A written scope of work is the most useful document in any cleaning contract. It lists every area of your building, the tasks done in each one, and how often they happen. With a clear scope, every cleaning company bids on the same job, your team knows exactly what is covered, and nobody has to argue later about whether the break room fridge or the conference room glass was included. Use the template below for an office, clinic, school or light-industrial building anywhere in the Charlotte region.
Want a printable version? Use our free printable office cleaning checklist, organized by area with every-visit, weekly, monthly and quarterly columns.
What a Janitorial Scope of Work Includes
- Building profile. Square footage, number of floors, restrooms and break rooms, floor types, and how many people use the space each day.
- Area-by-area task list. Every room type with its tasks, so nothing depends on memory.
- Frequencies. Each task marked every visit, weekly, monthly or periodic.
- Schedule and access. Days and times of service, keys, alarm codes and after-hours contacts.
- Supplies. Who provides paper goods, soap, trash liners, chemicals and equipment.
- Quality control. How work is inspected, how you report a problem, and how it gets fixed.
- Staffing and insurance. Background checks, uniforms, licensing, insurance and bonding.
- Periodic services. Floor care, carpet extraction, high dusting and window work, scheduled in advance.
Template: Tasks and Frequencies by Area
Entrances, lobby and reception
- Every visit: clean entry glass and door handles, vacuum or dust mop floors, empty trash, wipe the reception counter
- Weekly: dust furniture, ledges and artwork frames; clean walk-off mats
- Periodic: floor stripping, waxing and burnishing, and carpet extraction
Offices and workstations
- Every visit: empty trash and recycling, vacuum traffic areas, disinfect door handles and light switches
- Weekly: dust clear desk surfaces (papers are never moved), vacuum fully, clean glass partitions
- Monthly: high dusting of vents, light fixtures and tops of cabinets
Conference and training rooms
- Every visit: wipe tables, straighten chairs, clean whiteboards on request, vacuum
- Weekly: clean glass walls and doors, dust chairs and credenzas
Restrooms
- Every visit: clean and disinfect toilets, urinals, sinks, counters and partitions; restock soap, paper towels and tissue; mop floors; empty trash
- Weekly: descale fixtures, clean walls around sinks and fixtures, wipe vents
- Monthly: deep clean floor edges and drains
Break rooms and kitchens
- Every visit: wipe counters, tables and chairs; clean sinks; clean appliance fronts; empty trash and recycling; mop floors
- Weekly: clean microwave interiors; wipe cabinet fronts
- As listed: refrigerator clean-out on a set day, so staff know when to take food home
Floors throughout
- Every visit: vacuum carpet in traffic lanes, dust mop and damp mop hard floors
- Scheduled: machine scrubbing, burnishing, strip and wax, and carpet extraction at intervals matched to foot traffic
For more task ideas, see our full office cleaning checklist.
Schedule, Access and Security
State the days and hours of service in the scope. Most Charlotte businesses choose evening service after close, weekend visits, or both, so staff and customers never work around a crew. List who holds keys and alarm codes, which rooms stay locked, and who to call after hours. Buildings that need attention during the day, such as busy lobbies and restrooms, can add a day porter to the same plan.
Supplies, Chemicals and Equipment
Spell out who supplies paper towels, toilet tissue, hand soap, trash liners and restroom products, and who supplies chemicals and equipment. If you want green cleaning, say so in the scope. Blue Oak Solutions uses eco-friendly products for everyday cleaning, with EPA-registered disinfectants for high-touch surfaces; our green cleaning guide explains the options. If your building needs extra disinfection, disinfection services such as electrostatic spraying can be listed as a periodic task.
Quality Control and Communication
A good scope says how the work will be checked. Ask for regular quality checks and supervisory inspections, one point of contact for questions, and a simple way to report a missed task. Write down how changes are made, for example adding a room or changing a frequency, so the written scope always matches what you are paying for. Our guide to cleaning service level agreements covers how to put these standards in writing.
RFP Questions to Ask Every Cleaning Company
- Are you licensed, insured and bonded? Can you provide certificates of insurance?
- Are your employees background-checked, trained and in uniform?
- Will you walk the building before you give a written estimate?
- How do you inspect the work, and how do we report a problem?
- Which products do you use, and do you offer green cleaning?
- How are keys, alarm codes and locked rooms handled?
- How do you schedule floor care and other periodic services?
- What happens if we need to add or remove areas later?
How to Compare Cleaning Bids Fairly
Give every company the same scope of work and ask them to bid on it as written. A lower number often means fewer tasks or lower frequencies, so compare line by line, not just the total. Walk the building with each company, because a walkthrough catches details a floor plan misses. Before you sign, read our guide to commercial cleaning contracts, and if you are changing providers, our steps for switching cleaning companies keep service from lapsing.
Get a Written Scope and Estimate for Your Building
Blue Oak Solutions is a family-owned, locally operated commercial cleaning company that has served North Carolina businesses for more than 10 years. We start every account with a free walkthrough and a written estimate, and we write the scope of work with you, room by room. Our janitorial services and office cleaning run on evenings and weekends across Charlotte and the surrounding region. Request your free walkthrough.
Frequently Asked Questions
What is a janitorial scope of work?
A written list of every area in your building, the cleaning tasks done in each one, and how often each task happens, plus schedule, supplies, quality checks and access details. It is the basis for fair bids and a clear contract.
How often should an office be cleaned?
It depends on how many people use the space. Busy offices usually need restrooms, trash and break rooms serviced on every visit, several times a week or more, with deeper tasks weekly or monthly. A walkthrough sets the right frequency.
Who should supply paper towels, soap and trash liners?
Either arrangement works, as long as the scope says who provides each item. Writing it down prevents empty dispensers and surprise charges.
Do you use eco-friendly products?
Yes. Blue Oak Solutions uses eco-friendly products for everyday cleaning and offers green cleaning, with EPA-registered disinfectants for the surfaces that need disinfection.