A good cleaning bid follow up text is short, specific and easy to answer. These ten templates cover the whole path from the first quote request to the last check-in. Copy them, change the brackets, and save them somewhere your whole team can find them.
When to text and when to email
Text is great for quick, time-sensitive things: confirming a walkthrough, letting someone know a proposal is in their inbox, or asking a yes-or-no question. Email is better for anything with attachments, pricing details or more than two sentences.
Two rules before you start:
- Only text people who've given you their mobile number and are expecting to hear from you.
- Always say who you are. They may not have your number saved.
Janitorial follow up templates: before the bid
Hi [Name], this is [Your name] with [Company]. Thanks for reaching out about cleaning at [Building]. Do you have 15 minutes this week for a quick walkthrough? I have [day] or [day] open.
Hi [Name], confirming our walkthrough at [Building] on [day] at [time]. I'll check in at the front desk. Reply here if anything changes.
Hi [Name], [Your name] here. I'm running about [10] minutes behind for our walkthrough. Sorry about that. See you shortly.
Thanks for the walkthrough today, [Name]. I just emailed you a quick recap. Your proposal will be in your inbox by [day].
After the bid goes out
Hi [Name], your cleaning proposal for [Building] just landed in your email. I'll call [day] to walk through it. If another time is better, let me know.
Hi [Name], I tried you just now about the [Building] proposal. No rush. Is [day] or [day] better for a 10-minute call?
Hi [Name], one thing I didn't mention: for the [restroom] issue you raised, we'd [add an afternoon check]. Happy to adjust the proposal if that helps.
Hi [Name], is [start date] still the target for [Building]? Just want to hold the right crew for you.
Closing the loop
Hi [Name], I haven't heard back on the [Building] proposal, so I'm guessing priorities changed. Totally fine. Should I close it out, or check back in [month]?
Hi [Name], [Your name] from [Company]. You mentioned your cleaning contract at [Building] is up around [month]. Want me to refresh our proposal before then?
A cleaning proposal follow up email template for longer notes
Texts are for quick check-ins. When you need to explain something, switch to email:
Subject: Quick question on your [Building] proposal Hi [Name], Following up on the proposal I sent [day]. I wanted to make sure it covered [their main frustration]. If the scope or price needs adjusting, tell me what to change and I'll turn a revised version around quickly. Would [day] or [day] work for a 10-minute call? [Your name]
Make it a system, not a habit
Templates only help if they go out on time. Put the follow-up schedule next to each bid in your tracker, and use the same sequence every time. The bid follow-up guide has a day-by-day schedule you can start with.
Want someone to look at your whole follow-up process and show you where bids are slipping? See the Revenue Systems Assessment.
Want the leaks found for you?
The Revenue Systems Assessment is a fixed-price $2,000 review of how your cleaning company turns quote requests into signed contracts and renewals. Leaks ranked by cost, plus a build plan you keep.
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