Sample reports
A quality-walk report, a post-construction phase report, a make-ready unit report and a sample proposal, all clearly marked as samples.
For business
Vendor setup without the back-and-forth.
Certificates of insurance, W-9s, net terms and multi-site plans, requested in one place and answered quickly.
Capabilities at a glance
- What we doRecurring commercial cleaning and post-construction cleanup
- WhereRoanoke, Salem, Vinton, Roanoke County, Botetourt County & Smith Mountain Lake
- Public-sector buyerseVA registration: [eVA registration status]
For your vendor file
Insurance and compliance, stated plainly.
Facts only, and nothing we can't back with a document. Ask for the paper behind any line and we'll send it.
Additional-insured, waiver of subrogation and primary and non-contributory wording are added by endorsement where your written contract requires it. [confirm blanket endorsements with the insurance agent] Limits are shown on the certificate.
- General liability
- [Insurance: general-liability carrier; limits go on the COI only]
- Workers' compensation
- [Workers' compensation: carrier, or remove]
- Janitorial bond
- [Janitorial bond: surety name (amounts go in the vendor packet), or remove]
- Background checks
- [Background checks: vendor and scope, or remove]
- Business license
- [Business license: City of Roanoke BPOL number]
- COI turnaround
- Usually the same business day
- W-9
- Emailed on request from hello@gentletouchcleaningva.com. Never posted.
Insurance
Request a certificate of insurance.
Tell us who the certificate is for and exactly how it should read. We'll have it issued to your company and emailed to you, usually the same business day.
- Paste your contract's insurance language, so the certificate is right the first time.
- Additional insured needs an endorsement on the policy, not just your name on the certificate. If yours needs one we don't already carry, we'll tell you the timeline before you're waiting on it.
- Every certificate is issued to a named holder. There's no public COI to download.
Current coverage: [Insurance: general-liability carrier; limits go on the COI only]
New to the paperwork? Our guide explains what a certificate of insurance and an additional-insured endorsement actually do.
Got it, thank you.
We'll send your certificate, usually the same business day. If your wording needs an endorsement that takes longer, we'll tell you when to expect it.
Paperwork
W-9 and vendor packet.
For new-vendor setup or your annual update. We email these on request rather than posting them, to protect both of us from document fraud.
- Choose only what your onboarding asks for. The W-9 is ticked for you.
- If something on the list isn't ready for us to send yet, we'll say so rather than send you a stand-in.
Our documents only ever come from hello@gentletouchcleaningva.com. If a W-9 or a change to how you pay us arrives any other way, please call (540) 505-1295 before acting on it.
Thanks. They're on the way.
We'll email these from hello@gentletouchcleaningva.com. If nothing arrives, check your spam folder or text us.
Billing
Net terms.
Standard terms are Net 15. Tell us how your accounts payable works and we'll set up billing to match.
- Terms confirmed in writing before your first invoice
- Your PO or work-order number on every invoice
- One invoice per site, or one for all of them
- Invoices by email, or through your vendor portal
- Applications answered within [number of business days]
Application received.
We'll reply by email with your terms in writing, or with any questions. Work can start in the meantime; we'll invoice on standard terms until yours are set.
Several locations or properties
Several locations, one plan.
Offices in Roanoke and Salem, a few practices across the valley, or common areas at several communities. Send the list and we'll set up one walkthrough schedule and one proposal, with a written scope for each site.
- One walkthrough scheduleWe plan the site visits around your calendar, not ours.
- One point of contactOne person who knows every site and answers for all of them.
- One invoice, or one per siteYour choice, with your PO or cost-center codes on each.
Please share codes in person or by phone, never in a web form. Leave door and alarm codes out of any list you attach.
Thank you. Your list is with us.
We reply within 2 business hours. We'll go through each site and propose a walkthrough schedule. Your written scope and quote follow within 2 business days of the last walkthrough.
Before you sign anything
See our formats first.
What our reports, checklists and proposals look like, so you know what lands in your inbox before you hire us. Plus a one-page summary for your procurement file.
Scope checklists
Each visit, weekly, monthly and quarterly tasks by type of space, from offices and practices to common areas.
What a proposal includes
The written scope, the cleaning schedule, who to call, and how changes and notice work, all before you agree to anything.
Capabilities statement
One page for procurement or a bid file: our services, service area, paperwork, terms and who to call.
Access and confidentiality
Keys, confidentiality and site rules.
The questions your security or compliance team will ask, answered before they have to.
Read our access and key policy- Coded keys, signed outKeys and fobs carry a code, never your name or address, and are signed out to the people assigned to your site. A lost key is reported to you within 2 hours.
- Your alarm, your codesIndividual user codes for our team where your system allows, so you can see and remove them. Please share codes in person or by phone, never in a web form.
- We clean around your workWe don't read, move or photograph papers, files or screens. A confidentiality agreement is available on request. [confirm confidentiality agreement template]
Public-sector and institutional buyers. Registration in eVA, Virginia's procurement portal: [eVA registration status]. We'll complete your vendor questionnaire and send the documents your process requires. For the file, our capabilities statement puts the basics on one printable page.
Vendor questions
What vendor managers ask.
Something else? Text us or email hello@gentletouchcleaningva.com.
How fast can we get a COI?
Usually the same business day for a standard certificate. If your contract calls for wording our policy doesn't already include, the endorsement can take longer, and we'll tell you the timeline as soon as we see your wording. Request a certificate.
Can you name us as additional insured?
Where your written contract requires it, yes, by endorsement on our policy: listing you as certificate holder alone doesn't give you coverage. Builders and owners often need completed-operations wording too. Paste your exact wording into the COI request and we'll confirm before your first day. [confirm blanket endorsements with the insurance agent]
Do you invoice through our vendor portal?
In most cases, yes. Name the portal on the net-terms form and we'll register as a vendor during onboarding, then submit invoices there with your PO or work-order number.
Do you charge sales tax?
Cleaning services aren't subject to Virginia retail sales tax, so it isn't added for the cleaning itself. If we supply restroom or breakroom consumables, your proposal shows how those are handled. [confirm with a CPA before launch, including sales tax on any supplies we provide]
Do you carry workers' comp?
[Workers' compensation: carrier, or remove].
General contractors and property managers often ask every vendor for proof, because Virginia's statutory-employer rule (Va. Code § 65.2-302) can make them answerable for a vendor's uninsured workers. Ask for it with your COI.
Will you sign our vendor agreement?
Send it over. We read every agreement before we sign, and if anything needs to change, such as insurance wording or indemnity language, we'll tell you plainly and early rather than at the last minute.
Ready when you are
Let's walk your space.
Tell us a little about it and we'll set up a free walkthrough. Your written scope and quote follow within 2 business days. We reply within 2 business hours.
Or call (540) 505-1295 · Office Mon–Fri 8am–6pm