If you're figuring out how to get commercial cleaning contracts, property managers are one of the best places to focus. One good relationship can lead to several buildings. This guide is about the sales process, what happens once you're talking to a property manager, not ads or lead lists.
What property managers care about
Property managers aren't buying cleaning. They're buying fewer problems. Their day is full of tenant complaints, owner reports and vendors who don't show up. A cleaning company that makes their job easier stands out fast.
What usually matters most to them:
- Tenants stop complaining. That's the real scorecard.
- You respond fast when something goes wrong.
- You're easy to work with: clear invoices, proof of insurance, no chasing.
- You show up consistently, with crews they don't have to manage.
Price matters, but it's rarely the only thing.
Step 1: Find commercial cleaning clients through the right door
To find commercial cleaning clients who manage multiple buildings, start with who you already know:
- Ask current clients if their property manager oversees other buildings.
- Ask satisfied tenants who manages their building.
- Keep a list of property management companies in your area and the buildings they manage.
A referral from a current client gets you further than a cold email.
Step 2: Earn the walkthrough
Your first goal is a walkthrough, not a contract. Make the ask small and specific:
Subject: Cleaning at [Building] Hi [Name], I'm [Your name] with [Company]. We clean [building type] in [area], including [a nearby building, if you can share it]. If cleaning at [Building] ever comes up for review, I'd be glad to do a 20-minute walkthrough so you have a current price on file. No pressure either way. [Your name] [Phone]
"A current price on file" is useful to a property manager even if they're not switching now.
Step 3: Run a walkthrough that sets you apart
Use a checklist so nothing gets missed, and ask about the tenant complaints. The walkthrough checklist covers everything to capture.
Step 4: Make your bid easy to compare
Property managers often compare several bids, sometimes for an owner who wasn't on the walkthrough. Help them:
- Put a one-page summary on top: scope, frequency, price, start date.
- Spell out what's included and what isn't.
- Include proof of insurance and references up front.
- Mention how you handle complaints and how fast you respond.
Step 5: Win janitorial contracts by following up
Most bids aren't lost at the proposal. They're lost in the weeks after. Put a follow-up date on every bid and use a schedule. The bid follow-up guide has one you can copy.
Step 6: Turn one building into several
Once you have a building with a property manager, the best way to get the next one is to make the first one easy:
- Respond to issues fast, and tell them when it's fixed.
- Check in on a schedule, not just when something breaks.
- After a few good months, ask: "Do you manage other buildings where cleaning might come up?"
If you're winning walkthroughs but not contracts, the Revenue Systems Assessment finds where bids are slipping and what to fix first.
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.
See the assessment →