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Discover how you can start each new business relationship off on the right foot with a cleaning business introduction letter that shows your strengths and puts your client at ease.

First impressions mean a lot. When you win over a new client, you want to show them your professionalism, share your specialties, and help them get to know you better. A cleaning business introduction letter can communicate all this and more, but you need to craft a message that highlights your successes and tells a new customer how your business is going to work for them.

A cleaning business introduction letter is simply a letter or email you send to new clients that kicks off the business relationship and elaborates on your skills and how those capabilities will serve the new client’s best interests. It’s a way of making a first impression that will last, as long as you deliver on the promises you make.


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How to make your cleaning business introduction letter a success

A cleaning business introduction letter should start with a warm greeting and a thank you to the new client for trusting you with their cleaning needs. Mention how excited you are to work with them and how much you look forward to the business relationship between you.

Next, provide a bit of your company history. How long have you been in business? What’s your background in cleaning? Who are some major clients you’ve served who’ve been satisfied with your work? Crafting the story of your business can help make a new client feel more connected to you, which helps build trust.

Once you’ve given some information about your roots, reiterate the services you offer that attracted the new client to you in the first place. Remind them of your specialties and mention services that perhaps they didn’t sign up for, but might want to in the future. Stress your commitment to going the extra mile, to fair and competitive pricing, and to maintaining a reputation in the industry that speaks for itself. Always focus on the positive in a cleaning business introduction letter and steer clear of anything that might raise questions with a new client.

At this point, you may want to invite clients to ask any questions they may have, and to reassure them that they can contact you anytime. Emphasize the importance of the client’s business to you and reiterate your dedication to making them a number one priority whenever cleaning needs come up.

Finally, close the letter, once again thanking them for their business and reminding them that you are at their service.

There are a few things to think about when crafting your cleaning business introduction letter.

The first thing is the length. You’re packing a lot of information into this letter, but you still want it to be concise and straightforward. A good introduction letter shouldn’t be longer than a page and can be as short as a couple of paragraphs. Think about your clients, whether or not they’re likely to appreciate a more elaborate letter or if something short and sweet is more in their wheelhouse.

Another thing to consider is whether to send the letter by email or by post. Sending an email can be beneficial because the message reaches them immediately and it makes it easy for the client to respond if they want to. If you go by email, you can also create a template that will make it easier to personalize and send letters to each unique client.

A physical letter, on the other hand, is a very personal approach and can make a client feel attended to before you even start a job. And even though sending a letter by post will cost you a little extra money, the gesture will likely be well-received, and it will also be an indicator that all the things you say about your business in the letter are true.

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How to use your introduction letter as a prospecting tool

You can also send a cleaning business introduction letter to prospects with whom you have yet to communicate. Sending a letter to clients you think you want to bring on board gives them a lot of information about your company that will help them decide whether or not to hire you. Even if the businesses you contact aren’t in the market for a cleaning company, you never know if they might know someone else who is. And there’s always the possibility that they’ll need your services in the future, at which time your letter will hopefully come to mind. And if you send the letter as an email, you can use software like Janitorial Manager to track the communication.

Who could you send prospecting letters to? New offices that have opened in your area, medical facilities, stores, schools, and other places that have popped up recently. These businesses are most likely to be looking for a cleaning service since they’re new, and with the right introduction, you can easily turn a new neighborhood business into a profitable customer.

Whether you’re sending a letter to a new client or a prospective client, remember that the point of it is to establish a connection. Even if the letter doesn’t win you new business, it puts you on a prospect’s radar, which is enough to start. And if you’re sending the letter to a new client, this is your opportunity to strengthen the connection you’ve already made by signing them on as a customer. Give them peace of mind knowing that their business is important to you and that you will give it your all to keep them satisfied.


Give yourself peace of mind. Janitorial Manager makes it easy to bid on jobs, communicate with clients, manage projects, and more. To see all the fantastic features, schedule a free demo today!


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