Cleaning Service Cold Calling Script

When it comes to looking for janitorial services most facility managers do one of two things.

They either call the handful of cleaning companies that they have dealt with in the past.

Or they google janitorial services in their area and pick the top five or six.

So where does that leave you?

Cold calling baby!

Cold calling is something I still do today and always will. It is the quickest way to get the jump on upcoming cleaning contracts and find your own commercial cleaning leads. In my opinion cold call leads are some of the best leads for cleaning services. Sure you can wait till you get a phone call or come across an upcoming contract online, but why wait?

Cold calling is exactly how I got started and is one of the most effective strategies for how to get commercial cleaning contracts, as it allows you to directly connect with decision-makers and present your services. 

To help things go as smoothly as possible, memorize the script below. It is exactly what I say when I call a new place.

But before we jump into the cold calling script and start calling potential customers for our commercial cleaning service, we need to discuss ways to gather contact information for decision makers. 

You can either narrow your search down by picking specific facility types to target or specific types of decision makers. You can use Google maps  or Facebook business pages to find phone numbers for specific facility types and reach out.

Or if you want to go after specific types of decision makers you can use LinkedIn to find people that fit your criteria then you use Google to find their company information.

Or you can try CleanWork and make this process 10x faster.

Ex: Let’s say you are going after apartment complexes. You can either decide to focus your search on property managers(the decision maker type) or on apartment complexes(the facility type). With either scenario you can use CleanWork to get the information you need.

Finding decision makers to cold call

Using CleanWork’s Decision Maker Search you can get very specific with your search. You can filter decision makers by their name, title, company name, company size, Revenue amount, and location. Once you do that add them to your lead list and get the data you need. 

Finding specific facility types to cold call

If you are trying to gather contact information for a lot of local businesses quickly, then the Local Business Search is the way to go. Just enter the type of business and your location.Then, BOOM. you have a contact list of local businesses near you.

Now that we have discussed the different ways to gather contact information to use for cold calling potential clients for our cleaning service it’s time to dig into the cold calling script.

Commercial Cleaning Cold Call Script

Ring, ring…..ring, ring….

Receptionist: Smith and Smith Associates. Sue speaking.

You: Hey Sue. I'm not sure who I need to speak with, but I'm trying to reach the person who handles the cleaning contract for your facility.

Receptionist: Oh yes. That would be John Doe. Can I ask who is calling?

You: [Your Name].

Receptionist: Ok [Your Name], one second, please.

💡 Now you will notice two things here.

One, I said Sue's name.

And two, I didn't introduce myself right away.

I said Sue's name because it catches people's attention right away when you say their names. It makes it seem like you know them. And I found that by catching a receptionist's name then saying it right before I ask for something, they are usually are a lot friendlier and send me to the person I am looking for and not straight to their voicemail.

And I didn't introduce myself because I find it to be too much right off the bat. On top of “I'm not sure who I need to speak with, but I'm trying to reach the person who handles the cleaning contract for your facility.” So I usually save my introduction for the person who handles the cleaning contract.

Let's continue.

John: Hello. This is John.

You: Hey john. I’m [Your Name] with [Your Cleaning Service]. I was calling because I was interested in cleaning your facility, but I wasn't sure if you guys sub out your cleaning or....

John: Yes, actually we do. That contract isn't coming up for a few more months,but if you want you can me some information on your company.

You: OK great! Can I email it to you?

John: Yes that will be fine. My email is jsmith@smithandsmithassociates.com.

You: OK thank you, John. I will send my information right over.

John: OK thanks [Your Name]. Have a good day.

You: You too. Bye

John: Goodbye.

As simple as that.

But what if you want to get a little more specific with your reason for calling?

Below are some special introductions you can use. Each of these are tailored to the specific service being offered, helping to engage the prospect right away by addressing their needs.

Service specific cold call intros 

Seasonal Offers Cold Call Intro

“Hi [Decision Maker's Name], this is [Your Name] from [Your Company]. With the upcoming [season], we’re offering special cleaning packages to help businesses like yours get ready for the change in weather. I’d love to tell you more about how we can ensure your facility stays spotless during the busy season.”

Medical Facility Cleaning Cold Call Intro

“Hello [Decision Maker's Name], this is [Your Name] with [Your Company]. I understand that cleanliness and sanitization are critical in medical facilities. We specialize in medical-grade cleaning services that meet health standards and would love to discuss how we can help maintain a safe environment for your patients and staff.”

