How to Write a Winning Janitorial Business Proposal

You know your business inside and out, and you know your clients and what they need from you. So writing a business proposal to sell your janitorial or cleaning services doesn’t have to be a difficult task.

There are plenty of resources available to show you how to introduce yourself, highlight your services, present your costs and help your clients understand you are the right person to trust for the job. Using pre-designed templates and samples along with some automation software can help you write your proposal quickly and efficiently.

Writing a business proposal for janitorial services is pretty straightforward (including niche specialties such as maid services, carpet cleaning services, corporate event cleanup, window washers, crime scene cleanup, smoke and water damage cleanup, commercial facility cleaning, special needs cleaning such as restaurants and gyms, and so on).

All of these situations are examples of businesses selling a service; so these proposals will all fall under the general category of business proposals offering services.

Most proposals offering services, regardless of the type of business, follow a similar structure: introductions, then a summary of the client’s needs, followed by descriptions of the services and costs and information about the service provider and their credentials and capabilities.

The average proposal is five to ten pages long, depending on the size and special needs of the client and the type of janitorial or cleaning business. A very short quote or bid can be as short as a two-page Work Order and Price List.

If the janitorial proposal is for a large account such as a commercial business, you will also usually need to include detailed information pertaining to the specific client. For cleaning jobs that are smaller and narrowly defined, you can usually create a few variations on your proposal. For example, have one standard proposal for residential jobs, another for small commercial jobs and another for any specialized services you cater to.

If you are new to proposal writing, one thing to note is that a price list is not a substitute for a proposal. A proposal is a sales document meant to help persuade your potential clients to give you their business. To do that, you must instill trust that you can deliver the services that clients need. It’s not all about just giving them a price quote, especially if you have competition to deal with.

Before you start creating a tailored proposal for your more important clients, you should gather enough information about the client to present a proposal that is truly tailored to that client’s needs, as opposed to just sending every client an identical sales letter (which you can usually get away with for small, well-defined jobs). A tailored proposal stands a much better chance of being accepted by the client.

So, following the general order described above, you should start out with a Cover Letter and Title Page to introduce yourself. The Cover Letter should be a brief message that shows your company contact information and delivers a personal introduction. You should print your Cover Letter on your company letterhead. The Title Page should introduce your proposal and name the specific job you are discussing.

Next, add some topics that show that you understand the needs of your client. Depending on how large a job you are presenting a plan for, you may or may not need to include a detailed summary. For a complex job that needs a summary, this proposal section is normally called an Executive Summary for corporate clients, or a Client Summary for a less formal project. This is where you talk about your specific prospective client and show your understanding of their requirements as well as their needs and concerns (such as security, liability and hazardous materials handling). This is not yet the place where you talk about your company. Put the client first.

Follow the introductions and client information with your Services Provided, Products, Price List, Benefits, Services Cost Summary, Warranty, Guarantee and Contract & Terms pages, as well as any other topics you need to discuss that describe exactly what you are providing and how much it will cost.

Many types of janitorial or cleaning proposals may also require specialized topics. These are used when you need to address specific concerns such as your employees’ training; that they wear readily identifiable uniforms and carry identification and have passed background checks; that they have specialized training in hazardous waste handling, etc. This is where you would add pages with pertinent details, such as descriptions of your Insurance, Equipment, Security, Safety Plan, Training Plan, Quality Control, Certifications, Personnel, Environmental issues, and so on.

A janitorial company may have to deal with many different topics at once, such as selling both services and products as well as servicing multiple locations for a client, along with all the associated equipment and logistical needs.

A cleaning company with a very well defined niche such as a mobile carpet cleaning service will have a much shorter proposal with fewer topics.

A highly specialized niche cleaning company such as an accident or crime scene cleanup crew will have very specialized topics they need to discuss related to hazardous or biological waste handling and environmental issues.

A janitorial company performing higher risk jobs will need an extra focus on equipment, staff training, safety, liability, and security concerns.

The final information sections you should provide in your proposal are your company details. This is where you would put your About Us / Company History, Qualifications, Capabilities, Our Clients, Testimonials or References, Policies and Customer Service pages. This information comes last in the proposal, and your goal is to convince your client that you can be trusted to deliver the services they need.

After you have all the information written for your proposal outline and chapters, you should focus on making your proposal visually appealing. Add some color and graphics by incorporating your company logo, using colored borders, and selecting custom bullet points and fonts that match your business’s style.

Once you feel your proposal is complete, make sure to carefully proofread and spell-check all the pages. Have someone who is unfamiliar with your proposal proof it as well. It’s very common to quickly scan your own work and miss mistakes.

Finally, you can save your proposal as a PDF file or print it on paper and then deliver it to your potential client. Your delivery method will depend on your business and your relationship with your potential client. Emailing PDF files to clients is very common; however, there are times when a printed, signed and hand-delivered proposal can carry more weight. It shows you value that client enough to put in the extra personal effort. The more valuable the job is and the tighter the competition is, the more personal effort you should put into the proposal and delivery.

