Commercial contracts are where the real money is in cleaning. One office block, school or business centre can be worth more than twenty domestic customers, and it pays every month for years.
The problem is the tender. The client wants a quote, and alongside it a method statement, a risk assessment, your COSHH register, proof your staff are trained, your insurance certificates and your accreditations. Most small cleaning firms spend a whole weekend copying and pasting from old Word files, chasing certificates out of email inboxes and hoping nothing is out of date.
ProCleanerUK now does all of that for you. Open a quote, click Tender, and a complete, branded tender pack downloads in seconds.
What Is a Cleaning Tender Pack?
A tender pack is the document you send when bidding for a commercial cleaning contract. It proves to the client that you can do the job safely, legally and to a standard. Buyers use it to compare suppliers side by side, and a scrappy one can lose you a contract even when your price is the best.
A strong cleaning tender pack usually includes:
- Who you are and how long you’ve been trading
- Exactly what you will clean, how often and for what price
- How you will carry out the work (method statement)
- The risks on site and how you control them (risk assessment)
- The chemicals you use and their safety data (COSHH)
- Evidence your staff are trained
- Insurance and accreditation certificates
See a Real Example
We built a full example pack for a fictional company, Brightside Commercial Cleaning, bidding for an evening office contract at a business centre. It’s 16 pages, every section is filled in, and the specimen certificates are attached at the back.
Fictional company and specimen certificates, for illustration only.
What’s Inside Every Pack
1. Cover Page and Contents
Your logo, the client’s name, the site address, your quote reference and the date. A numbered contents page follows, so the buyer can find any section straight away.
2. Company Overview
Your company details are pulled from your settings automatically: address, registration number, VAT number, phone, email and website. You write a short overview once, and it’s used on every pack you send.
3. Scope of Works and Pricing
This comes straight from the quote, so there’s nothing to type twice:
- Each service with its own price
- The full specification
- The weekly schedule, if it’s a custom weekly pattern, with days, start times and durations
- The areas included from the Quote Calculator
- Subtotal, VAT and total, per visit or per week
4. Method Statement
Write a method statement for each service you offer, such as office cleaning, washroom cleaning or window cleaning. The pack picks the right one for the services on the quote. If you haven’t written one yet, a sensible default is filled in for you, covering pre-start checks, colour-coded equipment, safe working and sign-off.
5. Site Risk Assessment
The risk assessment you complete when saving a quote goes straight in. Each hazard shows its likelihood, severity, residual risk score (colour-coded low, medium or high), whether controls are confirmed and any site-specific notes.
6. COSHH Register
Every product from your COSHH Sheets page is listed, with supplier and usage notes. Products marked for all sites appear on every pack, and products assigned to that customer’s site are added automatically. Your safety data sheets are already on QR codes for staff, so the buyer knows they’re accessible on site.
7. Staff Training and Competence
This is pulled live from your Training Modules. The pack shows how many current staff have completed each module, and a training record for each operative with completion dates. If you’d rather not show full names, switch on initials only.
8. Insurance and Accreditations
List your Public Liability, Employers’ Liability and any other cover, with insurer, policy number, limit and expiry date. Add accreditations such as ISO 9001, ISO 14001 or DBS checks. Every entry is marked Valid or Expired automatically, so you’ll never send an out-of-date certificate by mistake.
9. Declaration and Appendix
A sign-off page for you and the client. Then every certificate you’ve uploaded is stapled to the back as Appendix A1, A2, A3 and so on, each labelled on its first page. The client gets one complete PDF, with no separate attachments to chase.
How to Set It Up
You only do this once.
- Go to Quotes and click Tender Settings at the top of the page.
- Company: write your overview and add who signs the declaration.
- Insurance: add each policy and upload the certificate (PDF, JPG or PNG).
- Accreditations: add each one and upload the certificate.
- Method Statements: write one for each job type, or edit the default.
- Pack Options: choose which sections to include.
Then click Save Settings.
How to Create a Tender Pack
- Create your quote as normal, using the Quote Calculator or a Direct Quote, and complete the risk assessment.
- On the Quotes page, click the purple Tender button on the quote.
- Your pack downloads, ready to send.
You can also open any quote and click Tender Pack at the bottom.
Why It Wins More Contracts
- It looks professional. A consistent, branded document puts a small firm on the same level as the national contractors.
- Nothing is missing. Every section a buyer expects is there, every time.
- It’s always up to date. Training, COSHH and pricing are pulled live, so you’re never sending last year’s information.
- You can bid more often. When a tender takes minutes instead of a weekend, you can go after every contract that comes up.
Start Winning Commercial Contracts
The Tender Pack is included in ProCleanerUK now. Set up your company details once, and every quote you send can come with a complete tender pack behind it.