Creating a Professional Proposal


Needless to say, submitting a proposal requires an investment of your time. You need to create an estimate, update your proposal template (which we’ve provided you with below,) and then follow up with the potential customer.

So if you’re thinking about submitting a proposal, ask yourself these 3 questions first:

  1. Do you have the advantage over your competitors?
  2. Why are you going to win this contract? What makes this client a great fit for your company?
  3. Do you know what their hiring process looks like? Have you spoken with the decision maker in that organization?

If you answered “No” or “I don’t know” to one or more of these questions, it may not make sense for you to invest your time into submitting a proposal.

For more info on how to qualify a lead check out this blog post.


Having a proposal that looks professional and personalized to the organization you’re aiming to work with can be crucial to closing the deal, but it can also be an intimidating task.

Lucky for you, our friends at Proposify offer a free trial of their proposal software, which happens to include a beautifully designed cleaning contract proposal.

While Proposify is super user friendly (we even wrote a blog post about it!) and the sections of the template are pretty self-explanatory, we want to highlight a few key areas that deserve special attention before you get started.

When customizing your Proposify template be sure to…

Use the letter at the beginning of the proposal to reiterate how you are different from your competitors.

Choose testimonials from business owners in the same industry as the person who the proposal is going to. If you don’t have any testimonials yet simply leave out this page of the proposal for now.

Update the Getting Started page with your own process.

Outline your fees as clearly as possibly, breaking down the cost per sq/ft, per hour, etc. when possible.

Add your own contractor agreement to make this document legally binding.


After submitting a proposal to a potential customer, you may need to follow up (sometimes multiple times) before you’ll hear back from them. We recommend starting with a phone call so that you can answer any questions they have on the spot. Don’t forget to leave a message letting them know when you will call back again if you get their voicemail.

Unfortunately you’ll sometimes have trouble getting a hold of someone. This could be because they are simply too busy to look at the proposal or even to call you back, but there’s also the possibility that they aren’t sold on your services.

We’ve put together some follow-up email scripts to help you navigate these waters and get more information out of them without being pushy. Click here to download the Follow Up Email Scripts.

The first email is a simple check in, providing them with an opportunity to open the proposal right then and there — perhaps for the first time.

The second email gives them a few quick options for responding and let’s them know that you don’t want to badger them — that you’ll stop reaching out if they aren’t interested.

Finally, if you hear back that they are going another direction or if there’s still no response, the third email allows you to at least get some feedback to help you improve.


Hiring New Cleaners


If you’ve reached the stage of submitting a proposal you should be thinking about finding cleaners for the job at the same time. Use Cleaning Jobs to rank the applications you’ve received based on who is the best match for the position, then begin calling that list to book phone interviews. We recommend starting with phone interviews, and only inviting your top candidates to meet you for in-person interviews. Below you’ll find links to everything you’ll need to conduct both type of interviews, including phone interview scripts and in-person interview scripts.


A second strategy we recommend is doing all training in the form of weekly group training sessions. By designating a specific time and day each week for training new hires you’ll manage your time more effectively and budget for the time spent training. If a prospective hire is unable to make the training session they have the opportunity to do so the following week in order to be hired. This worked really well for us when we were a cleaning company and we believe it will save you time and money too.

21 Day Sales Challenge

Final Thoughts

That’s it! You’ve reached the end of our 21 Day Sales Challenge. We hope you received lots of value from our videos, worksheets, templates and scripts. If you’re well on your way to signing your next contract, congratulations! If you’re not quite there yet, don’t worry. We’re happy to keep supporting you along the way.

Besides reaching out for help or answers to any questions you have, our best advice is to return to the last step in the challenge where you feel you are losing potential clients.

Think of your sales funnel like a bucket. If you’ve put in the work but are struggling to close contracts, there must be a hole in your bucket. It could be something you’re saying (or not saying) in your initial cold call, or maybe it’s later in the funnel, such as your proposal process.

Fixing a leaking bucket requires some investigation, trial and error, and perseverance, but it’s worth it in the long run! We’d much rather see you spend time finding and fixing the “hole” than pouring more leads into a leaky bucket!

If you’d like to chat with someone on the Swept team about your sales process shoot us an email at and we’d be happy to help you out.

Happy selling!

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