Sample reports

What our reports look like.

A quality-walk report for recurring service, a phase report for post-construction work and a make-ready report for apartment units. Plus a sample of the written proposal that comes before all three.

These are illustrative samples, not a real client, site or job. Every name, date, time and finding below is made up to show the format. Real reports carry your site's photos in the marked spaces, and the sample proposal shows where your price goes without a figure.

Request a free walkthrough

Four documents, one habit: write it down.

Each format is built for the person who reads it: the office manager checking last month's walk, the superintendent signing off a phase, the property manager closing out a work order. None of the reports carries prices or amounts, and the sample proposal shows where your price goes without a figure.

Quality-walk report

Sample office suite

Recurring cleaning · three evenings a week · Roanoke Valley

Sample

Date: Thursday, October 1
Walk: Monthly quality walk
Walked with: Office manager
Walked by: Gentle Touch owner
Cleaning window: Mon, Wed, Fri after 6 PM
Areas walked: 8 of 8
Findings: 4, all corrected
Next walk: Thursday, November 5

Areas walked

Reception and waiting areaEntry mat, seating, side tables, glass, floorMeets scope
Private offices (6)Trash, cleared desk surfaces, floorsMeets scope
Conference roomTable, chairs, glass wall, floor1 finding
BreakroomCounters, sink, appliance fronts and interiors, table, floor1 finding
Restrooms (2)Fixtures, partitions, mirrors, dispensers, floors1 finding
Copy and supply roomSurfaces, trash and recycling, floorMeets scope
Hallways and stairsRails, door hardware, switches, floorsMeets scope
Entry and glass doorsPush plates, glass, walk-off mat1 finding

Walked against the written scope for this suite. See what a typical office scope includes on our office checklist.

Findings and corrective actions

Findings from this walk (sample)
Area	Finding	Photo	Corrective action	Done by
Restroom 2	Dust along the tops of the stall partitions	Photo	Wiped during the walk. Partition tops added to the weekly list.	Crew lead, Oct 1
Breakroom	Dried spills inside the microwave	Photo	Cleaned that evening. Microwave interior moved from weekly to every visit, as agreed with the office manager.	Crew, Oct 1
Conference room	Fingerprints on the glass wall beside the door	Photo	Cleaned during the walk. Glass wall added to every visit.	Crew lead, Oct 1
Entry	Grit along the edges of the walk-off mat	Photo	Mat lifted and the floor vacuumed underneath. Mat edges added to every visit.	Crew, Oct 2

Supplies

Restocked from the client's supply closet. We flag anything running low so it can be reordered before it runs out.

Paper towelsRestocked; about one case left in the closetLow: reorder
Toilet tissueRestocked; three cases on handOK
Hand soapRefilled; two refills on handOK
Trash linersRestocked; plenty on handOK
Breakroom dish soapRefilledOK

Next walk and sign-off

Next quality walk: Thursday, November 5, with the office manager.

Client signature and date

Gentle Touch Cleaning

Sample report prepared by Gentle Touch Cleaning. Photos are kept privately for 90 days, then deleted unless they're needed for a claim. Our photo policy.

Post-construction phase report

Sample tenant fit-out

Commercial tenant fit-out · two floors · Roanoke Valley

Sample

Phase: Final clean (2 of 3)
Date: Wednesday, September 23
On site: 7:00 AM to 3:30 PM
Crew on site: Crew lead and 3
Superintendent: K.L.
GC job number: Job 2231
Site orientation: Done, Monday, September 21
Milestone: Owner walkthrough, Thursday, September 24

Site conditions and methods

Signed in and out at the site trailer
Hard hats, eye protection, hi-vis and boots worn throughout
Power, water and lights on in every area cleaned
Trades finished in every area cleaned, except the IT room (see below)
Vacuumed first, then damp-wiped; no dry sweeping or compressed air
Labels and film removed by hand; paint spots on uncoated glass only, with the superintendent's OK
Bagged debris carried to the dumpster on site
Cleaners tested in a hidden spot on the new LVT and quartz first

Areas cleaned

Reception and waiting areaWalls and trim, storefront glass inside, light fixtures within reach, floorDone
Open office, 1st floorWindow frames, sills and tracks, outlets and switch plates, floorDone
Private offices (4), 2nd floorDoors, frames and tops, interior glass, floorDone
Conference roomEverything within step-ladder reach; diffuser left (see below)Done
BreakroomCabinets and drawers inside and out, appliances inside and out, counters, sinkDone
Restrooms (2)Fixtures, partitions, mirrors, dispensers, grout haze, floorsDone
Stairwell and corridorsRails, treads, doors and frames, register facesDone
IT roomElectrician still working; not cleanedNext visit

The full line-item list for each phase is on our post-construction checklist.

