Cleaning Quote Template: Fields, Pricing Math and Sample

A client messages you on a Tuesday: three bedrooms, two bathrooms, a dog, and they are moving out on Friday. What they need back is a cleaning quote template filled in with a clear price, a list of what is included and a date it expires. A good cleaning quote answers all three in one page, so the client can say yes before a competitor replies.

This guide covers the fields every cleaning quote needs, how to price residential and commercial jobs, a fully worked sample with the math shown, and the terms that stop "I thought that was included" conversations after the clean.

What a cleaning quote template is for

A cleaning quote is a written price offer for a defined cleaning job. It is sent before you start and becomes the agreed price once the client accepts it. Unlike a rough estimate, a quote is meant to be the number the client pays, provided the job matches the description. If you are unsure which document to send, our guide to the difference between a quote and an estimate explains when each one fits.

Cleaning businesses send quotes for four main job types:

• Standard or recurring house cleaning - weekly, fortnightly or monthly visits at a fixed price per visit.
• Deep cleaning - a one-off clean including inside appliances, baseboards, grout and areas skipped on regular visits.
• Move-in / move-out cleaning - an empty property, often tied to a landlord inspection or deposit return.
• Commercial and office cleaning - quoted per visit or per month, usually with a scope schedule and frequency table.

Fields every cleaning quote should include

Field	What to write	Why it matters
Business details	Name, phone, email, website, logo, any licence or insurance reference	Shows you are a real, insured business
Quote number and date	For example Q-2026-0142, issued 12 Nov 2026	Lets you match the quote to the later invoice
Valid until	An actual date, such as 26 Nov 2026	Protects you if supply costs or your schedule change
Client and service address	Name, phone, full address, access notes (key safe, gate code)	The billing and service address are often different
Property profile	Square footage, bedrooms, bathrooms, pets, condition	The assumptions your price is based on
Service type and frequency	Deep clean, one-off; or standard clean, every 2 weeks	Defines what kind of visit is being priced
Line items	Rooms or tasks with a price each, plus add-ons	Lets the client remove items instead of rejecting the whole quote
Exclusions	What is not included	Prevents scope disputes
Subtotal, discount, tax, total	Each shown separately	Clients compare totals across quotes
Terms	Deposit, cancellation, supplies, access, payment methods	Sets expectations before the visit
Acceptance	Signature line or "reply to accept" instruction	Turns the quote into an agreement

How to price a cleaning job before you quote it

Most cleaning prices are built from time. Work out how long the job will take, multiply by your rate per cleaner-hour, then add products and any travel or parking costs. Our separate guide on how much to charge for house cleaning goes deeper on rates by region and job type; here is the short method.

1. Estimate labor hours. Use your own timing records from past jobs. A move-out deep clean of a 3-bedroom, 2-bathroom home might take two cleaners 3.5 hours each, which is 7 cleaner-hours.
2. Apply your rate. At $35 per cleaner-hour, 7 hours is $245.
3. Add materials for specialist work. Oven degreaser, carpet spot treatment or hard-water remover might add $15 to $25.
4. Add extras the client asked for. Inside the fridge, inside the oven, interior windows, walls, balcony.
5. Round to a clean flat price. Clients approve $295 faster than $293.75.

For recurring cleans, price the first visit as a deep clean and the following visits at the maintenance rate. Say so on the quote, so the client is not surprised that visit one costs more than visit two.

Cleaning quote sample (filled in)

Here is how a completed move-out cleaning quote looks. The client is a tenant who needs the property ready for a landlord inspection.

