Two cleaning quotes land in your inbox, and one is much cheaper. Before choosing, check whether they cover the same work. The difference might be an extra visit, a room left out or supplies you would need to provide. Here is how to make the comparison clearer.
Put the quotes side by side and highlight anything you cannot compare. A quick question now is easier than discovering a gap after the first visit.
1. Give each company the same starting information
Give each company the same room list, priorities, preferred schedule and description of the space. If one company has seen the building and another only has the square footage, ask what the second quote assumes.
2. Check the rooms and tasks side by side
You can do this on a sheet of paper. Give each quote a column and check these points:
| Comparison point | What the proposal should clarify |
|---|---|
| Included rooms | Named offices, restrooms, break rooms, common areas, entrances, project areas, or other spaces |
| Tasks and surfaces | What is addressed, how often or at which project stage, and any material restrictions |
| Timing | Requested frequency, service window, project milestone, sequence, and conditions that can change the date |
| Responsibilities | Supplies, waste, moving items, access, utilities, security, approvals, and other vendor work |
| Exclusions | Specialty work, inaccessible areas, repairs, active construction, regulated material, or separately priced work |
3. Distinguish recurring work from occasional work
Ask what happens on every visit and what happens less often. A task listed once may not be included every week. For a turnover or construction clean, check whether the price covers a single visit or several stages.
4. Check what the quote assumes
Check the practical assumptions behind the price. Will the team have parking, water, lighting and clear access? Does someone need to let them in? Ask what happens if those arrangements change, and keep private access codes out of shared comparison documents.
5. Ask for the paperwork you need
Ask for the paperwork your building or organization needs. Depending on the job, that might include:
- Current certificate of insurance and the coverage your organization requires
- W-9 and correct legal or vendor name
- Bonding status if relevant to the contract
- Employee or subcontractor model
- Training, screening, supervision, and site-access practices
- Safety information, equipment, chemicals, and supply responsibilities
- Commercial references or project examples with permission
Keep this proportionate to the job. Confirm the documents your organization requires, then check that each company can provide them. A claim on a website is not a substitute for a document you need.
6. Find out who you will speak to
Know who to call if something needs attention. Ask how to report a missed task, add a room or change a date. For project work, talk through what happens if contractors are still onsite when cleaning is due to start.
7. Look for work that is relevant to yours
Look for examples of the kind of work you need. Photos of a one-time project can show attention to detail, but they do not tell you everything about a recurring office service. Relevant reviews, references and clearly explained projects give you more to go on.
8. Now compare the prices
Once you have noted the differences, come back to the total. Is the lower quote leaving out something important? Is the higher quote clear about what you get? The best fit is the one you understand and can compare against your needs and budget.
9. Keep a short note of your decision
Before deciding, make a short note about each company:
- Did they understand what your workplace needs?
- Is it clear what gets cleaned and how often?
- Have they provided the documents you asked for?
- Have you seen relevant work or references?
- Do you know who to contact with questions?
- What is the total for the work you agreed on?
Keep those notes with the agreed quote. If your needs change later, you will have a clear starting point for the conversation.