A janitorial scope of work is the document that defines exactly what a cleaning provider will do in your building: which areas, which tasks, how often, to what standard, under what access and safety rules, and how quality will be checked. This template gives you a ready structure in eight sections. Fill it in once, give it to every bidder, and you will receive proposals you can actually compare. It also becomes the standard your vendor is inspected against after the contract starts.
Why a written scope matters
Large buyers such as the U.S. General Services Administration manage custodial work in federal buildings through detailed specifications for good reason: without them, every vendor interprets "clean the building" differently. A scope of work does three jobs:
- Comparable bids. Every provider prices the same work.
- Clear expectations. Both sides know what "done" means.
- Measurable quality. Inspections score against the scope, not against someone's mood.
Section 1: Building profile
| Item | Your entry |
|---|---|
| Facility name and address | |
| Building type | Office / clinic / bank / warehouse / school / other |
| Cleanable square footage (and how measured) | |
| Floors and floor types | Carpet ___ sq ft, resilient tile ___ sq ft, sealed concrete ___ sq ft, other ___ |
| Restrooms and fixture count | ___ restrooms, ___ toilets, ___ urinals, ___ sinks |
| Breakrooms and kitchens | |
| Occupancy | ___ employees, ___ daily visitors |
| Operating hours | |
| Preferred cleaning window |
Section 2: Tasks by area and frequency
Use a table for each area. Frequencies: V = every visit, W = weekly, M = monthly, Q = quarterly.
Restrooms
| Task | Frequency |
|---|---|
| Clean and disinfect fixtures, counters and handles | V |
| Clean mirrors | V |
| Empty waste and sanitary receptacles | V |
| Mop floors | V |
| Restock or report supplies | V |
| Wipe partitions and doors | W |
| Clean vents and light lenses within reach | M |
Workspaces and offices
| Task | Frequency |
|---|---|
| Empty trash and recycling | V |
| Vacuum traffic areas | V |
| Dust cleared surfaces | W |
| Detail vacuum edges and under desks | W |
| High dusting | M |
Breakrooms, entries, conference rooms, corridors and specialty areas: follow the same format. Our office cleaning checklist and what is included in janitorial service list typical tasks you can copy.
Section 3: Schedule
- Visit days: ______
- Arrival window: ______
- Seasonal changes (for example, winter entry program November to April): ______
- Holidays and closures: ______
- Event or peak-period visits: ______
Section 4: Exclusions
List what is not included, for example: carpet extraction, floor refinishing, exterior windows, kitchen equipment interiors, medical waste, production equipment, server rooms, restricted rooms. Clear exclusions prevent most scope disputes.
Section 5: Access and security
- Credentials: keys / fobs / codes, issued to named individuals
- Credential log maintained by: ______
- Alarm procedure: ______
- Restricted rooms and conditions: ______
- Lock-up checklist: exterior doors, interior doors, lights, windows, alarm
- Escalation contacts for after-hours incidents (in order): ______
- Screening requirements: background checks for all personnel; additional screening if required: ______
See vendor key and access control.
Section 6: Products, safety and site rules
- Product preferences or restrictions (fragrance-free, approved disinfectants, client-supplied products): ______
- Safety data sheets kept on site for all vendor products, as OSHA's Hazard Communication standard requires
- PPE and site safety orientation requirements: ______
- Consumables (paper, soap, liners): supplied by client / vendor / billed separately
Section 7: Quality assurance and reporting
- Visit log and checklist completion required each visit
- Supervisor inspection frequency: ______
- Inspection standard: vendor rubric / APPA level ___ / client checklist
- Deficiency response times: minor ___, major ___, critical ___
- Reporting to client: frequency and format ______
- Periodic account review: ______
See janitorial QA inspection scoring and APPA cleanliness levels.
Section 8: Contacts and bid requirements
- Client contacts for daily issues and for contract matters
- Bidders must attend a walkthrough
- Bidders must state weekly labor hours and staffing
- Bidders must provide a certificate of insurance, bond details if applicable, and a description of background checks
Asking for labor hours is the single best way to compare bids. See janitorial pricing per square foot.
Tips for writing a good scope
- Be specific but realistic. Every task listed costs labor time.
- Use frequencies, not "as needed." "As needed" usually means rarely.
- Separate must-haves from nice-to-haves, so bidders can price options.
- Revisit it yearly, or whenever occupancy or use changes.
For the overall selection process, see how to choose a commercial cleaning company and questions to ask a janitorial company. For contract clauses, see janitorial contract terms.
Frequently asked questions
What should a janitorial scope of work include?
A building profile, tasks by area and frequency, schedule, exclusions, access and security rules, products and safety, quality and reporting requirements, and contacts.
Who should write the scope?
The buyer should own it. A good provider can help draft it from a walkthrough, but the final version should reflect your priorities.
How detailed should frequencies be?
Every task should have a defined frequency, such as every visit, weekly, monthly or quarterly. Avoid "as needed."
Can the scope change after the contract starts?
Yes. A good contract includes a process for updating the scope and price when the building or its use changes.
Sources
Published · Northmark Facility Services.