Photos

Site photo

AfterReception, from the entry · 2:40 PM

Site photo

AfterBreakroom cabinets · 1:15 PM

Site photo

AfterRestroom 1 · 11:50 AM

Site photo

Noted for GCDoor frame, 2nd-floor corridor · 9:20 AM

Noted for GC

Items outside our scope, photographed and listed so your superintendent can assign them.

Paint drip on a door frame, 2nd-floor corridorDidn't lift without risking the finish, so we stopped. For your painter.
Scratch on the breakroom refrigerator doorFound under the protective film. Photographed before the owner walkthrough.
Caulk gap where the restroom 2 vanity meets the wallFor your plumber or tile installer.
Conference room diffuser above step-ladder reachNot cleaned. Needs a lift, which we don't operate.
HVAC filter loaded with dustReplace before turnover. Filters aren't in our scope.

Ready for walkthrough

Checked: Ready for walkthrough, every area above except the IT room. Confirmed on site with the superintendent at 3:30 PM.

Next phase: touch-up clean after the punch list, pencilled in for Tuesday, September 29, including the IT room. We'll confirm once the superintendent says the trades are out.

Superintendent

Gentle Touch crew lead

Sample report prepared by Gentle Touch Cleaning. Photos are kept privately for 90 days, then deleted unless they're needed for a claim. Our photo policy.

Make-ready unit report

Sample 2-bed unit

Apartment community · vacant unit between residents · Roanoke Valley

Sample

Date: Tuesday, September 15
Work order: WO 10482
Unit released: Monday, 5:00 PM
Keys: From the leasing office
Arrived: 9:05 AM
Unit ready: 2:40 PM
Next move-in: Friday, September 18
Crew lead: J.T.

Checklist sections

KitchenAppliances inside and out, cabinets and drawers, counters, sink, floorComplete
BathroomTub and surround, toilet, vanity inside and out, mirror, floorComplete
Bedrooms (2)Closets and shelves, sills, doors, floorsComplete
Living and diningBaseboards, outlets and switches, light fixtures, floorComplete
Windows and blindsInterior glass, sills, tracks, blinds dustedComplete
Final checkLights, doors, windows, thermostat, keysComplete

What a make-ready includes: unit make-ready cleaning.

Photo set

Unit photo

AfterKitchen · 2:10 PM

Unit photo

AfterBathroom · 2:20 PM

Unit photo

AfterLiving room · 2:30 PM

Unit photo

As foundBedroom 1 carpet stain · 9:15 AM

Maintenance items noticed

Slow drip under the kitchen sinkA towel left under the trap. For your maintenance team.
Bathroom exhaust fan rattlesNoted, not touched.
Two bent slats on the bedroom 2 blindLeft in place for your maintenance tech.
Carpet stain in bedroom 1 that didn't liftVacuumed, not treated. Photographed for your carpet vendor.

We document what we notice; we don't repair, paint or patch.

Unit ready and locked

Doors locked and checked
Windows closed and latched
Thermostat at your vacant-unit setting
Lights off
Keys returned to the leasing office
Report and photos sent to the property manager with WO 10482

Sample report prepared by Gentle Touch Cleaning. Photos are kept privately for 90 days, then deleted unless they're needed for a claim. Our photo policy.

Proposal and scope of work

Sample office suite

Recurring cleaning · three evenings a week · Roanoke Valley

Sample

Prepared for: Office manager
Prepared by: Gentle Touch owner
Walkthrough: Tuesday, August 25
Proposal sent: Thursday, August 27
The space: One floor, about 4,500 sq ft
Rooms: 6 offices, 2 restrooms
Cleaning window: Mon, Wed, Fri after 6 PM
First clean: Monday, September 14

Scope by frequency

Areas covered: reception and waiting area, six private offices, conference room, breakroom, two restrooms, copy and supply room, hallways and stairs, and the entry.

