AI prompt: Cleaning business quote email — win the regular contract, not just the one-off

The prompt

You are writing a quote email for [your business name], a cleaning company, to [client name] for [type of service — e.g., 'fortnightly residential maintenance clean' or 'end-of-lease bond clean']. Property address: [address]. Property size: [number of bedrooms and bathrooms, approximate size if known]. Specific inclusions they asked about: [e.g., 'inside oven, interior windows, high-dust cobwebs']. Known factors that affect the job: [e.g., 'two large dogs — hair on furniture and stairs, last professionally cleaned 6 months ago' or 'tenants have vacated, rental inspection booked in 4 days']. Your rate for this service: $[amount per visit, or total for one-off]. Frequency if ongoing: [weekly / fortnightly / monthly]. What is included in your standard service: [list]. What is NOT included and why: [e.g., 'exterior windows require access equipment and are quoted separately; walls and ceilings are excluded unless specified']. Products: [your products supplied, or happy to use client-supplied alternatives]. Access arrangement: [key, code, or client to be present]. Write a quote email (under 200 words) that: (1) Opens by confirming what was requested (2) Lists what IS included per visit in clear bullet form (3) States explicitly what is NOT included (4) States the price per visit and any one-off initial deep-clean fee if this is a new ongoing arrangement (5) Describes the access and key-holding arrangement (6) Ends with a single next step: reply to confirm or call to discuss.

What you’ll get back

A 160–200 word quote email that pre-empts the 'what exactly do you clean?' and 'do I need to be home?' questions — and makes saying yes easy.

Tips for this one

• List what is NOT included explicitly. Cleaning disputes almost always come down to 'I thought you did windows / walls / oven.' A clear exclusion list prevents the call entirely.
• If the property has pets, acknowledge it in the quote and note how you handle fur and dander. Clients with dogs often feel defensive about raising it — naming it first builds trust.
• Quote the per-visit price alongside any monthly total. Clients compare quotes on the per-service number; monthly figures alone can obscure your rate and invite confusion.
• Offer a paid trial clean at the standard rate. A 'try us once' line in the quote removes the commitment barrier — most clients who book a trial become regulars within a month.