Commercial Cleaning | Hiring Commercial Cleaners | Commercial Cleaning Cost

What Your Commercial Cleaning Scope of Works from In-Tec Includes

January 16th, 2025 | 7 min. read

When you’re looking for a commercial cleaner, it’s not unusual to go through some version of a proposal process. Your typical commercial cleaner will gather basic details about your site (via email, over the phone, or in person), throw together a quote, and hope for the best. In some cases, unfortunately, this opens the door for you to receive generic proposals that overpromise what is possible.

In fact, I'd wager more than a few of you are used to seeing the following phrases in your commercial cleaning proposals:

"When necessary"
"If applicable"
"As requested"
"As needed"

These agreeable bits of verbal flourish sound accommodating on the surface, but all they do is introduce ambiguity and lack of accountability at a time when you're looking for clarity. That’s not how we do things here at In-Tec.

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We take an extra step that we could say sets us apart (and yes, it does), but really, it’s designed to set your organisation up for success. Once we've completed a thorough on-site consultation and walkthrough—but before we even talk about proposals or pricing—you'll receive a document called a Scope of Works.

What Is a Scope of Works?

The Scope of Works is where we take everything we’ve learned during the on-site consultation and walkthrough—every observation, every unique characteristic of your site—and turn it into a clear, actionable plan of what we'll do, where we'll do it, how often, and to what standards of clean.

During your on-site walkthrough, we notice the quirks, the challenges, the things you didn’t think to mention. You might not tell us the staff room has a constant coffee spill problem (you might not even know there's an issue at all!), but I’ll see it. I’ll notice if the tiles in the bathroom are a nightmare to clean. And I’ll ask the questions you didn’t know needed asking. This isn’t about guessing—it’s about gathering intelligence.

And every detail from that intelligence will be in your Scope of Works, from special waste-handling procedures to areas that need more frequent cleaning, and beyond. Every site is unique, and the Scope of Works should be as well.

What Will Your Scope of Works Include?

I can’t tell you exactly what’s going to go into your Scope of Works without seeing your site and talking with you. That’s just common sense. But what doesn’t change is the level of thought and precision that goes into it. Over the past 30 years, we’ve fine-tuned this process through real-world experience and client feedback, so it’s as detailed and effective as possible.

The idea here is simple: you need to know exactly what you’re getting from us. So, the Scope of Works is designed to leave no room for ambiguity, no “I thought you meant this” moments, and no surprises down the track later on. More importantly, it gives us a chance to talk through any questions, changes, or other important topics before we go into the proposal stage.

Frankly, this is what you should be expecting from any commercial cleaner. If someone’s giving you a proposal without this level of detail at some point during the sales process—or worse, can’t tell you what’s included in their services—then they’re either cutting corners or they don’t understand your needs. Either way, that’s a red flag.

Now, let's talk about what your Scope of Works from In-Tec will include ...

Site Identification
If we’re quoting just one site, this might seem unnecessary. But putting your name and site address right there removes any chance of confusion later. We like to be crystal clear from the start.
Days + Times to Be Cleaned
Most of our sites are on Monday-to-Friday, five-days-a-week cleaning schedules. But we also have clients who have specific scheduling needs, such as early mornings, daytime cleaning, afternoons, or after-hours work. This step just spells out exactly what’s expected, so everyone knows the plan.
Areas to Be Cleaned
This step (as well as the following) are the most important. Here, we lay out every area you’ve asked us to clean, plain and simple. It sets the direction for the cleaning team and makes sure nothing gets overlooked. It’s the foundation for getting the job done right.
Tasks to Be Performed
Following on the previous section, here we list out every single task we will perform in each of the areas to be cleaned. For instance, we have a client where we are to collect all coffee cups (and similar items) left on employee desks as a part of our clean; this is a task that would be listed here.
Machinery to Be Used
This outlines when special machinery or equipment is to be used. Take a client who wants their tiled floors scrubbed every night—no problem. We’ll specify the machine for the job, and if needed, we’ll even include the brand, model, and type of brushes. It’s about being precise so the team knows exactly what’s expected, and you have confidence in our exact process.
Outcome to Be Achieved
Whilst I am listing this out as a separate line item, your cleaning outcomes will be documented within each area section. This leaves no room for doubt for anyone. An example would be amenities and the description might say:

“Amenities (e.g., toilets, showers, sinks) must be free of soiling, rubbish and other debris and re-stocked for the next use. Surfaces are cleaned and as needed sanitised. Floors are vacuumed and scrubbed using the iMop with red brushes, removing the majority of dirt and contaminants leaving the floor clean.”
Number of Cleaners + Rostered Hours
This step is designed to confirm with you two things. First, the hours to be spent on site every clean—at least an average. Second, how many cleaners to expect at your site.

What Happens Next?

Well, we certainly don’t hand over a Scope of Works and say, “Here you go—take it or leave it.” That’d be rather rude, wouldn't it? The delivery of your Scope of Works is designed to spark a two-way conversation because your input is critical. Are we the experts in commercial cleaning? Yes. But you're the expert behind defining the standard of clean for your organisation.

Once you’ve had a chance to review the draft, we sit down with you—virtually or in person—to make sure everything aligns with what you need. If it doesn't, or you need more clarity, we're ready to listen.

For instance, one of our clients came back with questions about cleaning frequency. They were unsure if a specific task needed to be done daily or if it could be shifted to weekly. This kind of feedback is invaluable. I told them, “This is why we ask for your input early. It’s not just about what you think now; it’s about how we make this work seamlessly for you down the track.”

In this case, we adjusted the cleaning schedule to better suit their needs while still maintaining the standard they expected. But I also explained that some tasks, like high-touch areas, need to be done more often for health and compliance reasons. That’s where our expertise comes in. It’s a dialogue, not a debate—it’s about combining your priorities with our knowledge to get the best outcome.

The takeaway? Don’t hold back. If something doesn’t look right or you’re unsure about any part of the scope, let us know. We’ll either adjust or explain why it’s structured the way it is. At the end of the day, the goal is simple: to create a plan that meets your needs and exceeds your expectations.

Your Commercial Cleaners Should Give You Clarity

It doesn't matter if it comes in the form of a Scope of Works, like I've shown you here, or in another part of the sales process. You deserve to know exactly what service you'll receive from your commercial cleaner (you're paying for it!), no guesswork, no crossed wires.

When you choose a commercial cleaner, you’re making a decision that’s going to impact your business every single day. It’s about finding a strategic partner who takes ownership of their role—not someone who just shows up, goes through the motions, and calls it a day. Your cleaners not only charged with cleaning your space, but also looking after your team’s health, safety, and productivity. You need to trust they’ll deliver what they promise.

At In-Tec, we believe in being upfront. If this level of clarity and transparency speaks to you, let’s start a conversation. We’ll walk through your site, talk through what matters most to you, and create a plan that’s designed for your success. Because a great cleaning partnership doesn’t just happen—it starts with the right foundation.

If you're interested in learning more on how to choose the correct commercial cleaning partner for your organisation, you can download our guide, 10 Questions to Ask Before Hiring a Commercial Cleaning Company. Or you can contact us at any time with your questions, or to start a conversation about how we may be of service to you.