What Information Should You Give a Commercial Cleaning Company Before Requesting a Quote?

You're ready to request a commercial cleaning quote, but what should you actually tell the cleaning company?

Is it enough to say you need office cleaning? Should you explain what's wrong with your current arrangement? And what if you don't know how often the building needs to be cleaned?

You don't need to prepare a detailed cleaning specification before contacting a commercial cleaning company. But a few useful details can help the provider understand your enquiry and identify what needs to be discussed next.

Whether you're arranging cleaning for a Kalgoorlie workplace or a regional Goldfields facility, here's how to make your initial enquiry more useful without turning it into a complicated process.

The Cleaning Enquiry That Leaves Everyone Guessing

Imagine a facilities manager completes a quote request form and enters the following:

Service Needed: Commercial Cleaning

How can we help you?

We need cleaners for our building in Kalgoorlie-Boulder. Please provide a quote.

There's nothing wrong with this enquiry. It tells the company what service the customer is interested in and where the building is located.

But it doesn't explain much about the actual job.

Is the building an office, workshop or mine-site facility? Is the customer looking for an ongoing cleaning service or a one-off clean? Are they arranging cleaning for a new building or replacing an existing contractor?

A commercial cleaning provider can ask these questions afterwards, but including a little more information at the beginning can make that first conversation more productive.

It also reduces the likelihood of the customer and cleaning company starting with different assumptions.

You don't need to explain every cleaning task. You just need to give the provider enough context to understand what you're enquiring about.

What Should You Actually Write in a Cleaning Quote Request Form?

Most commercial cleaning enquiries don't need to begin with a formal request for proposal.

For example, MCD Group's Request a Quote form asks for your contact details, business name, the service you need and a short explanation of how we can help.

That last field is where a few extra details can make a difference.

Example: A Useful Commercial Cleaning Enquiry

Service Needed: Commercial Cleaning

How can we help you?

We're looking for ongoing commercial cleaning at our workplace in Kalgoorlie.

The building includes office areas, a shared kitchen, bathrooms and meeting rooms, with approximately 20 staff using the premises.

We're considering cleaning three evenings per week, but we're open to discussing what would be appropriate.

Our main concern is keeping the shared facilities clean throughout the working week.

We'd like to arrange a service within the next month. Please let us know what other information you need to prepare a quote.

This example is specific enough to start a useful discussion without trying to prescribe exactly how the cleaning should be performed.

It tells the provider what kind of workplace is involved, what the customer wants to achieve and when the service may need to begin.

Importantly, it also identifies something the customer hasn't decided yet: the appropriate cleaning frequency.

That's perfectly reasonable.

A business requesting professional cleaning services doesn't necessarily know how many hours of cleaning are required or which tasks should be completed during each visit.

Those details can be discussed when defining the proposed scope of work.

What If You're Requesting Mine-Site Cleaning?

The same approach works for a mine-site facility, although different information may be relevant.

For example:

We're looking for cleaning services for staff amenities at a mine-site facility in the Goldfields.

The areas include bathrooms, a crib room and shared facilities used by workers across different shifts.

We'd like to discuss an ongoing cleaning arrangement and understand what information you need about site access and operating hours.

Please contact us to discuss the requirements.

This gives the cleaning company a useful starting point without requiring the customer to explain every site procedure in the initial enquiry.

Five Details Worth Mentioning Before You Request a Quote

If you're unsure what to include in the “How can we help you?” field, these five details are a useful starting point.

1. Where the Cleaning Is Needed

Mention the suburb, town or general site location.

For businesses in the Goldfields, this is particularly helpful when the facility is outside Kalgoorlie-Boulder. Regional travel and site arrangements may need to be considered when assessing the work.

You don't necessarily need to provide sensitive site access information in your initial enquiry.

2. What Kind of Building or Facility You Have

A short description is enough to begin with.

For example, you might be enquiring about office cleaning, an industrial workplace, commercial premises with shared amenities or cleaning at a mine-site facility.

This helps the provider understand the general nature of the work before asking more detailed questions.

3. Whether You Need Ongoing or One-Off Cleaning

Let the provider know whether you're looking for regular commercial cleaning services or a particular job.

For example, MCD Group also provides construction cleaning, but this is generally planned and quoted differently from ongoing workplace cleaning.

You can simply identify the type of service you're interested in and discuss the scope afterwards.

4. When You'd Like the Cleaning to Begin

Are you opening a new workplace, preparing for a handover or reviewing a current cleaning contract?

Even an approximate timeframe, such as within the next month, helps explain how soon you're hoping to arrange the service.

5. Anything You Particularly Want to Improve

This is often more useful than a long list of cleaning tasks.

Perhaps your shared bathrooms need more attention, the current cleaning arrangement doesn't suit your operating hours, or you want to establish a cleaning service for a newly occupied facility.

Mentioning the issue gives the cleaning company a better understanding of what you're trying to achieve.

You don't have to include all five details. Share what you know, and leave the rest for the follow-up conversation.

Would Photos, Floor Plans or an Existing Cleaning Schedule Help?

Sometimes, yes. But they aren't essential for making an initial enquiry.

A floor plan may help explain the layout of a larger facility. Photographs can show particular areas requiring attention. And an existing cleaning task schedule can provide useful context when a business is reviewing its current arrangements.

