By You measured the building, did the math and sent a clean, accurate quote. Then nothing. For a lot of cleaning companies, that is where the bid dies, not because the price was wrong but because nobody followed up with a plan. Knowing how to follow up on a cleaning bid turns a pile of "we will let you know" into signed contracts. This guide gives you a cadence, templates for every channel, and answers to the objections that come up.
Why do cleaning bids go quiet?
Cleaning bids go quiet because changing cleaners is rarely urgent for the buyer, even when they are unhappy. The practice manager has patients, the office manager has payroll, the property manager has twelve buildings. Your quote sits in an inbox behind their real job. Other common reasons:
- They are waiting for other quotes to arrive
- The person who signs has not seen it yet
- Their current contract has a notice period they need to plan around
- A budget needs approval at a monthly meeting
- The current cleaner improved for a week after hearing others were quoting
- They have decided on someone else and feel awkward saying so
Most of these are solved by staying in touch, politely and on a schedule, and by asking the right questions.
What should you do at the walk-through to make follow-up easier?
Agree the next step before you leave the building. Ask when they plan to decide, who else will review the quote, and when you can go through it together. Put a time in both calendars. A follow-up the buyer agreed to is a meeting, not a chase. Our commercial cleaning walkthrough checklist includes these closing questions.
What is a good follow-up cadence for a cleaning bid?
A good cadence starts fast, spaces out over about three weeks, mixes phone and email, and ends with a clear close-the-loop message. Speed matters at the start. Interest is highest right after the walk-through, and research on web leads found firms that tried to make contact within an hour were nearly seven times as likely to qualify the lead as those that waited even an hour longer.
21-day follow-up cadence (template)
| Day | Channel | Purpose |
|---|---|---|
| 0 | Send the quote at the time you promised, with a two-line summary | |
| 1 or 2 | Phone | Walk through the quote, answer questions, ask where it stands |
| 4 | Add value: a sample cleaning log, a reference, or a scope option | |
| 7 | Phone, voicemail if needed | Check on timing and who else is reviewing |
| 12 | Address a likely concern: start-up plan, first-month inspections | |
| 17 | Phone or text | Short check-in on the decision date |
| 21 | Close the loop: make it easy to say yes, no or later | |
| After 21 | Calendar | Move to long-term follow-up, timed to their renewal or a few months out |
Adjust the pace to what the buyer told you. If they said they decide at the end of the month, do not call every three days before then.
What should the quote email say?
The quote email should restate their main problem in their words, confirm the scope and price in two lines, and set up the call you agreed. Keep the detail in the attached proposal.
Template: quote email (day 0)
Subject: Cleaning quote for [Building name]
Hi [First name],
Thanks for walking me through [Building name] yesterday. As promised, the quote is attached.
In short: [frequency] cleaning covering [main areas], with [their top concern, e.g. restrooms checked and restocked nightly and a signed log each morning], for $[amount] a month. Floor care and carpet extraction are priced separately on page 2.
I have us down to go through it on [day] at [time]. If anything looks off before then, just reply here.
[Your name] [Company] | [Phone]
The layout for the attachment is in the commercial cleaning proposal template.
What should you say on the follow-up call?
On the follow-up call, check the quote matches what they need, surface concerns, and find out the next step. Ask questions more than you pitch.
Template: follow-up call script (day 1 or 2)
You: Hi [Name], it is [Your name] from [Company]. We had a time set to go through the cleaning quote. Is now still good?
You: Did the scope match what you had in mind, or is there anything you would add or take out?
You: How does it compare with what you expected, price-wise?
You: Who else will review it, and is there anything they will want to see?
You: What does the timeline look like from here? Is there a notice period with your current cleaner?
You: Great. I will [send the item they asked for] today, and check back on [agreed day].
What if you get voicemail?
Leave a short message with one reason to call back, and follow with an email so they have it in writing.
