CLEARLINE OFFICE QUOTE PREPARATION WORKSHEET
Before You Request an Office Cleaning Quote
Fictional teaching example. Adapt for your business before sharing.
Print and write on this copy. List your requested spaces and priorities, then prepare a short inquiry.
Clearline's path is inquiry, scope discussion, then quote.
Start with the office
General office area or neighborhood:
Approximate floor area, if known:
[ ] Not sure. Use a general location. Save the exact address for later.
Choose the spaces you want to discuss
These are possible requests, not a list of included services.
Reception or entrance
Desk or shared work areas
Meeting rooms
Kitchen or break area
Restrooms
Other: __________________
Describe the work in your own words
Use one row per space. For priority, write 1 for essential or 2 for useful if the scope allows.
Space
Requested work or visible concern
Priority
Pick the three things that matter most
1.
2.
3.
Note what should be left alone
For example, personal desks, paperwork, equipment or rooms outside the proposed scope. Do not list confidential
contents.
Clearline is a fictional teaching business owned by Maya.
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BEFORE YOU REQUEST AN OFFICE CLEANING QUOTE
Prepare the scope conversation
Write down timing preferences
Visit type:
Recurring
One-off
Not sure yet
Preferred frequency, if recurring:
Possible days and time windows:
Workplace timing:
During office hours
After hours
Flexible
These are preferences to discuss. They do not confirm availability or a booking.
Take these questions to the discussion
Is our general office area within your service area?
Which of our requested tasks can be included in an ordinary visit?
Which tasks need a separate quote or are outside the agreed scope?
What information or walkthrough is needed to prepare a quote?
Who provides ordinary materials and equipment? What should we prepare?
Can our preferred frequency and time window work?
How will access be arranged later through a suitable route?
Questions specific to our office:
Separate requests from the agreed scope
Keep your requested-work list from page 1. After the discussion, use these lines to record what was actually agreed.
Leave them blank until then.
Agreed rooms and tasks:
Separate items or exclusions:
Check the quote before choosing
It identifies the rooms, tasks and visit frequency being quoted.
It shows the price and any separately quoted items.
We understand what could change the scope or price.
Timing and the next step are clear, with any open points identified.
Clearline is a fictional teaching business owned by Maya.
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BEFORE YOU REQUEST AN OFFICE CLEANING QUOTE
Send a useful first inquiry
Start with four pieces of information
Contact name:
Contact route for a reply:
General office location:
Brief description of the work, including top priorities:
You can add a timing preference if it helps explain the work. An approximate floor area is optional; say if you are unsure.
Turn those notes into a short message
Introduce yourself, give a reply route and general office area, describe the main spaces and priorities, then
ask about fit and a scope discussion. Send only to the provider's verified contact route.
Illustrative completed inquiry
Fictional office manager Avery is preparing an inquiry, not confirming a booking.
Hello Maya, I'm Avery, the office manager for a small office in our local business district. Please reply to this
email. We'd like to discuss weekly cleaning for the reception, desk area and one restroom, with floors and bins
as our first priorities. Tuesday after 6 p.m. would suit us. Is our area within your service area, and what would
you need for a scope discussion before a quote?
Keep these out of the first inquiry
Building access or alarm codes, key details and entry instructions
Payment card or bank details
Employee rosters, client lists and confidential documents
Photos that reveal people, personal details or information on screens
You can ask how access will be arranged without sending access details now. Check the recipient and remove
information that is not needed to discuss the work.
Know what happens next
Maya reviews the general location and requested work before a scope discussion and quote. Sending an
inquiry does not confirm a price, visit time or start date.
Clearline is a fictional teaching business owned by Maya.
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