Identify who controls each space and request

Confirm the property manager, facility contact, tenant contacts, and who may authorize work. Map the included common areas, vacant suites, management office, public restrooms, elevators, stairs, entrances, parking or exterior touchpoints, loading or waste areas, and any tenant spaces in the request.

State whether tenant employees may ask cleaners for work and how those requests are approved. Without a clear authorization path, small favors can become unpaid recurring scope.

Walk the public experience from entrance to waste room

Observe traffic by entrance, day, operating hour, and event pattern. Record surface condition, glass, mats, weather exposure, elevators, escalators if applicable, seating, touchpoints, fixtures, waste flow, and the locations where complaints are most likely to originate.

  • Exterior and vestibule entrances, mats, doors, glass, and seasonal tracked soil
  • Lobbies, corridors, elevators, stairs, railings, directories, and shared seating
  • Public and staff restrooms, fixture counts, refill points, and inspection expectations
  • Retail floors, fitting-room or service-area boundaries, displays, and merchandise exclusions
  • Waste rooms, recycling, cardboard, tenant pickup points, compactors, and dock routes
  • Vacant suites, move-ins, move-outs, events, emergencies, and construction cleanup

Define service levels without promising unlimited response

If the buyer wants daytime appearance checks or porter coverage, define hours, zones, routine route, response priorities, communication method, and who can redirect the worker. Separate scheduled service from on-demand labor and provide a process for additional requests.

Confirm who supplies consumables, dispensers, liners, chemicals, equipment, storage, keys, and parking. Determine how the contractor documents low inventory, damage, leaks, blocked access, security issues, and conditions outside the cleaning scope.

Build a base scope with priced options

Use the confirmed common-area routine as the base. Present exterior glass, high glass, carpet extraction, floor refinishing, pressure washing, vacant-suite turnover, event service, seasonal mat changes, and emergency response as scheduled inclusions or separately authorized options.

State traffic and operating-hour assumptions, tenant boundaries, included locations, consumable responsibilities, response limits, exclusions, and change rules. Review the price when occupancy, tenant count, public hours, events, waste volume, or included areas materially change.