How to Get Cleaning Contracts with Apartment Complexes

If you want predictable revenue for your cleaning business, learning how to get cleaning contracts with apartment complexes is one of the smartest moves you can make. A single apartment complex can generate more monthly income than 20 individual residential clients — and the work repeats on a set schedule.

Property managers are always looking for reliable vendors. The challenge isn't demand — it's knowing how to find the right contacts, present your services professionally, and win the bid. This guide breaks it down step by step.

Apartment complexes need cleaning on a consistent, ongoing basis. Common services include common area cleaning, laundry room upkeep, hallway and stairwell maintenance, leasing office cleaning, and unit turnovers between tenants.

Turnover cleaning alone can be extremely lucrative. A 200-unit complex with 30% annual turnover means roughly 60 move-out cleans per year — at $200–$400 per unit, that's $12,000–$24,000 in additional revenue from a single account.

If you're weighing whether commercial accounts are right for you, check out this breakdown of commercial vs residential cleaning and which is more profitable. The numbers often make the case for going commercial.

The biggest mistake cleaners make is targeting the wrong person. Don't call the front desk and ask for "whoever handles cleaning." You need to reach the property manager or the regional property manager at larger management companies.

Here's where to find them:

• Google Maps: Search "apartment complexes near [your city]" and build a list of properties with their contact info.
• Apartments.com and Zillow: Property management company names are usually listed — search those companies directly to find regional contacts.
• LinkedIn: Search for "property manager" filtered by your city. Many are active on LinkedIn and respond to direct messages.
• Local apartment associations: Most metro areas have an apartment association (like the NAA local affiliate) that holds networking events. Attending one puts you in the same room as dozens of decision-makers.
• Drive the area: Identify complexes near your current service areas and note the management company signs posted on-site.

Aim to build a list of at least 30–50 prospects before you start outreach. You want enough volume to get 5–10 meetings, which is a realistic conversion rate for cold outreach in this space.

Cold calling still works, but it works best when paired with a physical touchpoint. Property managers receive dozens of vendor calls per week — you need to stand out.

Step 1: Send a Direct Mail Piece First

Drop off or mail a professional one-page flyer or introduction letter before you call. Include your company name, the specific services you offer for apartment communities, and one or two local references if you have them. This way, when you call, you're not a stranger.

Step 2: Follow Up with a Phone Call

Call within 3–5 days of your mailer arriving. Keep it short: "Hi, I'm [Name] from [Company]. I sent over some information about our cleaning services for apartment communities — did you get a chance to see it? I'd love to schedule 15 minutes to learn more about your property's needs."

Don't pitch your prices on the first call. Your only goal is to book a walkthrough.

Step 3: Request a Property Walkthrough

A walkthrough serves two purposes: it lets you assess the scope of work accurately, and it builds rapport with the decision-maker. Ask questions about their current vendor, pain points, and cleaning schedule. Take notes — you'll reference them in your proposal.

Step 4: Submit a Professional Proposal Within 48 Hours

Speed signals professionalism. Property managers compare multiple bids, and a polished proposal delivered quickly puts you ahead of the competition. Your proposal should include a detailed scope of work, frequency, pricing breakdown, your insurance details, and references.

Your proposal is your first real impression. A vague quote with just a monthly total won't win the contract — property managers want to see that you understand their property and have a plan.

Make sure your insurance is current before you start bidding on apartments. Most management companies require a certificate of insurance naming them as an additional insured. Read up on cleaning business insurance requirements to make sure you have the right coverage in place.

Pricing apartment work is different from residential. You're usually quoting a monthly retainer for recurring services, plus per-unit pricing for turnovers.

For recurring common area cleaning, calculate your time per visit multiplied by your hourly rate, then multiply by the number of visits per month. Add your materials cost and a margin of at least 20–30%.

• Common areas: $25–$45/hour depending on your market and the complexity of the work
• Turnover cleans: $150–$400 per unit based on size (studios vs. 3-bedrooms) and condition
• Carpet cleaning add-on: $0.25–$0.40 per square foot
• Window cleaning: Quote separately per pane or by building size

Don't underprice to win the contract. Low-ball bids attract properties that are difficult to work with, and you'll burn through staff trying to cover the hours. Understand your break-even point before submitting any proposal — our guide on cleaning business profit margins helps you figure out what you actually need to charge to stay profitable.

Also consider offering a 3-month or 6-month introductory contract instead of asking for a 12-month commitment upfront. It lowers the risk for the property manager and gets your foot in the door.

Getting the contract is only half the job. Apartment contracts are renewed (or cancelled) based on consistency. One missed visit or a tenant complaint to the property manager can cost you the account.

Here's what separates vendors who keep accounts for years from those who lose them at the first renewal:

• Use cleaning checklists on every visit. Standardized checklists ensure nothing gets missed and give you documentation if there's ever a dispute. See our free cleaning business checklist template for a starting point.
• Communicate proactively. If you're running late or a team member calls out, notify the property manager before they notice — not after.
• Conduct monthly check-ins. A quick 5-minute call once a month shows you care about their satisfaction and gives you early warning of any concerns.
• Track quality with photos. Before-and-after photos of common areas give property managers confidence and protect you from false complaints.
• Invoice on time, every time. Late or inconsistent invoicing is a red flag for property managers managing tight budgets.

If you're growing fast enough to take on multiple apartment accounts, you'll likely need to hire. Make sure you approach staffing strategically — our guide on how to hire employees for your cleaning business covers the full process.

Once you've proven yourself with one property, scaling gets easier. Property management companies often own or manage dozens of complexes — a single good relationship can turn into 3, 5, or 10 accounts with the same company.

After 90 days on a new account, ask your property manager if they'd be willing to refer you to their colleagues or other properties in their portfolio. A referral from a property manager to a peer carries more weight than any cold outreach.

You can also target large regional and national property management companies directly — firms like Greystar, AvalonBay, and Lincoln Property Company manage thousands of units and use vendor lists that you can apply to get on. Google "[company name] vendor application" to find their submission process.

Do I need a business license to get cleaning contracts with apartment complexes?

Yes, in most cases. Property management companies will ask for your business license, EIN, and proof of insurance before signing any contract. Make sure your business is properly registered in your state before you start bidding.

How long does it take to land an apartment cleaning contract?

Expect a sales cycle of 4–12 weeks from first contact to signed contract. Property managers often go through an approval process or need to wait for their current vendor's contract to expire. Follow up consistently — once a week is appropriate — without being pushy.

Should I start with smaller apartment complexes or target large ones?

Start with mid-size complexes (50–150 units) managed by independent owners rather than large corporations. Independent owners make faster decisions and are more willing to give a newer company a chance. Once you have a track record, use those references to pursue larger management companies.

What's the biggest reason cleaning companies lose apartment contracts?

Inconsistency. Missing scheduled visits, high staff turnover, and poor communication are the top reasons property managers switch vendors. Systems — checklists, scheduling software, and regular check-in calls — are what keep you on the account long-term.

Can a solo cleaner get apartment contracts, or do I need a team?

A solo cleaner can absolutely start with one small property, especially for turnover cleans or a small office. But recurring common area contracts at larger complexes typically require a team to handle the volume reliably. Plan to hire as you scale — don't take on more work than you can consistently deliver.