Estimate Template for House Cleaning

    A house cleaning estimate should make it crystal clear what's included, what isn't, and what the client will pay before you ever pick up a vacuum. This template walks through a realistic move-out deep clean and explains how to structure your own.

    Who This Estimate Is For

    Independent house cleaners, two-person cleaning crews, and small residential cleaning companies that quote standard cleans, deep cleans, move-in/move-out jobs, and recurring weekly or biweekly service. It's especially useful when a client asks for a written price before booking.

    When to Use This Estimate

    • Move-in or move-out deep cleans where the unit needs to pass a landlord walkthrough.
    • First-time deep clean before starting recurring service.
    • Post-construction or post-renovation cleanups.
    • Seasonal deep cleans (spring clean, pre-holiday) that go beyond a normal visit.
    • Any clean over ~$250 where the client wants to see what they're paying for in writing.

    When Not to Use It

    • Recurring weekly or biweekly clients on a flat per-visit rate — send an invoice, not an estimate, each time.
    • Five-minute spot jobs (a single fridge, a single oven) where a one-line text price is faster.
    • Commercial janitorial contracts — those need a formal proposal, scope of work, and certificate of insurance.
    • Biohazard, hoarding, or crime-scene cleanup — those require licensed specialists, not a standard cleaning estimate.

    What to Include

    • Property size — bedrooms, bathrooms, approximate square footage.
    • Type of clean — standard, deep, move-out, post-construction.
    • Each add-on as its own line: inside oven, inside fridge, interior windows, blinds, baseboards.
    • Number of cleaners and estimated hours, or a flat per-job price.
    • Supplies — whether you bring them or the client does.
    • Deposit amount, accepted payment methods, and re-clean / satisfaction policy.

    What to Exclude (Say So in Writing)

    • Carpet shampooing or steam extraction (refer out unless you own the equipment).
    • Exterior window washing above the first floor.
    • Moving or lifting heavy furniture — note 'we clean around items in place'.
    • Removing biohazards, pet waste, or excessive trash — quoted separately.
    • Laundry, dishes left in the sink, and clutter organization unless agreed in writing.
    • Mold remediation and pest treatment.

    Sample Estimate

    Move-out deep clean of a 3-bedroom, 2-bath rental, approximately 1,800 sq ft. Tenant needs the unit ready for a landlord walkthrough in 48 hours.

    DescriptionQtyUnitTotal
    Whole-home deep clean (3 bed / 2 bath, ~1,800 sq ft)1$320.00$320.00
    Inside oven detail clean1$45.00$45.00
    Inside refrigerator detail clean1$45.00$45.00
    Interior window cleaning12$6.00$72.00
    Baseboards, blinds & cabinet fronts (hand-wiped)1$85.00$85.00
    Inside cabinets & drawers (empty units only)1$60.00$60.00
    Subtotal$627.00
    Discount−$25.00
    Total$602.00

    Sample Notes & Payment Terms

    50% deposit due to schedule the appointment. Balance due on completion via cash, Zelle, or Venmo. We bring all supplies and equipment. Please ensure pets are secured and major personal items removed before arrival. Satisfaction policy: if you flag any area within 24 hours of completion, we'll return to re-clean it at no additional charge.

    Deposit Wording — Copy & Adapt

    "A 50% deposit ($XXX) is due to hold your appointment date. Your card or Zelle confirmation locks the slot — without it, the time stays open to other clients. The remaining 50% is due on completion. Cancellations made less than 24 hours before the appointment forfeit the deposit; reschedules made earlier roll the deposit forward at no extra charge."

    Revisions & Change Orders — Copy & Adapt

    "If you flag any specific area within 24 hours of completion, we'll return within 3 business days and re-clean it at no additional charge. Re-cleans are limited to the items listed in this estimate. Add-on work discovered on the day (extra rooms, heavy build-up, additional appliances) will be quoted before we start it — never added silently to your invoice."

    Common Client Objections (and How to Handle Them)

    “Why is it more than the last person I had?”

    Because the last quote probably didn't include the oven, fridge, baseboards, interior windows, or a satisfaction guarantee — and probably wasn't insured. Point at the line items in your estimate and explain what's in the price. Most clients pay the higher number once they see what's actually included.

    “Can you just do the kitchen and bathrooms for half the price?”

    Yes — and that's a separate, smaller estimate. Don't discount the whole-home number to match a partial-home scope. Re-issue the estimate with only the rooms they want so the math stays clean.

