A cleaning tender response needs to answer every scored question with evidence, not just assert quality — buyers score what you write against a matrix, and unanswered or generic answers lose marks even if your actual service is excellent. This framework sets out the sections most UK cleaning tenders expect.
Download the framework
Download the PDFA section-by-section response framework with prompts for the evidence each section should include.
1. Company overview and track record
Legal structure, years trading, scale (number of sites/staff managed), and relevant sector experience — kept factual and specific to the buyer's sector rather than generic.
2. Method statement / mobilisation plan
How the contract will be set up in the first 4-8 weeks: site survey, specification sign-off, TUPE consultation if staff transfer, recruitment and induction of any new staff, equipment and consumables procurement, and the date full service goes live. See our specification template as the basis for this section.
3. Staffing, vetting and training
Confirmation staff are directly employed (PAYE), the vetting level applied (DBS/PVG/AccessNI as relevant to the site), induction and ongoing training, and cover arrangements for holiday/sickness so a clean is never dropped.
4. Health, safety and COSHH
Risk assessment and method statement (RAMS) process, COSHH management of chemicals, and relevant health-and-safety accreditation (e.g. SafeContractor/CHAS). See our COSHH template and RAMS template.
5. Quality monitoring and KPIs
How quality will be audited and reported (see our audit scorecard and KPI scorecard), and the escalation route if standards slip.
6. Pricing
A transparent build-up from labour (at or above National Living Wage / real Living Wage as required), employer's National Insurance, materials, equipment, management overhead and margin, with VAT shown separately — never a single opaque number.
7. Social value
Where scored (common in public-sector tenders), evidence such as paying the real Living Wage, guaranteed-hours contracts, local recruitment, or apprenticeship commitments.
8. References and continuity
Named referees for comparable contracts, and a continuity/contingency plan for how service is maintained if key staff leave or an emergency affects normal delivery.