Template: voicemail (day 7)
Hi [Name], [Your name] from [Company] about the cleaning quote for [Building]. I have a quick question on [specific item, e.g. whether you want the break room done nightly or three times a week], which changes the price a little. I will send it by email too. My number is [number]. Thanks.
What should the value-add emails say?
Value-add emails should give the buyer something useful for the decision: proof, options or a plan. Each one should be short and stand on its own.
Template: value-add email (day 4)
Subject: Sample nightly log for [Building name]
Hi [First name],
You mentioned it is hard to tell what the current cleaner did each night. Attached is the log our crews leave at each site, signed and dated. You would get the same at [Building name], plus a monthly inspection report.
Happy to answer anything before [decision date].
[Your name]
Template: concern email (day 12)
Subject: How the first 30 days would work
Hi [First name],
Switching cleaners can feel like a risk, so here is how we start: a supervisor on site for the first two nights, a walk-through with you at the end of week one, and inspections weekly for the first month. If something is missed, you call my mobile and it is fixed within a day.
Would that make the change easier to approve?
[Your name]
Template: text check-in (day 17, only if they have texted with you before)
Hi [Name], [Your name] from [Company]. Still aiming to decide on cleaning by [date]? Anything else you need from me?
How do you close the loop without burning the bridge?
Close the loop with a short, polite message that gives them three easy answers. People often reply to this one because it lowers the pressure.
Template: close-the-loop email (day 21)
Subject: Should I close your file?
Hi [First name],
I have not heard back on the cleaning quote for [Building name], which usually means one of three things:
- You have gone with someone else. No problem at all, and thanks for the time.
- The timing is not right. Tell me when to check back and I will.
- You are still interested but busy. Reply "still interested" and I will call at a time that suits you.
Either way, thanks for considering us.
[Your name]
How do you handle common objections in follow-up?
Handle objections by asking a question first, then offering options rather than discounts. Here are the usual ones:
| Objection | What to ask | What to offer |
|---|---|---|
| "Your price is higher than the others." | "Are the other quotes for the same frequency and tasks?" | A side-by-side of scope, or a lower frequency option |
| "We need to think about it." | "What part would you like to think through? Maybe I can help." | A short call with the signer |
| "Our current cleaner says they will improve." | "How long will you give them before deciding?" | A check-in on that date |
| "We are locked into a contract." | "When does it end, and what notice does it need?" | A reminder set before the notice date |
| "The owner has to approve it." | "Could I join a five-minute call to answer their questions?" | A one-page summary for the owner |
If price objections come up on most bids, check the numbers rather than the follow-up. How to bid a janitorial job shows how to build a price from hours so you can defend each line, or spot where you are over.
How do you track follow-ups so none slip?
Track every open bid with its next action and date, and review the list every week. A spreadsheet or simple CRM works. Record: building, contact, quote amount, date sent, last touch, next touch and date, decision date, and status. On Fridays, sort by next touch date. Nothing should be "waiting to hear back" without a date.
If you are reaching new prospects by email as well, keep outreach and bid follow-up on separate lists so nobody gets a cold email after a walk-through. Cold email for cleaning companies covers the outreach side, and the commercial cleaning sales process shows where follow-up fits in the whole cycle.
When should you stop following up?
Stop active follow-up after the close-the-loop message, or earlier if they ask you to. Then set a long-term reminder: before their contract renewal, or three to six months out. Buildings that said no to switching this quarter often switch next year, when the same problems return. A friendly check-in at that point is welcome, not pushy.
How do you get more bids to follow up on?
You get more bids by reaching more decision-makers who already want regular cleaning. That is the part LeadWharf handles. We find and verify the people who sign off on cleaning in your area, contact them in your company's name, and send you contacts that clear three checks: in your area, wanting recurring work at your frequency and job size, and the decision-maker with a direct line. You book the walk-through, send the quote and run the follow-up. Leads are exclusive to you. See how it works or book a call.