    “Do I really have to pay a deposit?”

    'Yes — it's how I make sure my day is committed to you and not double-booked. The deposit applies to your total; you're not paying extra.' This is a one-line answer, said calmly. Clients who refuse a small deposit are clients who will also no-show.

    “Can you come tomorrow?”

    If you can, say yes and charge a small rush surcharge ($25–$50). If you can't, offer the next realistic slot and hold it with the deposit. Don't promise a date you can't keep — one missed appointment costs more in reviews than the job pays.

    If the Scope Changes Mid-Job

    If you arrive and the home is significantly dirtier than described — heavy grease, pet hair embedded in carpet, mildew in bathrooms — stop before you start the deep cleaning portion and take 3–5 photos. Text the client: "Hi [name], I'm at the home and the condition is heavier than what we discussed. To get it to move-out standard I'll need an additional [X] hours at $[Y]/hr, total approx $[Z]. Want me to proceed?" Wait for written approval before doing the extra work. Then issue a revised estimate (same estimate number, "R1" appended) so the paperwork matches what you actually did. Never do "extra" silently and then surprise the client at the end — that's the #1 source of cleaning disputes.

    Short Client Message to Send With the Estimate

    Hi [Client first name], Thanks for reaching out about the [move-out / deep clean] at [address]. Attached is the written estimate — $[total] including [main add-ons]. A few quick notes: • We bring all supplies and equipment. • A 50% deposit secures the date; balance due on completion. • If you spot anything missed within 24 hours, we come back and re-clean it free. Let me know if you'd like to lock in [proposed date], or if you want to adjust anything in the scope. Thanks, [Your name] [Business name] [Phone]

    Tip: paste this into your email or SMS, swap in the client’s name and the total, and attach the PDF you created with the generator.

    Common Mistakes to Avoid

    Quoting a single lump sum

    A flat 'whole house clean — $400' makes clients suspicious and gives you no defense if they argue about what was included. Break out the base clean from add-ons.

    Forgetting add-on services

    Oven, fridge, interior windows, and baseboards take real time. Either include them with a checkmark or charge for them separately — never absorb them silently.

    No deposit policy

    Cleaning no-shows and last-minute cancellations cost you a paid day. A 25–50% deposit dramatically reduces flakes.

    Missing pet & access notes

    Loose dogs, locked rooms, or a client who isn't home can blow up your schedule. Spell out access expectations in the notes section.

    Ready to build your own?

    Open the Estimate Generator

    Estimate Checklist & Copy-Ready Wording

    Bookmark this page. Run through the checklist before you hit send, and lift the payment terms and exclusions straight into your estimate's notes field.

    Checklist Before You Send

    • Your business name, address, phone, and email are at the top.
    • Client name and contact details are correct and spelled right.
    • Estimate number and date are filled in.
    • Validity window is stated (commonly 15 or 30 days).
    • Every task or item is its own line — no lump-sum 'work — $X'.
    • Quantities and unit prices are shown, not just totals.
    • Materials are separated from labor when relevant.
    • Tax rate and discount (if any) are itemized clearly.
    • Deposit amount and payment methods are stated in writing.
    • Anything excluded from the price is named explicitly.
    • Change-order policy is mentioned (how surprises will be billed).
    • Math has been re-checked. Total is the number you intend.

    Copy-Ready Payment Terms

    • 50% deposit due to schedule. Balance due on completion.
    • Payment due within 7 days of invoice. Late payments accrue 1.5% per month.
    • Accepted: cash, check, Zelle, ACH, or major cards (3% processing fee on cards).
    • Estimate valid for 30 days from the date above. Material prices subject to change after that.
    • Two rounds of revisions included. Additional revisions billed at $XX/hr in 30-minute increments with prior approval.

    Swap the numbers, days, and rates for your own. These are starting points, not legal advice.

    Common Exclusions You Can Paste In

    • Permits, inspection fees, and HOA approvals (billed at cost if required).
    • Disposal of hazardous materials (lead paint, asbestos) — separate quote required.
    • Repairs to pre-existing damage discovered during the work.
    • Client-supplied materials, fixtures, or color matches not on the agreed list.
    • Work outside the scope listed above unless approved in writing.
    • After-hours, weekend, or emergency call-outs (billed at 1.5×).

    A short "What's not included" line up front prevents the worst conversation in service work: "I thought that was part of the price."