Apartment Turnover Cleanings Cold Call Intro

“Hi [Decision Maker's Name], this is [Your Name] from [Your Company]. I’m calling to see if you’re in need of fast, reliable cleaning for apartment turnovers. We work with property managers to ensure units are move-in ready quickly, minimizing vacancy times.”

Carpet Cleaning Cold Call Intro

“Hi [Decision Maker's Name], this is [Your Name] from [Your Company]. We specialize in professional carpet cleaning services, and I wanted to reach out to see if you’ve considered having your carpets deep-cleaned. Regular cleaning not only extends the life of carpets but also improves the overall cleanliness of your space.”

Testimonial Cold Call Intro

“Hello [Decision Maker's Name], this is [Your Name] with [Your Company]. I’m reaching out because we recently helped [Testimonial Client] improve their facility’s cleanliness, and they were thrilled with the results. I’d love to share how we can achieve the same level of service for your business.”

Addressing Pain Points Cold Call Intro

“Hi [Decision Maker's Name], this is [Your Name] with [Your Company]. I’ve heard from many business owners like yourself that maintaining consistent cleanliness can be a challenge. We specialize in reliable, high-quality cleaning services that eliminate those day-to-day frustrations and keep your facility looking its best.”

Movie Theater Cleaning Cold Call Intro

“Hi [Decision Maker's Name], this is [Your Name] from [Your Company]. Movie theaters require a unique approach to cleaning, especially with the high traffic. We offer specialized services to ensure your theater stays fresh and welcoming for every guest.”

Office Cleaning Cold Call Intro

“Hello [Decision Maker's Name], this is [Your Name] with [Your Company]. I wanted to reach out to see if you’re satisfied with your current office cleaning services. We specialize in maintaining a clean and healthy office environment, boosting employee morale and productivity.”

Now there's a 50/50 chance things wont go this smoothly. That's why you need to be prepared for when things go in the other direction.

How to use rebuttals when cold calling

A rebuttal is your chance to counter objections and provide persuasive responses that address the prospect's concerns. You can use these when ever you face a negative response.

When the prospect is not interested in another cleaning service

John: "I'm not interested, we already have a cleaning service."

You: I understand that you may already have a cleaning service in place. However, we've worked with many businesses like yours and have helped them achieve better results than their current service. Would you be open to discussing how our services differ and how we could potentially help you achieve your cleaning goals?

This is a good rebuttal for several reasons:

1. Acknowledges the Objection: By starting with "I understand that you may already have a cleaning service in place," you show empathy and acknowledge the prospect’s current situation. This helps avoid sounding pushy or dismissive and builds rapport.

2. Provides Social Proof: The phrase "we've worked with many businesses like yours" suggests that your service has experience and success with similar clients. This introduces a level of trust and credibility without directly attacking their current provider.

3. Opens the Door to Differentiation: By offering to discuss how your services differ, you're inviting the prospect to consider new possibilities. You avoid a direct comparison and instead focus on the potential for improvement. This gentle nudge encourages curiosity.

4. Highlights Value: Phrases like "better results" and "achieve your cleaning goals" focus on the prospect's needs and outcomes, which subtly shifts the conversation from their existing service to how they can improve or optimize their cleaning results with your offering.

5. Asks for a Low-Commitment Action: "Would you be open to discussing" is a soft ask, rather than an aggressive sales pitch. It invites the prospect into a conversation rather than a full commitment, making it easier for them to say yes.

Overall, the rebuttal is non-confrontational, persuasive, and leads with value, making it easier for the prospect to reconsider their position.

When the prospect doesn't have the budget for cleaning services

John: "We don't have the budget for a cleaning service right now."

You: I understand budget can be a concern. However, our cleaning services are designed to save you money in the long run by preventing potential workplace hazards, minimizing employee absenteeism and boosting productivity. We can also customize a cleaning program that fits within your budget without compromising
the quality of service.

This is a good rebuttal for several reasons:

1. Acknowledges the Concern: By starting with "I understand budget can be a concern," you show empathy and validate the prospect's financial limitations, which makes them feel heard and respected. This helps to reduce resistance and keeps the conversation open.

