Cleaning company quote follow-up
Commercial cleaning contracts often need approval from several people, so quotes can sit for weeks. Here is how to follow up on a cleaning quote politely, with templates you can copy.
Last updated 5 October 2026
Why cleaning company quotes go quiet
- The person who asked for the quote often isn't the one who approves it, so the quote waits for a manager or a budget meeting.
- Customers compare several cleaning companies, often on price per hour or per visit, without comparing what is included.
- Switching cleaners is a hassle, so customers put it off even when they want a change.
- The quote sits in an inbox while the person is busy with other things.
In most cases the customer hasn't said no. A short, polite follow-up is often all it takes to continue the conversation.
When to follow up
Because decisions for contracts often take a few weeks, follow up after about four days, and then every week or so, adding something useful each time.
Three follow-up emails for cleaning companies
Replace everything in [brackets] and make it sound like you.
First check-in after a cleaning quote
About 4 days after you send the quote
Subject: Your cleaning quote for [company]
Hi [Name], I wanted to check that you received the cleaning quote for [premises] that I sent on [date]. If it would help, I'm happy to do a walkthrough of the premises so the quote matches exactly what you need. Just let me know a time that suits. Best regards, [Your name] [Company]
Follow-up when someone else has to approve
About a week after you send the quote
Subject: A summary of the cleaning quote
Hi [Name], I know a decision like this often needs sign-off from someone else. To make that easier, I can send a one-page summary of the quote covering what is included, how often we clean and the price. Would that help? If you tell me who approves it, I'm also glad to answer their questions directly. Best regards, [Your name]
Final, no-pressure message
About 3 weeks after you send the quote
Subject: Closing the loop on the cleaning quote
Hi [Name], I don't want to keep filling your inbox, so this is my last note about the quote for [premises]. If you've chosen another provider or the timing isn't right, that's completely fine. If your plans change later, you're welcome to get back in touch. Thank you for considering us. Best regards, [Your name]
Tips for cleaning companies
Find out who decides
Ask politely who approves the quote, and make it easy for them. A short summary page often moves things along.
Make quotes easy to compare
List what's included, how often you clean, and what's extra. Customers compare line by line.
Offer a walkthrough
Visiting the premises shows you care and lets you correct the quote before the customer decides.
For more templates that work for any trade, see our seven quote follow-up email templates.
Frequently asked questions
How often should I follow up on a cleaning contract quote?
Check in after about four days and then roughly weekly, with something new each time. Stop after three or four messages and close the loop politely.
What if the customer says they're happy with their current cleaner?
Thank them, and ask if you can check in again in a few months. Contracts renew, and customers' needs change.
Should I offer a trial clean?
It can help customers feel safe about switching. Only offer it if you're happy to do it, and say clearly what it includes.