A useful cleaning proposal requires more than square footage. The walkthrough should reveal the actual workload, access conditions, priorities and quality controls required to keep the practice consistently patient-ready.
1. Record the facility layout
- Total approximate square footage
- Number of operatories and consultation rooms
- Reception, waiting and administrative areas
- Staff rooms, storage rooms and washrooms
- Labs, sterilization areas and rooms with restricted access
- Stairs, elevators, shared corridors and exterior entrances
2. Identify floor types and condition
- Carpet, resilient flooring, tile and other surfaces
- High-traffic entrances and visible wear
- Edges, corners, baseboards and areas under accessible furniture
- Existing buildup, staining or damage that should be documented before service
- Seasonal concerns such as tracked moisture, salt and grit
3. Define the environmental cleaning scope
- Tasks required every visit
- Weekly, monthly and periodic tasks
- Waste streams the cleaner may handle
- Approved touchpoints and protected surfaces
- Interior glass, partitions and door cleaning
- Consumables to restock or report
Clearly separate environmental cleaning from clinical disinfection, instrument reprocessing and sterilization responsibilities.
4. Review access and security
- Preferred service days and arrival window
- Whether patients or staff will still be present
- Key, fob, alarm and locking procedures
- Areas the cleaner must not enter
- Confidentiality and after-hours conduct expectations
- Who should be contacted if access fails or an issue is discovered
5. Document current frustrations
Ask the office manager and practice owner what is currently creating the most work for their team. Typical concerns include repeat dust, incomplete washrooms, neglected edges, inconsistent floor care, unclear communication and staff finishing missed work.
6. Agree on quality control
- How service completion will be recorded
- How the practice reports a missed item
- Expected response and correction time
- Inspection frequency
- Who owns the account and receives escalations
- How recurring issues will be tracked and prevented
7. Confirm proposal details
The final proposal should define the exact scope, frequency, price, initial-service requirements, exclusions, start date and onboarding expectations. If any important responsibility is left to interpretation, clarify it before signing.