2. Shifts Focus to Long-Term Value: The rebuttal cleverly shifts the conversation from the upfront cost to long-term savings. By mentioning how cleaning services can prevent workplace hazards, reduce employee absenteeism, and improve productivity, you're highlighting the cost-effectiveness of the service. This demonstrates that the service is not just an expense but an investment with real, measurable returns.

3. Offers a Tailored Solution: The suggestion to "customize a cleaning program that fits within your budget" is a great way to address the budget objection directly. It shows flexibility and a willingness to work with the prospect’s financial constraints, making your service feel more accessible.

4. Reassures on Quality: Emphasizing that you can meet their budget "without compromising the quality of service" reassures the prospect that affordability doesn’t mean a reduction in standards. This prevents the fear that a lower-cost service will lead to poor results.

5. Positive and Solution-Oriented: The overall tone is positive, focusing on how you can help rather than why they need to change. You're offering a helpful solution rather than pressuring them to find the money for something they perceive as unaffordable right now.

This rebuttal is effective because it addresses the budget concern head-on, while also reframing your service as a value-driven, customizable option that works for the prospect’s financial situation.

When the prospect needs to think about hiring cleaning services

John: "I need to think about it."

You: Of course, I completely understand. Is there a more convenient time for us to speak in the future? I can also send you some more information about our services that might help you make a decision.

This is a good rebuttal for several reasons:

1. Acknowledges the Objection: By starting with "Of course, I completely understand," you show empathy and respect for the prospect's hesitation. This creates a non-pressured environment, which can make the prospect more open to future engagement.

2. Keeps the Door Open: Asking, "Is there a more convenient time for us to speak in the future?" allows the conversation to continue without forcing an immediate decision. It gives the prospect a sense of control, which can lower their guard and make them more likely to commit to another conversation.

3. Provides Additional Value: Offering to send more information about your services shows that you’re willing to help them make an informed decision. It can also help keep your business top-of-mind as they review their options, without feeling like you're pushing for an immediate close.

4. Low-Pressure Approach: This rebuttal avoids putting the prospect on the spot. By offering a follow-up conversation or more information, you're giving them time and space to consider your service without feeling rushed, which builds trust.

5. Encourages Engagement: Rather than letting the conversation drop, this approach encourages ongoing dialogue. It helps ensure that "I need to think about it" doesn't become a dead-end, but a stepping stone to a more productive discussion later.

Overall, this rebuttal is respectful, keeps the lines of communication open, and offers value without being pushy, increasing the likelihood of a future positive interaction.

When the prospect is too busy to discuss cleaning services

John: "I'm too busy right now."

You: I completely understand. Can we schedule another time for a quick talk tomorrow or maybe next week?

This rebuttal is effective for several key reasons:

1. Acknowledges the Objection: By starting with "I completely understand," you show empathy toward John's busy schedule. This helps create a connection and reduces any potential frustration, showing that you respect his time.

2. Offers a Solution: Instead of accepting the objection as a permanent barrier, you present a solution by offering to reschedule. Asking to "schedule another time" keeps the conversation going while accommodating his current situation.

3. Keeps It Simple and Flexible: Offering two options, "tomorrow or maybe next week," gives John flexibility without overwhelming him with a long list of dates. This also implies that you’re willing to work around his availability, making it easier for him to say yes to a future conversation.

4. Keeps Momentum Going: By suggesting a specific timeframe for the follow-up (e.g., "tomorrow or next week"), you avoid leaving the next step too open-ended. This helps ensure that the conversation remains active without putting unnecessary pressure on John.

5. Low Commitment Ask: The request for "a quick talk" frames the follow-up as low-effort and low-pressure, making it easier for John to agree even if he's busy.

This rebuttal works because it’s empathetic, provides a solution, and encourages the continuation of the conversation while respecting the prospect’s time.

When the prospect doesn't need a cleaning service right now

John: "We don't need a cleaning service right now."

You: I understand that you may not have an immediate need for a cleaning service, but it's always a good idea to plan ahead and be prepared for when the need arises. Additionally, regular cleaning can help prevent future problems and save you money in the long run.

This is a good rebuttal for several reasons:

1. Acknowledges the Current Situation: By starting with "I understand that you may not have an immediate need," you show respect for John's current stance, which reduces defensiveness and keeps the conversation open.

