cleaning company.

• From time to time you will win a contract to clean an office that you underbid in error. Either your math was off or you did not fully comprehend the services that were required in their entirety. Many cleaners will try to cut corners in order to regain lost profits. Do not fall into this trap. If you perform substandard work you will ultimately be dismissed and your reputation in the business community could be damaged. Ask your client for a rate increase. If it is denied, simply resign from the contract.  Under no circumstance should you continue servicing an unprofitable account regardless of who is at fault