How to Get Cleaning Contracts
Complete step-by-step guide to finding, qualifying, and winning commercial cleaning contracts in the UK. From lead to signed agreement.
Where to Find Cleaning Contracts
Cleaning contracts come from diverse sources. Most successful cleaning businesses use a mix of methods, not relying on a single lead source.
Tender Portals & Public Sector
Tenders Direct, Bravo Solution, ProContract list government and large corporate tenders.
Facility Management Companies (FM)
Large FM firms (Mitie, Compass, Onet) subcontract cleaning. You become a preferred contractor.
Direct Approach (Cold Outreach)
Email, call, or visit facility managers at target properties. Most effective for SME growth.
Networking & Referrals
Property managers, business groups, chamber of commerce. Best source of high-quality leads.
Online Platforms (Bidding Sites)
Airtasker, Angi, Facebook Groups. Good for occasional leads but high commission.
How to Qualify Leads (Focus Your Efforts)
Not all leads are worth pursuing. Score them to prioritize your sales time:
Property size
Larger = higher score (minimize per-call cost)
Contract value
£3,000+/month preferred (justify sales effort)
Decision timeline
Faster decision = higher score (less sales cost)
Frequency
Recurring monthly contracts beat one-offs
Geographic fit
Closer to base = lower travel cost
Growth potential
Can you expand services or properties?
Writing Winning Proposals
Your proposal is your sales pitch. A weak proposal kills deals even if your price is competitive.
1. Lead with their problem
Not your services. E.g., "Keeping 100,000 sq ft clean without downtime is challenging."
2. Show you understand their operation
Reference their property type, size, foot traffic, specific needs. Shows you did research.
3. Present your solution (scope + schedule)
Be specific: "3x weekly cleaning, Mon/Wed/Fri 6-8 AM, 6-person team, includes restrooms + high-touch areas."
4. Include case studies or testimonials
Similar property type, same region. Builds confidence you can deliver.
5. Clear pricing with no surprises
Fixed monthly cost, what's included, what's extra. No hidden fees or confusing terms.
6. Call to action
Make it easy to say yes: "Approve this proposal or book a 15-min call to adjust scope."
Conducting Site Surveys
A thorough site visit is essential before quoting and critical for winning.
| Task | What to Assess | Why |
|---|---|---|
| Measure accurately | Square footage, number of rooms, floor types | Accurate quoting and scheduling |
| Identify hazards | Stairs, tight spaces, delicate equipment | Safety & liability planning |
| Check access | Entry points, key control, parking | Operational feasibility |
| Document furniture | Layout, move-ability, fragile items | Realistic time estimates |
| Note special areas | Kitchens, bathrooms, data centers | Premium pricing potential |
| Meet the decision-maker | Their expectations, pain points | Tailor your proposal |
Pricing to Win Without Undervaluing
Avoid the race to bottom
You can't compete on price alone. Only compete if your margins are healthy (25%+).
Price based on value, not competitor quotes
If their current provider is poor quality, you deserve premium pricing for better service.
Bundle extras into proposal
Offer "Includes quarterly deep clean" or "Monthly hygiene report" without lowering base price.
Long-term contracts = discount
Offer 3% discount for 12-month commitment. Locks in revenue, covers acquisition cost.
Get their budget first
Ask "What budget are you working with?" Often they'll accept your price if close to budget.
Justify premium pricing
Detail your value: insurance, training, references, local operation, response time.
Building Relationships with Facility Managers
Be responsive
Return calls/emails within 24 hours. Reliability in communication = trust.
Understand their KPIs
What do they measure? (Cost, cleanliness, safety, staff turnover). Align your offering to their metrics.
Provide regular reports
Monthly KPIs, quality metrics, incident reports. Shows professionalism.
Offer continuous improvement
Suggest enhancements quarterly. Shows you care about their success, not just collecting fees.
Visit regularly
Monthly on-site visits build relationship and catch issues before client complaints.
Be flexible
Adapt to changing needs (extra cleans before events, seasonal adjustments). They'll be loyal.
Using Technology to Find Leads
Modern tools help you find and qualify leads faster:
GraySwift Lead Finder
AI-powered database of commercial properties by type, size, region
Companies House
Free register of UK companies with sector, employee count
LinkedIn Sales Navigator
Find facility managers, decision-makers by company
Google Maps
Search "office space London" or "industrial warehouse" + call
Planning permissions
Council records show new buildings before they're occupied
Web scraping tools
Extract contact details from commercial property databases
Common Mistakes When Bidding for Contracts
Underbidding to win (you won't make money)
Not following up after proposal (most deals die from inaction)
Generic proposals (shows you didn't research their property)
Unclear scope (causes disputes and erosion of margin)
No relationship building (just a transaction)
Responding too slowly to inquiries (they move on)
Not understanding their current pain points
Quoting before conducting site survey
Download Your Free Contract Winning Checklist
30-item checklist covering lead qualification, proposal writing, site surveys, and contract retention.
Frequently Asked Questions
How long does it take to get a new contract from first contact?
Typically 2-8 weeks for SMEs, 8-16 weeks for large companies or public sector tenders.
Should I specialize or be generalist?
Start generalist to build volume, then specialize in profitable niches (medical, retail) as you grow.
How many leads do I need to convert one?
Expect 10-20% conversion from qualified leads. Unqualified leads may be 2-3%.
Can I use templates for proposals?
Yes, but personalize them heavily. Generic proposals have <5% conversion rate.
What if I lose a bid?
Ask why. Most will tell you. It's usually price or perception of capability. Use feedback to improve.
How do I get past the decision-gatekeeper?
Build relationship with facility manager or office manager first. They often influence FM decisions.
Should I attend trade shows?
Yes, for networking. Leads from shows have lower conversion but higher contract value.
How do I retain contracts once I win them?
Exceed expectations, communicate well, adapt to changes, surprise them with extras occasionally.
Start Winning More Contracts Today
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