2. Planting the Seed for Future Need: Suggesting that "it's always a good idea to plan ahead" positions your service as a proactive solution. This gets John thinking about the future, even if there isn’t a present need, and helps ensure your service is remembered when the need arises.

3. Provides Long-Term Value: By mentioning that "regular cleaning can help prevent future problems and save you money in the long run," you introduce the idea that investing in cleaning services is a smart, preventative decision. This reframes cleaning not as an unnecessary expense, but as a way to avoid larger, more costly issues down the road.

4. Subtle Persuasion: You're not directly challenging his objection but subtly highlighting the potential benefits of taking action sooner rather than later. This keeps the conversation positive and positions your service as valuable even before there's an immediate need.

5. Low-Pressure Approach: The tone is informative and educational rather than pushy, making it easier for John to consider your points without feeling pressured to make an immediate decision.

Overall, this rebuttal works because it addresses the objection with empathy, encourages forward-thinking, and presents long-term value, all while maintaining a non-confrontational, helpful tone.

When the prospect has in-house cleaning services

John: "We already have an in-house cleaning team."

You: I understand that you have an in-house cleaning team, but we can provide additional support and expertise to ensure your facility is always at its best. Our services can supplement your existing team, take over specific cleaning tasks, or provide a backup in case of emergencies.

This rebuttal is strong for a few key reasons:

1. Acknowledges the Current Situation: By starting with "I understand that you have an in-house cleaning team," you show respect for the existing setup, which helps avoid conflict and keeps the conversation friendly. This validation reduces resistance and makes the prospect more open to hearing your offer.

2. Adds Value Without Replacing: By suggesting that you "provide additional support and expertise," you're not trying to replace their current team but offer extra value. This framing allows the prospect to see how your service can enhance what they already have in place, rather than compete with it.

3. Offers Flexibility and Customization: The options to "supplement your existing team, take over specific tasks, or provide a backup in case of emergencies" show that you're adaptable and can fit into their current operations as needed. This flexibility makes it easier for the prospect to find a way your services could benefit them.

4. Addresses Pain Points: The mention of providing "a backup in case of emergencies" taps into a potential gap that in-house teams might have—handling unexpected absences or urgent situations. This highlights a key advantage of your service without directly criticizing their current system.

5. Professional Tone: The overall tone is professional, helpful, and collaborative. It positions your service as a partner to their in-house team rather than a threat, making it more likely that the prospect will consider your offer.

This rebuttal works because it respects the existing setup while showing how your service can add value in a supportive, flexible, and non-competitive way.

When the prospect only uses eco-friendly products for cleaning

John: "We only use eco-friendly or non-toxic cleaning products."

You: We completely understand and share your commitment to environmental responsibility. Our cleaning products are eco-friendly, non-toxic, and effective at removing dirt, dust, and germs. We can also customize our cleaning program to meet your specific requirements.

This is a good rebuttal for several reasons:

1. Acknowledges and Aligns with Their Values: By starting with "We completely understand and share your commitment to environmental responsibility," you immediately align with John’s values. This shows respect for their preferences and builds rapport, making them more receptive to your offer.

2. Highlights Your Eco-Friendly Solution: You directly address their concern by stating that your products are "eco-friendly, non-toxic, and effective." This reassures the prospect that your services meet their standards while also emphasizing that they don't have to sacrifice cleaning effectiveness for safety.

3. Customization for Specific Needs: Offering to "customize our cleaning program to meet your specific requirements" shows flexibility and a willingness to tailor your service to their exact needs. This makes it clear that you can seamlessly integrate your eco-friendly approach with their preferences, further reducing objections.

4. Removes Potential Barriers: By stating that your products are both safe and effective, you alleviate any concerns they may have about the quality of your cleaning while using non-toxic products. This removes a potential barrier to considering your service.

5. Keeps the Conversation Positive: The tone is respectful, positive, and collaborative, which helps keep the dialogue open and friendly, without creating any tension or defensiveness.

This rebuttal works because it directly addresses the prospect’s concerns while aligning with their values, offering solutions, and maintaining a positive and collaborative tone.

When the prospect doesn't want a long term cleaning service contract

John: "We're not interested in a long-term contract."

You: I completely understand. We offer flexible cleaning agreements that can be tailored to your needs. We can provide short-term cleaning services, or a more long-term arrangement that can be adjusted as your business needs change.

