Step 1: Choose the Right Type of Office Contract
Not all offices are equal. Some are easy to service and pay reliably, while others are price sensitive or operationally difficult.
Start by targeting:
- Small to medium offices with 5–50 staff
- Medical clinics and allied health practices
- Engineering, construction and warehouse offices
- Professional services such as accountants and real estate agencies
Avoid large corporate tenders early on. They often require long bidding processes, tight margins, and heavy compliance overheads.
Focus on businesses that value reliability, hygiene, and responsiveness rather than purely chasing the cheapest price.
Step 2: Build a Lead List in Under One Hour
A strong lead list is the foundation of getting office cleaning contracts consistently.
Open Google Maps and search for:
- “Office”
- “Accountant”
- “Medical centre”
- “Engineering”
- “Warehouse”
- “Real estate”
- “Business park”
Zoom into industrial estates and commercial zones rather than residential streets.
Create a simple spreadsheet and record:
- Business name
- Address
- Phone number
- Website or email
- Decision maker role if visible
- Notes
Aim to build at least 50–100 leads initially. Once your list exists, you can work through it systematically rather than guessing where your next contract will come from.
Step 3: Create a Simple Proof Pack
Before contacting businesses, make sure you can clearly demonstrate credibility.
You only need:
- A few clean before-and-after photos
- Two or three short client testimonials
- Proof of insurance and ABN
- A short description of your services and service area
This can live on your website or as a one-page PDF. Most decision makers simply want reassurance that you’re insured, professional, and reliable.
Step 4: Craft an Offer That Gets Replies
Instead of saying “we do office cleaning,” lead with value and certainty.
Examples:
- Fixed monthly pricing with no hidden costs
- After-hours or flexible access cleaning
- Fast onboarding and start dates
- Clear communication and inspection process
- Consistent staff and quality checks
If appropriate, you can offer a discounted first clean or obligation-free inspection to remove friction.
Your goal is not to sell immediately. Your goal is to start a conversation and book a walkthrough.
Step 5: Reach Out Using Multiple Channels
Use a combination of email, phone, and in-person where appropriate.
A simple email opener works well:
“Hi [Name], we provide commercial office cleaning services in [area]. I wanted to see if your current cleaning arrangements are working well or if you’d like a quick comparison quote.”
Follow up with a phone call a few days later. Many contracts are won simply because most competitors never follow up.
If you operate in industrial zones, light door knocking during business hours can also work extremely well.
Consistency beats volume.
Step 6: Follow Up Like a Professional
Most deals close on the second or third touch.
A simple follow-up sequence:
- Day 1: Email
- Day 3: Phone call
- Day 7: Follow-up email
- Day 14: Final check-in
Track all activity in your spreadsheet so no leads are forgotten.
Polite persistence builds trust and keeps you top of mind when their current cleaner drops the ball.
Step 7: Run a Proper Site Inspection
Never quote blindly.
During your walkthrough:
- Measure floor space and room count
- Identify floor types and problem areas
- Confirm access times and security requirements
- Clarify consumables responsibility
- Ask what they like and dislike about their current cleaner
Time the job realistically. Underquoting destroys margins and causes stress later. Want to know how to be an exceptional commercial cleaning company? Click here.
Step 8: Send a Clear, Professional Quote
Your quote should clearly show:
- Scope of work
- Frequency of cleaning
- Price and GST
- Optional add-ons
- Start date
- Payment terms
Avoid vague descriptions. Clear scope protects both sides and reduces disputes.
Speed matters. Send the quote within 24 hours while the inspection is still fresh.
Step 9: Close the Contract and Onboard Smoothly
Once accepted:
- Confirm start date and access details
- Provide service agreement if required
- Schedule the first clean and quality check
- Introduce communication process
The first two weeks are critical. Overdeliver early to lock in trust and retention.
Step 10: Retain and Upsell
Keeping contracts is easier than winning new ones.
Simple retention actions:
- Monthly check-in with the site contact
- Photo documentation where useful
- Fast response to issues
- Periodic deep clean upsells
Happy clients become referral engines.
Learning how to get office cleaning contracts is less about luck and more about building a repeatable system. When you consistently generate leads, follow up properly, quote accurately, and deliver reliable service, contracts compound over time.
Focus on process, not shortcuts.
If you execute these steps weekly, your pipeline will stay full and your business will scale predictably.
