How do I document each building’s cleaning scope for a buyer?
Write one scope sheet per building listing each area, each task, how often it is done, who does it and what the client’s contract says. Add floor plans or photos, access and alarm arrangements, and note anything done by habit that the contract does not mention.
Begin with the contract. Pull out what the client agreed to pay for and put it at the top of the sheet. Beneath it, list what the crew actually does, area by area: lobbies, offices, washrooms, kitchens, floors, windows, and any special surfaces. Frequencies matter, so write down which tasks are daily and which are weekly or by request.
Then record the practical details that never reach a contract. Where are the supplies kept, which door is used, who holds the alarm code, which rooms are off limits and which tenants have special instructions. Add photos or a simple floor plan for each site, since a new crew lead can learn a building faster from a picture than a page.
Be candid about the gaps. If the crew does extras for a long-standing client without charging, say so. A buyer will find out, and it affects what the client expects and what the work really costs. Keep the sheets in a shared folder with dates and update them. Check the lease or access terms that apply to each site with your lawyer.
Key takeaways
- Make one scope sheet per building, starting with what the contract says.
- List tasks by area and frequency, then add access and alarm details.
- Record extras done without charge so the buyer is not surprised.
- Add photos or plans and keep the sheets current.
Related reading
15 pages on the same subject, grouped by topic.
Due diligence
Selling
- Expert answerHow should I document my janitorial crews' checklists so a buyer can see consistent quality?
- Expert answerHow do I document the equipment lists at each of my HVAC service contract sites?
- Expert answerHow do I document how I pick each month’s items for my subscription box?
- Expert answerHow can I show buyers that my sprinkler maintenance contracts renew each year?
- Expert answerHow do I present my portfolio of websites so a buyer sees each one clearly?
- Expert answerHow do I record each vending machine’s service history for a buyer?
Buying
- Expert answerHow do building access keys and codes change hands when a cleaning company is sold?
- Expert answerHow do I assess pest and shearing work a Christmas tree farm needs each year?
- Expert answerHow do I find out which third-party services a SaaS product pays for each month?
- Expert answerHow do I judge how many holiday lighting customers rebook each November?
- Expert answerHow do I check a translation agency’s pool of freelance translators for each language?
- Expert answerHow does a translation agency handle rush turnaround for urgent documents?
- Expert answerHow do I check a document scanning service’s backlog of client boxes?
Sources
This answer is checked against primary sources. Links were last confirmed on the dates shown.
- 01Business Development Bank of CanadaGovernmentHow to conduct due diligence when buying a business
- 02Business Development Bank of CanadaGovernment7 steps to increase your business’ value—before you sell it
Deavo is an advertising and listings platform, not a brokerage, law firm or valuation firm. This page is general information, not legal, tax, accounting or valuation advice, and rules differ by province. Confirm anything you rely on with a qualified professional before you act on it.