This is a good rebuttal for several reasons:

1. Acknowledges the Concern: By starting with "I completely understand," you immediately validate John's reluctance toward a long-term contract. This shows empathy and respect for their stance, making the conversation feel more collaborative and less confrontational.

2. Offers Flexibility: The mention of "flexible cleaning agreements" directly addresses the concern. By emphasizing that your agreements can be tailored to their needs, you remove the pressure of a rigid long-term commitment and highlight the adaptable nature of your services.

3. Presents Multiple Options: Offering both "short-term cleaning services" and "a long-term arrangement that can be adjusted" gives the prospect options. This makes it easier for them to find a solution that fits their current situation, whether they prefer something temporary or want the security of a longer-term plan with the option to adjust.

4. Emphasizes Adaptability: By mentioning that the arrangement can be "adjusted as your business needs change," you position your service as adaptable and responsive, which is appealing to businesses that might face shifting demands.

5. Non-Pushy Tone: The tone remains respectful and non-pushy, allowing John to feel in control of the decision-making process, which can increase the likelihood of engagement.

This rebuttal works because it directly addresses the objection, provides flexibility, and highlights the adaptability of your service while maintaining a positive, client-focused tone.

When the prospect is not the decision maker for cleaning services

John: "I'm not the decision-maker for cleaning services."

You: I understand. Can you provide me with the name and contact information of the person who is responsible for making these decisions, or would you be willing to forward my information to them? I would be happy to speak with them and provide more information about our services.

This is a strong rebuttal for several reasons:

1. Acknowledges the Situation: By starting with "I understand," you show respect for John's role, making it clear you're not pressuring him into making decisions outside his responsibilities. This keeps the conversation respectful and professional.

2. Asks for a Next Step: You move the conversation forward by asking for the name and contact information of the actual decision-maker. This clear and polite request offers a practical solution, ensuring the conversation doesn’t end with the objection.

3. Provides an Alternative Option: If John isn’t comfortable sharing the contact details, offering the option to "forward my information to them" gives him an easy way to help without feeling put on the spot. It provides flexibility while still keeping the communication channel open.

4. Maintains a Professional Tone: The offer to "speak with them and provide more information" is helpful and non-pushy. It positions you as ready to assist and ensures you’re prepared to continue the conversation with the right person at their convenience.

5. Keeps the Door Open for Future Contact: The overall tone is polite and accommodating, leaving a positive impression even if John isn’t the right person. This increases the likelihood that your information will be passed on or that you’ll be directed to the proper contact.

This rebuttal works well because it gracefully handles the objection, redirects the conversation to the appropriate decision-maker, and provides a non-intrusive way to keep the conversation going.

Cold Calling Tips and Tricks

Before we wrap up lets go over some cold calling tip and tricks to use to increase your chances of getting a meeting to preform a walkthrough and give a cleaning quote.

Make your cold calls at this time for the best results

According to past studies the best times to call a prospect are between 4:00 p.m. and 5:00 p.m., or between 11:00 a.m. and 12:00 p.m.

When you consider a typical office day, it makes sense—by 4:00 p.m., most people are winding down, and at 11:00 a.m., they’re finishing up tasks before lunch.

During these times, prospects are often hesitant to start anything new, making them more open to taking a call from you.

Make your cold calls on these days:

Wednesdays and Thursdays are considered the best days to make cold calls because, by midweek, prospects are usually settled into their work routines and more open to external conversations.

Why not Monday or Friday?

In conclusion, cold calling can be a powerful tool for growing your cleaning business, but it requires a lot of preparation, persistence, and patience.

By understanding the psychology of the person you are calling and using effective scripts, you can increase your chances of success.

Additionally, it's important to keep in mind that not every call will result in a walkthrough, so it's essential to stay motivated and to keep track of your progress. A no today could be a yes three months from now. So always follow up. 

Remember, cold calling is just one part of a larger sales strategy. It's important to mix cold calling with other tactics such as emailing and networking to maximize your chances of success.

Also, it's essential to always be learning and adapting your approach to suit the needs of your target audience.

If you're looking for the full cold calling script for commercial cleaning services + rebuttals you can get it on Cleandocs. It's a free document when you sign up. 

Stay focused, stay motivated, and don't give up, with time and practice, you will master the art of cold calling.

Good luck,

Jerome