Sparkle Lane Cleaning - Quotation Q-2026-0142 | Issued 12 Nov 2026 | Valid until 26 Nov 2026
Client: Dana Price, 48 Birch Court, Apt 3B | Property: 3 bed, 2 bath, approx. 1,350 sq ft, unfurnished, one dog (moved out)
Description	Qty	Unit price	Amount
Move-out clean: all rooms, floors vacuumed and mopped, skirting boards, light switches, doors	1	$245.00	$245.00
Inside oven and range hood degrease	1	$40.00	$40.00
Inside fridge and freezer	1	$30.00	$30.00
Interior windows and tracks	9 windows	$6.00	$54.00
Pet hair treatment, carpeted bedrooms	2 rooms	$15.00	$30.00
Subtotal			$399.00
Discount (booked within 7 days, 5%)			-$19.95
Total			$379.05
Not included: carpet shampooing, exterior windows, wall washing, rubbish removal. Deposit: 25% ($94.76) to secure the date, balance on completion.

Check the math: 245 + 40 + 30 + 54 + 30 = 399. Five percent of 399 is 19.95, so the total is 379.05. A deposit of 25% of 379.05 is 94.76 when rounded to the nearest cent. In most US states residential cleaning is not subject to sales tax, but some states do tax cleaning services, so check the rules where you work before you leave tax off; our overview of sales tax on services by state is a starting point.

Commercial cleaning quote format

Office and commercial clients usually want a monthly price backed by a scope schedule. Instead of room-by-room prices, list areas and frequency:

Area / task	Frequency	Notes
Empty bins, replace liners	Each visit (3x weekly)	Recycling separated
Vacuum carpets, mop hard floors	Each visit	Approx. 4,000 sq ft
Clean and sanitise restrooms, restock supplies	Each visit	Client provides paper goods
Kitchen counters, sink, microwave exterior	Each visit
Dust high surfaces, vents	Monthly

Then price it: 3 visits a week x 52 weeks / 12 months = 13 visits per month. At $120 per visit, the monthly fee is $1,560. Quoting the monthly figure and showing the per-visit math builds trust and makes later price reviews easier to explain. Once the contract starts, you will bill it with a recurring document like the janitorial invoice template.

Terms to put on a cleaning quote

Short, specific terms do more than long legal text. Most cleaning businesses need these:

• Validity: "This quote is valid until 26 Nov 2026." Our guide to setting a quotation validity period explains how long to hold a price.
• Condition assumption: "Price assumes the property is as described. If the condition differs significantly, we will confirm any change with you before continuing."
• Cancellation: "Cancellations with less than 24 hours' notice are charged 50% of the visit price."
• Access: "If we cannot access the property at the booked time, a lockout fee of $40 applies."
• Supplies: state whether you bring products and equipment or use the client's.
• Breakages and satisfaction: how to report a missed area (for example within 24 hours) and how breakages are handled.

For a fuller set of clauses you can adapt, see quotation terms and conditions.

How to send the quote and win the job

1. Send the quote as a PDF the same day you receive the enquiry. Speed wins a large share of cleaning jobs.
2. Write a two-line email: what you are quoting, the total and the expiry date.
3. Offer two options where it makes sense, such as a standard clean and a deep clean, so the client chooses between your prices rather than between you and a competitor.
4. Follow up after two or three days if you have not heard back. The quote follow-up email templates give wording that is polite without being pushy.
5. When the client accepts, take the deposit and confirm the date in writing.

Common mistakes on cleaning quotes

• One lump-sum line. "Cleaning - $380" invites the client to argue every missed corner. Itemise.
• No exclusions. Carpet shampooing and exterior windows are the two most common "I assumed it was included" items.
• Quoting from square footage alone. A 1,200 sq ft home with three pets and no clean in a year takes far longer than a tidy one. Ask about condition.
• No expiry date. Clients come back months later expecting the old price.
• Different numbers on the invoice. When the job is done, copy the accepted lines into your cleaning service invoice and reference the quote number.

Turn your cleaning quote into an invoice

Once the clean is finished, the quote's line items become the invoice. Keep the same descriptions and prices, add the invoice number, service date and the deposit already received, and show the balance due. If anything changed on the day, such as an extra room the client asked for, add it as a separate line rather than editing the original prices.

You can build both documents in our free invoice generator: add your logo, list the rooms and add-ons, set the expiry date in the notes, and download a clean PDF in a couple of minutes, with no account or sign-up needed.