Walk out of the building with a number, not a guess
Starting rate ranges for the five building types contractors quote most often, the frequency math that changes the price, the questions to ask before you leave the walkthrough, and a bid template outline you can fill in tonight.
Starting rate ranges by building type
These are monthly rates per square foot for standard three-times-a-week service — the most commonly quoted frequency for private office space. Treat them as a starting point built from typical labor hours and supply costs for that kind of building, not a number to copy onto a bid unchanged. Your local labor market, competition, and the specific condition of the space still move the final figure.
| Building type | Typical monthly rate (3x/week) | Why it lands there | |---|---|---| | Single-tenant Class A office | $0.14 – $0.20 / sq ft | Open floor plans clean faster per square foot than partitioned space | | Multi-tenant Class B/C office | $0.11 – $0.16 / sq ft | Shared common areas split cost across more square footage | | Small professional office (under 5,000 sq ft) | $0.18 – $0.28 / sq ft | Fixed minimums for travel and setup time raise the per-foot cost on small jobs | | Medical or dental suite | $0.20 – $0.32 / sq ft | Disinfection protocols, biohazard handling, and exam-room turnover add labor | | Retail/office mixed-use common areas | $0.09 – $0.14 / sq ft | Common areas are usually simpler floor plans with fewer restrooms per square foot |
A 20,000 square foot Class B office at $0.13/sq ft lands around $2,600 a month for three-times-weekly service — before you adjust for anything unusual you saw on the walkthrough.
How frequency changes the number
Frequency moves the price more than almost any other variable, because it moves labor hours directly. Using three-times-a-week as the baseline (1.0x), here's roughly how other schedules typically scale against it for the same building:
| Frequency | Multiplier vs. 3x/week baseline | Note | |---|---|---| | Nightly (5x/week) | 1.4x – 1.6x | Not simply 5/3 — some setup and supply cost is fixed per visit | | Three times a week | 1.0x (baseline) | — | | Weekly | 0.55x – 0.65x | Trash and restroom load builds up between visits, so it isn't a straight fraction either | | Bi-weekly | 0.35x – 0.45x | Usually only viable for very low-traffic spaces | | Monthly deep clean only | Priced per visit, not monthly | Typically $0.03 – $0.05 / sq ft per visit, billed separately from any recurring contract |
If a facilities manager asks for nightly service on a building priced for three-times-weekly, don't just multiply — walk through what changes: more trash pulls, more restroom checks, but the same square footage to vacuum once you're already on site.
How to use this guide on a walkthrough
Each step only works if you did the one before it.
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1. Get the building type and square footage confirmed
Ask the facilities manager directly rather than estimating from the outside — a leasing brochure or floor plan is usually more accurate than a walk-and-guess.
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2. Find the closest row in the rate table
Pick the building type above that matches what you're standing in, not the closest match by name — a converted retail space used as offices prices like an office, not like retail.
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3. Apply the frequency multiplier
Take the base range for that building type and adjust it using the frequency table, based on the schedule the facilities manager actually wants — not the schedule you assume they'll want.
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4. Layer in anything the tables don't cover
Heavy floor stripping, after-hours security check-in, biohazard disposal, or an unusually high restroom-to-square-footage ratio all sit outside these ranges and need to be priced as separate line items.
15 questions to ask before you quote
Bring this list to the walkthrough. Each answer changes either the base rate or the frequency multiplier above.
Building specifics
Total square footage — usable or gross? Open floor plan, private offices, or a mix, and roughly what ratio? How many restrooms, single-occupant or multi-stall? Flooring types by area and proportion? How many employees, and does that change by shift or season?
Current cleaning setup
Who cleans it now, and why is it going out to bid? What frequency and scope does the current provider cover? What do they currently pay, if they'll say? Is there a day porter or on-site staff already handling part of the work? Any specialized equipment already on site?
Contract expectations
When do they need service to start, and when will they decide? What contract length, and is there a trial period? What are the access hours and security check-in requirements? Who else is involved in the decision? Is there a budget range they can share, even roughly?
Bid template outline you can fill in tonight
Use this structure so every bid you send looks the same regardless of the building, which reads as more professional than a proposal formatted differently each time.
- Cover section — company name, license and insurance details, date, building name and address, and the name and title of the person you walked the site with.
- Scope of work — nightly/per-visit tasks and periodic tasks, with the frequency of each periodic task stated explicitly.
- Service frequency and schedule — days, time windows, and how holidays are handled.
- Pricing breakdown — monthly rate, whether supplies are included, and add-on rates priced per occurrence.
- Terms — contract length, payment terms, cancellation notice, insurance and bonding.
- Signature block — space for both parties to sign and date.
If you want the full wording written out for a single-building bid, an add-on services quote, and a multi-building portfolio bid — not just this outline — the bid templates page has all three ready to copy.
Questions about using this guide
Are these rates accurate for my city?
Not exactly — they're starting ranges built from typical labor and supply costs, and labor cost is the single biggest driver of regional differences. Use the range as a midpoint to adjust from, based on what you know about wages and competition in your market.
What if my building doesn't match any of the five types?
Pick the closest match by how the space actually functions, not by its name. A converted warehouse used as open-plan office space prices like the Class A/B office rows, not like industrial space.
Should I show this table to the facilities manager?
No — this is your internal reference for building a number, not something to hand over. What you send them is the finished bid document built from the template above, with your specific price and terms.
How often should I update the numbers I use?
Revisit your own rates whenever your labor or supply costs change, and after every few bids you lose — a pattern of losing at a certain range is a signal worth acting on, not just bad luck.
Get the rate guide and bid template as one PDF
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