Account and building context
- Decision-maker, site contact, address, building type, cleanable square footage, and occupancy pattern.
- Service days, service window, start date, contract term, and requested level of service.
- Current provider issues, non-negotiables, and the reason the client is seeking a new bid.
Zone-by-zone scope
- List office areas, lobbies, corridors, restrooms, breakrooms, storage, restricted rooms, and exterior touchpoints separately.
- Record floor type, furniture density, special surfaces, waste volume, fixtures, and the requested task frequency for each zone.
- Note the work that needs a different production rate or a separate quote.
Access and operating constraints
- Keys, badges, alarm procedure, security requirements, elevators, parking, loading route, and supply-storage location.
- Client-provided consumables, equipment restrictions, green-product requirements, and disposal rules.
- Whether the site has a staffed contact during service or an after-hours escalation process.
Exclusions before the proposal
Write excluded services on the walkthrough sheet, not from memory after you return to the office. Examples include exterior glass, post-construction work, pest removal, biohazard cleanup, pressure washing, and floor restoration. If it requires separate pricing, say so clearly.
Control point: review the completed walkthrough against the proposal before it leaves. The scope should survive the handoff from sales to operations without becoming folklore.
Turn observations into price
Use the walkthrough with an editable bid system.
The Bid Fieldbook pairs site notes with editable costs and protected calculations.
View Fieldbook pricing