As you can see, a “janitorial” proposal can mean something different to everyone who needs to write one, and everyone’s needs for what to include will be different.

The good news is that all janitorial proposals follow a similar format and structure, and you can find all the templates and samples mentioned in this article in Proposal Pack. And you will also find sample proposals already written that can help you get started right away.

Finding Good Business Insurance Quotes Online

Business insurance is one of the many insurance options that are being offered to people. The only difference is this insurance is for corporate people; for those people who owns big or small companies. Under business insurance you could find lots of different coverage that company owners can choose from to protect them from losses.

Although there are some companies which do not get business insurance for they think they can handle things financially when unexpected disaster strikes. But mostly when it happen all operation if not some would be unable to operate and therefore the cash that flows in the company also stops. Here are some tips and advice for those who want to get business insurance and business insurance quotes.

Doing some research. This is one of the basic things you need to do gathering data or information about business insurance would put you in an advantage. By doing this you can find important information in which you could use when you are face with some scenario about the insurance.

Learn the types of coverage. This is also very important to know what type of coverage various companies have to offer and to see if you would benefit from in more or not. This information can also help you in choosing the right coverage and will help you identify the coverage that you need to get for your business.

Know your business. For you to identify what coverage your company needs you have to analyze and know your business inside and out and see what coverage might be useful and needed in the future.

Getting quotes. Getting yourself a business quotes is a very good ideal by doing this you could likely see how much it would cost you to get this type of coverage under business insurance. And if you want to get your quotes faster you could try getting it online. You just need to find a website that could give you business quotes and if possible find a website that can give you up to 3 insurance quotes or more in one go. But you also have to make sure that the website you have chosen is not a fake website.

Sometimes reading feedback, reviews and comments can be a big help in choosing which coverage you need to get or if not finding an insurance professional like a lawyer or an accountant that could help you in what policy you need. But you have to find someone that you can trust and someone that you would like to develop and ongoing relationship with in a business like level.

Review your business insurance regularly. In business thing can change so better monitor the changes in your company so that you would be able to know if you have to add some coverage in your policy or you need less policy coverage than before.

Before you even get a business insurance quote for your company make sure that you have already decided which coverage you would get for your business and you’ve already check what advantage and disadvantage that coverage offers so you could prepare. Sometime having business insurance helps company from getting bankrupts and helps them stand their ground if you know how to manage the risk and problems very well.

Information System in Small Businesses

According to “18 Amazing Facts About Small Businesses In America” by Aimee Groth and Kim Bhasin (Business Insider, August 24th 2011), there are 28 million small businesses in the US, which outnumber corporations 1162 to 1. Some say that it is very easy to record business transactions in small businesses. However, since small businesses always run on low budget while tremendous marketing and the planning and implementation are required also, information system in small businesses are not usually given enough attention. Today, even small businesses that need only the owners to run have a lot of information that cannot be relied on manual processes. In order to help small businesses’ owners in making right and quick decisions, they need to adapt proper information system for their businesses.

My cousin has a hair salon with five stylists. She doesn’t work there but she has a manager to take care of the shop. She got a very good soft-ware to record all the transactions at first, but then it got so complicated when her employees quit and she had to hire new people. They just have a high rate of employee turnover in hair salons in general. Plus at her salon, she doesn’t have a receptionist to record transactions but every stylist needs to do it by her/himself when checking out a client. Low budget keeps her from having someone who can do it and save time for the stylists. Now the manager finds that training new employees to use the software is frustrated, my cousin decides to go back to manual recording. With all the data they put on paper, my cousin has to record it to the system by the end of day. It is not only time consuming but also a risk of making mistake since the data got transferred twice.

There is no need to discuss about how helpful the information system is to businesses. However, when consider adapting one for a small business, the owner needs to figure all the costs included. It may seem to be one-time cost, but it actually is not. Small business computer system design begins with a need of assessment of the technology expenditures that will be required to create an effective, reliable and expandable system. This needs of assessment will include hardware, software, upgrades and office staff training. Apparently, upgrades and training don’t sound like one-time cost. Upgrades will be fix-cost since the supplier will notice you when you need one, usually in 3 months or 6 months to keep up with changes in technology. Training may be one-time cost to the supplier when you buy the system, but then you still have to train new employees. Even if you train them yourself or have other staffs to train them, it is still a cost to your business as an opportunity cost since the time for training can be used to make revenue/ profit for the business. Finally, there one other cost that has not been counting yet: using cost. When you have somebody to use the software, there is the cost of hiring them to record information. Back to my cousin’s hair salon. She doesn’t have enough money to hire one more person to record transactions, so she takes the risk of recording data wrongly. Mistakes may be made from her employees by putting the wrong data manually or from herself by recording it again by the end of day. It should not be that way if the cost of training and using the system were considered when she set up the salon’s information system.

In conclusion, in today’s increasingly complex and competitive market place, small businesses often face many of the same information technology challenges as much as larger business enterprises, and getting a proper information system in small businesses should be considered seriously in order to help owners with right and quick decision making.