Short answer: To get commercial cleaning contracts, pick one type of building you clean well, find the person who hires the cleaner there, and reach out before their current contract is up. Most contracts come from four places: property managers, direct outreach to offices, referrals, and public bids. The companies that win steadily use more than one of these and keep following up, because most buildings only switch cleaners when the current one lets them down.
- Where contracts come from: property managers, direct outreach, referrals, and public bids.
- Who decides: the office manager, facility manager, or property manager, depending on the building.
- When to reach out: before the current contract ends, since most run a year or longer.
This guide is for owners who already run crews and want more steady accounts. It covers where contracts come from, who decides, when to reach out, and what to put in front of a buyer.
What is a commercial cleaning contract?
A commercial cleaning contract is an agreement to clean a business property on a set schedule for a set price. It usually lists the rooms, the tasks, how often each task happens, and how either side can end the deal. Offices, medical clinics, schools, warehouses, and retail stores all hire cleaners this way.
Contracts usually run at least one year, and three to five year terms with renewal options are common, according to Cleaning & Maintenance Management. That matters for sales. A building that just signed with someone else probably won’t switch for a while, so timing your outreach is half the job.
Where do commercial cleaning contracts come from?
Commercial cleaning contracts come from five main sources. Each one works at a different speed and brings a different kind of account.
| Source | Who you talk to | Speed | What you usually win | Best for |
|---|---|---|---|---|
| Property managers | Property or portfolio manager | Slow to start, then steady | Several buildings at once | Companies ready to grow fast |
| Direct outreach | Office manager, facility manager, or owner | Weeks to months | One building, often a one year term | Steady, predictable growth |
| Referrals | Current clients and other vendors | Hard to predict | Accounts like the ones you have | Every cleaning company |
| Public bids | Procurement officer | Slow, with fixed deadlines | Often multi-year, price weighs heavily | Companies with bonding, insurance, and low overhead |
| Bid and lead sites | Varies | Fast | Small jobs, often shared with other cleaners | Filling gaps in a schedule |
Referrals are great, but you can’t control when they show up. Direct outreach and property managers are the two sources you can actually plan around.
How do you get commercial cleaning contracts, step by step?
1. Pick one type of building
Choose the kind of building you clean best, such as medical offices, small offices, or light industrial space. Buyers trust a cleaner who already knows their kind of building. It also makes every proposal and every conversation easier, because you are solving the same problems again and again.
2. Have your paperwork ready
Most buyers will ask for a certificate of insurance before they sign. Many also want proof of a janitorial bond, your business license, and a few references. Have these ready to send the same day someone asks. Slow paperwork loses deals that were already won.
3. Build a target list near your current routes
Start with buildings close to where your crews already work. Tight routes mean less drive time and better margins. List the buildings by name, then find out who manages each one and how big it is.
4. Find the person who hires the cleaner
At a small office, that is usually the owner or office manager. At a larger building, it is the facility manager. At a multi-tenant building, it is often the property management company. Emailing the front desk rarely works. Getting to the right name is the most important step.
5. Reach out before the contract is up
Since contracts often run a year or more, ask early when their current agreement ends. If it is months away, note the date and check back before it renews. Most of your wins will come from buildings you contacted more than once.
6. Do a walkthrough and send a clear proposal fast
Walk the building, ask what bothers them about their current cleaner, and send a proposal within a day or two. Keep it simple: the scope, the schedule, the price, and how you handle complaints. A buyer should be able to say yes without a second meeting.
7. Follow up until you get an answer
Facility managers are busy, and cleaning is rarely urgent until something goes wrong. A short, polite follow up a week later is normal. Many deals close on the third or fourth touch, not the first.
Who decides which cleaning company a building hires?
The decision maker depends on the building. Here are the usual titles:
- Small offices and clinics: the owner, practice manager, or office manager.
- Larger single-tenant buildings: the facility manager or operations manager.
- Multi-tenant office buildings: the property manager, who often controls cleaning for the whole building.
- Schools and government buildings: a procurement or purchasing officer, through a formal bid.
Property managers are worth extra effort. One good relationship can lead to several buildings in the same portfolio.
Why do most cleaning companies stall at a few contracts?
Most cleaning companies stall because their owners are too busy running crews to keep prospecting. Referrals keep the business alive, but they don’t arrive on a schedule. When a big account leaves, there is nothing lined up to replace it.
Finding new customers is a top concern across the industry. In a recent survey of more than 1,000 cleaning and facility service companies, 61% named new customer acquisition as a top priority, and 57% named customer retention as a main concern, as CleanLink reported.
This is the part we do for you. Next Reply finds the facility and office managers at buildings near your routes, reaches out on your behalf, follows up, and books walkthroughs on your calendar. You just show up and quote. See how it works for cleaning companies →
Should you use bid sites or buy cleaning leads?
Bid sites and paid lead services can fill gaps, but they are a weak base for growth. Many leads are sold to several cleaning companies at once, so the job often goes to whoever is cheapest. Public bids can be worth it if you have the bonding and insurance and can keep your overhead low, but expect fixed deadlines, a lot of paperwork, and strong price pressure.
Accounts you find and win yourself are different. Nobody else is quoting at the same moment, and you can sell on reliability instead of price.
Frequently asked questions
Where do commercial cleaning leads and janitorial leads come from?
From property managers, direct outreach to offices and facilities, referrals, and public janitorial bids. Shared leads from a lead seller go to several companies at once, so you end up competing on price. Leads from your own outreach are yours alone. See how we handle commercial cleaning leads.
How do I get my first commercial cleaning contract?
Start small and close to home. Pick one type of building, get your insurance and bond in place, and reach out to small offices and clinics near you. Offer a walkthrough and a simple proposal. Your first few accounts give you references for bigger ones.
How long are commercial cleaning contracts?
Most run at least one year. Three to five year agreements with renewal options are also common, and many contracts renew year to year once they are in place.
Who should I contact about a cleaning contract?
Contact the person who hires vendors for the building. That is usually the office manager or owner at a small business, the facility manager at a larger one, and the property manager at a multi-tenant building.
Are government cleaning contracts worth it?
They can be, especially for larger companies. They often run several years and pay reliably. The tradeoff is formal bidding, strict paperwork, bonding, and a lot of weight on price.
Can I outsource finding cleaning contracts?
Yes. Some cleaning companies hire a salesperson, and others hire an outreach firm to find decision makers and book walkthroughs for them. Outsourcing lets the owner spend time on quoting and running crews instead of prospecting.
Want more contracts without the prospecting?
Next Reply runs outreach for commercial cleaning companies. We build the list of buildings near your routes, reach the people who hire cleaners, and put walkthroughs on your calendar. You approve every list before anything sends. Tell us where you clean and we will map out your first campaign.