Do You Still Need a Sample Proposal Letter for Cleaning Services?
- September 15, 2019
- By: Vonigo
In today’s modern era of digital technologies, is there still a need for a sample proposal letter for cleaning services? When clients require it, it helps to have a sample or template on hand, so you can complete it quickly while personalizing it to each client.
If you ask us, your proposal letter should be sent to the client as a PDF, with your detailed cost estimate attached. Read on for some tips on how to create a letter that will provide a best-in-class level of service and help you win the business.
Some Clients Still Like a Proposal Letter for Cleaning Services
In a perfect world, it would be easy to close new business for your cleaning services company. Your pricing is shown on your website and your online booking form can handle the booking and scheduling of customers. In reality, prospective clients, especially larger commercial clients, might require more interaction during the sales process.
They might prefer you to do a walk-through of their property, and they may be communicating your proposal to their bosses or other decision-makers before they buy.
This means that there’s still a place for the proposal letter for cleaning services — but it helps to do it right. Below we’ve listed the essential elements of a sample proposal letter for cleaning services, so you can create a comprehensive template to use with the clients who need to see one.
1. Find a Way to Be Different, and Communicate It
If you have a prospective customer who requires a proposal letter, chances are they are pursuing proposals from more than one vendor. Yours might be one of several proposals, so the challenge is to stand apart. A well-written letter is part of it, but a unique identifying characteristic of your business is a great place to start.
Think about what makes your company different and specifically what sets you apart from your competition. It might be the number of years your business has been serving your area, or it might be the quality of your team or equipment. Careful though, as sticking with these go-to formulas might have the opposite of the desired effect.
Where possible, highlight truly remarkable differentiators. Maybe it’s the number of jobs you’ve created or the loyalty of your team members. Or perhaps it’s the fact that you assign a single point of contact for your customers, so they know who to talk to when they have questions. Maybe it’s your operating hours, or how quiet you are, or the specifics of your cleaning products. Think of a way that you can put your proposal on the top of the stack by distancing yourself from your known competitors.
2. Provide Social Proof
If you’re preparing a sample proposal letter, your focus should be on showing the prospective customer what they need to see in order to choose to do business with you. Perhaps the single most effective thing you can communicate to them is how satisfied your previous customers are with your work, using their own words.
Testimonials from customers are very powerful in proving customers that you’ve got what it takes to handle their cleaning job. Don’t use just any customer, but where you can use a customer that has similarities to the customer you’re sending the proposal to. For example, if the customer has a number of warehouse locations, highlight a customer that has similar properties.
The goal is to get your prospective customers to “see themselves” working with you. Showing them the positive feedback from another customer that they might already be familiar with or is from the same area can be very powerful.
3. Include Any Guarantees or Accreditations
Do you offer a guarantee on your services? Do you have specific insurance that is relevant to the prospect? Have you received any awards or accreditations that are relevant? Include them in your letter, and be proud.
For example, if you are accredited by the Better Business Bureau or some other kind of industry watchdog, don’t hesitate to mention it. If your local newspaper or industry association has given you any awards in recent years, celebrate that in your letter.
If you choose to include a guarantee, make sure it’s part of your official policy and be aware of the economic impacts of that guarantee. “Full money back if you’re not completely satisfied” is a terrific offer, but could expose you to financial risk if customers take advantage of it. Only guarantee what you can deliver on and make sure you have safeguards in place to protect yourself from exposure.
4. Highlight the Impact You’ll Have on Your Client’s Property
As experts in cleaning, you’re in the best position to communicate the value of your services. Sometimes this can be a simple as listing some of the specifics of what your work can do for a customer’s property.
For example, regular cleaning might make for a safer work environment for a commercial customer. Or residential customers might appreciate the time you’ll save them. Perhaps your floor wax makes floors safer or protects better against wear. Perhaps your furniture polish or other cleaning products will restore the look of their items. Or maybe you have a proprietary cleaning product that leaves a unique, clean scent that customers will appreciate.
5. Outline Your Next Steps and Requirements
Your proposal letter should make it clear what happens next, and what steps you’ll take if they choose to do business with you. If you haven’t already, perhaps you can indicate when a walk-through of their property will happen. Or you can itemize the touchpoints the customer will have with you.
For example, it might be that your scheduling software will automatically send an appointment confirmation before your visit. Or perhaps your team has specific needs in order to perform the work, like keys to access the property, or any other instructions they have for you in advance of getting started.
Clarifying your next steps might seem like too much detail for a proposal letter. But it could be exactly the thing the customer needs to see to have confidence that you are the right vendor for the job.
6. Invite Their Feedback
Your proposal letter should be signed by the rep that will be in contact with the client. It will help to establish a rapport as early as possible. You should also invite the prospect to keep in touch with you. That way they can reach your rep in advance of booking the job, or any time thereafter.
Availing yourself or your team to them is one more way that you can set prospects’ concerns to rest. It also helps move them along in the buying process.
7. Itemize Your Services and Pricing
Lastly, your proposal letter should include an itemized list of what you intend to do as part of the job, along with the associated pricing. You could consider including this section as a separate file or at least a separate page from the letter itself.
If your prospect is cost-conscious, itemizing your service can offer them the ability to select items on an a la carte basis. Or it could just help clarify how you’ve arrived at the price. In any case, transparency helps the client understand how you do business. Breaking it down for them will educate them and build trust.
Going Digital: Cleaning Business Software with Online Booking
As we said in the beginning, the goal is to provide the best level of service to your customer. Do you want to learn more about how cleaning business software with online booking can help you streamline your processes and help your business grow? Book a free, private demo of Vonigo.
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