These materials may help the cleaning company understand the work or prepare for a site assessment.

However, MCD's standard quote request form doesn't require you to upload any of these documents.

You can submit the form with a brief description of your requirements and discuss whether supporting information would be useful afterwards.

If you're sharing photographs or documents later, avoid including unnecessary confidential information, alarm codes, passwords or sensitive access details.

The aim is to help the provider understand your cleaning requirements, not to create more administration before you can request a quote.

What You Don't Need to Have Figured Out Before Asking for a Quote

One reason businesses delay contacting commercial cleaning companies is that they think they need to have everything organised first.

But requesting a quote doesn't mean you need to arrive with a completed cleaning plan.

You might not know:

• The exact floor area of your building.
• How many hours a cleaning team will need.
• Whether daily or weekly cleaning is appropriate.
• Which cleaning products or equipment should be used.
• Whether particular tasks should be included in regular cleaning or arranged separately.

These are reasonable things to discuss with a commercial cleaning provider.

For example, you might know that the bathrooms in your workplace aren't staying clean throughout the week, but not whether the solution is more frequent cleaning, a different task schedule or something else.

You don't need to prescribe the solution before making an enquiry.

Your responsibility is to explain what your business needs. The cleaning company can help determine how that translates into a proposed scope of work.

What Happens When the Cleaning Company Needs More Information?

Sending a detailed enquiry doesn't necessarily mean you'll receive a final quote straight away.

Depending on the facility, a commercial cleaning company may need to clarify a few details or arrange a site assessment before preparing a proposal.

This is particularly relevant for larger commercial premises, industrial sites and mine-site facilities where the work may be difficult to assess from an email alone.

Why Would a Cleaning Company Ask to Visit the Site?

A site visit can help the provider understand details that aren't obvious from a floor plan or written description.

For example, a facilities manager might describe a building as having six bathrooms. But that doesn't explain their layout, condition, accessibility or how heavily they're used.

Similarly, a warehouse may have office areas, staff amenities and operational spaces with different cleaning requirements.

A site assessment can help clarify the proposed scope and identify practical considerations before the work begins.

What Questions Might They Ask?

Depending on the enquiry, the provider may ask:

• Are there particular areas you want included or excluded?
• Are there any restrictions on when cleaning can take place?
• Will the cleaning team need to complete an induction or follow site-specific procedures?
• Are cleaning consumables supplied by the business or expected to be included?
• Is there a current cleaning schedule that should be reviewed?
• Who will be responsible for approving the scope and arranging access?

These aren't necessarily signs that your initial enquiry was incomplete.

They're part of making sure both parties understand the proposed arrangement.

For businesses operating across Kalgoorlie and the Goldfields, identifying site-specific requirements early can also help avoid misunderstandings about access, scheduling and the work being quoted.

Before You Hit Send: A 60-Second Cleaning Quote Checklist

You don't need a lengthy document to approach a commercial cleaning company. Use this checklist to make sure you've covered the essentials.

If you don't know something, that’s completely fine. Our team understands that you may not have everything considered, and that is where we can help!

A cleaning quote request should start a useful conversation, not become another administrative project.

If you're planning to approach multiple contractors, providing the same initial information can also make their responses easier to assess.

For more guidance on reviewing the proposals you receive, read our article Why Commercial Cleaning Quotes Can Be Difficult to Compare.

Request a Commercial Cleaning Quote in Kalgoorlie and the Goldfields

Tell Us About Your Facility. We'll Help You Work Out the Next Step.

You don't need a completed cleaning specification before contacting MCD Group.

Whether you're arranging cleaning for a new workplace, reviewing an existing contract or seeking services for a mine-site facility, we can discuss what your business needs and the information required to prepare a quote.

MCD Group provides commercial cleaning, mine-site cleaning and separately scoped cleaning services, including construction cleaning, in Kalgoorlie and the Goldfields, subject to the location and requirements of the job.

Ready to get started?

Request a Commercial Cleaning Quote online or call 0480 020 821 to tell us about your facility.

Frequently Asked Questions About Requesting a Commercial Cleaning Quote

Do I Need to Know My Building's Exact Square Metres?

Not necessarily. An approximate size, floor plan or description of the premises can help start the discussion. The cleaning company can advise whether more accurate measurements are needed before quoting.

Should I Send My Current Cleaning Contract to a New Provider?

You don't have to. If you're replacing an existing service, a cleaning task schedule or a summary of what's currently included may be useful. Avoid sharing confidential contractual information unnecessarily.

Can I Request a Quote Before My Business Opens?

Yes. If you're preparing to occupy new commercial premises, you can begin discussing cleaning requirements before opening. Explain your expected start date and whether the building is still being fitted out, undergoing construction cleaning or ready for regular use.

Will I Receive a Quote Without a Site Visit?

That depends on the work involved and whether the provider has enough information to assess it. Some enquiries can be discussed using photographs and written details, while more complex facilities may benefit from an on-site assessment.

A Better Quote Starts With a Clearer Conversation

Requesting commercial cleaning services shouldn't require you to become an expert in cleaning operations.

The most useful starting point is a clear explanation of your premises, what you want cleaned, any known constraints and when you need the service.

From there, the cleaning company can ask the right questions, clarify the scope and work towards a proposal that reflects your facility rather than assumptions.

You don't need every answer before making contact. You just need enough information to get the conversation started.