Before the walkthrough

Confirm the address, contact, meeting time, expected duration, deadline, current service frequency, and whether measurements, photographs, or documents are allowed. Bring a repeatable form and a way to record unresolved questions.

  • Ask why the buyer is considering a change and what success looks like
  • Request any existing scope, floor plan, task schedule, or RFP
  • Clarify who will attend and who makes the final decision
  • Know your company's non-negotiable service area, schedule, and account minimums

Walk by zone, not just total square footage

Record usable detail for each meaningful area. A low-traffic office and a public restroom may occupy similar space but require very different time and methods.

  • Offices, cubicles, conference rooms, break rooms, and kitchens
  • Restrooms: fixture counts, dispensers, traffic, and condition
  • Lobbies, corridors, stairs, elevators, entrances, and glass
  • Hard floor, carpet, matting, baseboards, and specialty surfaces
  • Production, warehouse, medical, laboratory, food, or restricted areas
  • Waste locations, recycling streams, cardboard, and disposal route
  • Exterior entrances, smoking areas, docks, and other included touchpoints

Confirm the operating constraints

Ask when work may occur, how long the access window is, and whether staff or visitors remain in the building. Record alarm, key, badge, escort, elevator, parking, storage, charging, water, and loading restrictions.

  • Who provides chemicals, equipment, liners, paper, soap, and dispensers?
  • Are background checks, uniforms, training, sign-in, or security procedures required?
  • Are there hazardous materials, infection-control rules, locked areas, or special disposal requirements?
  • What happens on holidays, closures, events, weather days, and emergency calls?

Close with priorities and open questions

Review the requested frequency, periodic floor care, interior glass, high dusting, upholstery, appliances, day porter tasks, and optional work. Ask the buyer to identify the most visible pain points and any past service failures.

Before leaving, repeat the major assumptions, confirm the proposal deadline and delivery method, and agree on how unanswered questions will be resolved. Do not guess when a written clarification is possible.