A clear place to start
Put the proposals beside one shared brief. Mark each requirement as included, excluded or unclear; ask providers to clarify gaps before comparing totals.
Use a like-for-like worksheet
Copy these headings into a document and add a column for each proposal. Do not fill an unanswered item with an assumption. A short question now is more useful than discovering a gap once the service has started.
| Compare | Record for each proposal |
|---|---|
| Rooms and tasks | Exact areas covered and any exclusions. |
| Frequency | Frequency for each task, not only the number of visits. |
| Access window | Proposed days and times, building entry and lock-up. |
| Consumables | Who buys and replenishes soap, paper products and liners. |
| Periodic work | Whether windows, carpets or other extras are separately quoted. |
| Commercial terms | Price basis, payment arrangements and how changes are agreed. |
| Communication | Named contact, feedback process and arrangements for interruptions. |
Ask questions that reveal scope gaps
A proposal may be shorter because it assumes you will supply something or handle a task yourself. The difference may be perfectly reasonable, but it needs to be visible. Ask each provider the same question so the answers can be compared.
- “Which tasks happen at every visit, and which happen less often?”
- “Is this the full price for the stated work, and what would change it?”
- “What preparation or supplies are our responsibility?”
- “What happens if access is unavailable or our office closes for a day?”
- “How do we request extra work or raise an issue with an agreed task?”
Choose against the outcome you need
Decide which requirements are essential before weighing the proposals. A client-facing reception may make presentation before opening crucial; a shared kitchen may make clarity about daily staff responsibilities more important. Keep any unconfirmed requirement marked as unresolved.
- Write down your non-negotiable access and task requirements.
- Check that the offered service actually meets those needs.
- Consider how clearly the provider explains exclusions and follow-up.
- Ask for the final scope and price together after clarifications.
- Keep the agreed version so future changes have a clear starting point.
Make it practical
An example to adapt
“Please quote against this room and task list. Show the frequency for each area, any periodic work separately, the proposed access window, what supplies we provide, and the full price basis. Please also identify exclusions and how changes or missed tasks are handled.”
A few helpful details
Is the cheapest quote necessarily the smallest scope?
No. There can be several reasons for a price difference. Compare the written details and ask for clarification rather than assuming a cause.
Does Peace of Mind publish office cleaning rates?
Its homepage offers a tailored free quote rather than a fixed office price list. Provide your site details and request the scope and price together.
Helpful references
Service information checked 20 September 2026. Guides are planning aids; confirm the scope for your space.