Scope of work by frequency (sample)
How often	What we do
Each visit	Trash and recycling emptied, liners replaced, bags to your dumpster Restrooms cleaned and disinfected: fixtures, counters, mirrors and floors Paper, soap and liners restocked from your supply closet Touchpoints disinfected: door handles, push plates, switches and rails Breakroom counters, sink, table and appliance fronts Cleared desks dusted; papers never moved Carpet traffic lanes and the entry mat vacuumed; hard floors damp-mopped Entry glass spot-cleaned Lock-up checklist: doors, lights and alarm
Weekly	All carpet vacuumed, edges included Ledges, sills and frames dusted within reach Conference room glass wall and interior glass doors Microwave interior Restroom floors scrubbed
Monthly	High dusting within step-ladder reach: vents, returns, light fixtures and door tops Baseboards, doors, frames and kick plates Upholstered chairs and chair bases vacuumed Breakroom refrigerator interior, after staff clear it
Quarterly	Blinds dusted Interior windows throughout
Not included	Dishes, inside desks and drawers, computers and screens, and exterior windows above ground level. Carpet extraction is quoted separately, on request.

Built from our office checklist, then adjusted to the space on the walkthrough.

Cleaning window, access and lock-up

Monday, Wednesday and Friday eveningsStarting after 6 PM, once your staff have left. Any change to the schedule is agreed by text or email before the visit.
Two coded keysSigned out to the crew assigned to your suite, marked with a code, never your name or address. A lost key is reported to you within 2 hours, and every key comes back within 7 days if service ends.
Our own alarm user codeSet up by you and removable at any time. Codes are shared in person or by phone, never by email or in a web form.
Lock-up every visitDoors checked, lights off, windows closed and the alarm set.

Supplies plan

Paper towels, toilet tissue, hand soap and trash linersYou buy them; we restock from your supply closet every visit and flag anything running lowYou supply
Cleaning products, microfiber and equipmentOurs. Fragrance-free on request at no charge, and safety data sheets on requestWe supply

Quality walks and fixes

Owner quality walks after your first week, then monthly, with the office manager, each followed by a written report. See the sample quality-walk report.
Something missed? Tell us within 24 hours and we'll fix it within 1 business day, at no charge, under our Re-clean Promise.
One point of contact for the suite: the owner, by phone, text or email.

Your price

Price for the scope above

Your price for this scope, in writing

A real proposal states one price here for everything above. Anything outside the scope is quoted before we do it, and any change is agreed in writing before it happens.

Terms

Agreement: Month-to-month service, with 30 days' notice to end it. [confirm agreement terms]
Payment: Net 15. Invoices by email from hello@gentletouchcleaningva.com, with your PO number if you use one.
Insurance: A certificate naming your company, on request, usually the same business day.
Changes: Changes to the scope, schedule or price are agreed in writing before they happen.

Accepted for the client, and date

Gentle Touch Cleaning

Sample proposal prepared by Gentle Touch Cleaning. Every real proposal is written for one site after a free walkthrough and follows within 2 business days. How our quotes work.

How reports reach you

In your inbox, in a format you can forward.

Office managers forward them to the owner. Superintendents attach them to the job file. Property managers close out the work order with them.

Request a free walkthrough Vendor and insurance info

By email, after each walk or phaseA quality-walk report after each walk, a phase report after each post-construction phase, and a make-ready report with each unit. [confirm report cadence]
Photos of the work, not your peopleWe photograph surfaces and spaces, never people, papers, screens, badges or keys. Photos are kept privately for 90 days. Our photo policy.
No prices or amountsReports record the work. Billing stays on your invoice, so a report can go to a board, an owner or a tenant without editing.
Private by defaultReports go only to the contacts you name, and your site never appears in our marketing without your written OK.

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.

Request a free walkthrough Text us

Or call (540) 505-1295 · Office Mon–Fri 8am–6pm