Start with the client and site
Name the client, site address, building type, service start date, service frequency, and service window. Refer to the real concerns raised during the walkthrough. This shows that the document came from the site visit, not a folder called “final-final-2.”
Organize tasks by frequency
| Frequency | What to state |
|---|---|
| Every service | Tasks completed each visit, listed by area when the scope differs across the site. |
| Weekly or monthly | Tasks performed on a defined schedule, such as high dusting, baseboard detailing, or floor maintenance. |
| Quoted separately | Work outside the recurring fee, with the trigger for a separate quote. |
Make boundaries visible
State included tasks in concrete terms. State exclusions just as clearly. The client should not need to infer whether dishes, interior appliances, exterior windows, post-construction debris, or emergency cleanup are part of the recurring price.
State the commercial terms
Present the monthly recurring service fee, any initial work, optional services, invoice timing, service term, and change-control process. If the client adds work or alters frequency, require the scope and price to be updated in writing.
Close with service and quality expectations
Describe the service contact, issue-reporting path, inspection cadence, and documentation expected after launch. Keep legal and insurance claims accurate to the operator’s actual coverage and agreements.
Price before prose
Get the bid right before you write it up.
The Bid Fieldbook builds a cost-based monthly price from editable assumptions, then gives you the walkthrough and audit pages behind it.
View Fieldbook pricing