How to Use Cold Emails, Warm Follow-Ups, Facebook & LinkedIn to Book More Quotes Without Paying for Ads
Running a commercial cleaning business? Then you already know: getting new clients can feel like a full-time job. Between quoting, managing staff, and showing up for the actual work, it’s easy for marketing to fall off the radar.
The good news? You don’t need to pour money into Google or Facebook ads to grow. In this post, I’ll show you how to get commercial cleaning clients without ads — using a mix of cold email, warm follow-ups, Facebook groups, and LinkedIn messaging.
These organic strategies are low-cost, high-impact, and totally doable — even if marketing isn’t your thing. Let’s break it down.
Cold Email That Doesn’t Feel Cold
Let’s be honest — cold emailing has a bit of a reputation problem. Too many people treat it like digital junk mail, blasting out walls of text full of buzzwords, pushy pitches, and zero personality.
But when it’s done right? Cold email becomes one of the most powerful, affordable, and actually human ways to get in front of decision-makers — especially in industries like offices, clinics, gyms, retail, and property management.
These people aren’t scrolling Instagram all day. They’re checking email between clients or before the staff meeting. And if your message stands out as real, helpful, and relevant? You’ve got a shot at starting a genuine conversation.
What to Do (and Not Do)
1. Keep it short and friendly.
Your email should feel like something you’d actually say in person. Aim for 3–5 sentences max. No need for corporate lingo or long intros.
💬 Example:
“Hey [Name], I run a local cleaning company and was wondering if you’re happy with your current setup. We offer flexible quotes and work with a few other [industry] businesses in the area. Let me know if you ever want to explore options — no pressure either way.”
2. Personalize based on their world.
Nobody wants to feel like they’re Email #147 in a spreadsheet. Mention something local or industry-specific so it’s clear this isn’t a copy-paste blast.
💬 Example:
“Saw you’re in Scarborough and run a busy dental office — figured it might be worth saying hi. We’ve worked with a few other clinics nearby and know how important it is to keep things spotless and on schedule.”
3. Offer real value — even in a simple way.
You’re not selling cleaning. You’re offering peace of mind, time back, and help when they need it most. That could look like:
- A free quote
- A quick walkthrough
- An invite to check out your reviews
- Or just letting them know you’re local and available
💡 Remember: The first email isn’t about closing the deal — it’s about opening the door.
Pro Tip:
Don’t lead with discounts or “limited-time” offers. Lead with trust. Lead with relevance. Start a conversation like a real person, and you’ll stand out in an inbox full of noise.
Warm Email: Where the Real Money Is
Let’s talk about the lowest-hanging fruit in your entire business — the leads you’ve already made.
Past clients.
Old quotes.
Referrals from a friend-of-a-friend that you never followed up with.
That property manager who ghosted you after the walkthrough.
They’re all sitting there in your inbox, your CRM, your sticky notes… and they’re way more likely to convert than a brand-new stranger.
What is Warm Outreach?
Warm outreach means reconnecting with people who already know your name — even if it’s been a while. Maybe they:
- Got a quote from you 3 months ago and never booked
- Used your services once, then went silent
- Were referred by someone in a Facebook group
- Liked your post or messaged you, but never followed up
You’re not interrupting — you’re re-opening the door they already cracked open once.
Easy Warm Follow-Up Ideas
Here are a few super simple, low-pressure messages you can send today:
- “Hey [Name], just checking in — do you still need help with cleaning services?”
- “We’ve got a few open spots this month if you want to revisit that quote from earlier this year.”
- “Noticed we chatted back in [Month] — just wanted to circle back in case timing wasn’t right back then.”
- “Hope you’re doing well! We’ve made a few service upgrades since we last spoke. Want me to send a quick update?You can also add seasonal tips or context:
- “Spring is usually when our office clients start booking deeper cleans — just let me know if you’d like to hop back on the schedule.”
- “Flu season’s coming up — we’re helping a few medical clinics with extra sanitization this month. Want in?”
Why Warm Outreach Works So Well
People are busy — not rude. Sometimes they meant to reply and just forgot. Sometimes they were interested, but it wasn’t the right time. Or they picked someone else who let them down (it happens more often than you think).
When you follow up warmly, you show professionalism, consistency, and care — all things that build trust. And trust = quote appointments.
Plus, warm leads are cheaper and faster to close. You already skipped the “who are you and why are you emailing me?” phase. Now it’s just about timing and fit.
Pro Tip:
Use a simple Google Sheet or CRM (like Notion, Trello, or even your inbox) to keep track of who you’ve quoted, when you last followed up, and what happened. Even 10 minutes a week of warm outreach can lead to a steady stream of new bookings.
Facebook Groups: The Local Goldmine
If you’re not tapping into Facebook groups, you’re missing out on one of the easiest, most organic ways to connect with local business owners who actually need what you offer.
Most commercial cleaning businesses think marketing means ads, SEO, or cold outreach — and while all those have their place, Facebook groups are like digital networking events you can attend in your hoodie (and let’s be honest… sometimes with a face mask still on).
What to Look For
There are three types of groups that tend to work best for local service pros like you:
1. Local B2B & Referral Groups
These are groups where other business owners gather to refer, ask for help, or swap contacts. Example:
- GTA Business Referrals
- Scarborough Entrepreneurs & Local Services
- Ontario Small Biz Connect
2. Community Networking / Buy & Sell / Service Exchange Groups
Even groups that seem casual often have gold in the comments. Example:
- Scarborough Community Group
- Durham Moms in Business
- Mississauga Home Services & Contractors
People often ask:
- “Anyone know a good cleaning company for our office?”
- “Looking for a reliable commercial cleaner — recommendations?”
- “Need help before an open house — who do you trust?”
That’s your time to shine.
3. Industry-Specific Groups
These are smaller but often higher value. Think:
- Real estate agents
- Gym owners and fitness pros
- Medical and dental clinic managers
- Property managers
These people deal with foot traffic, regulations, and high standards — they need dependable, flexible cleaning services they don’t have to micromanage.
How to Show Up Without Feeling Salesy
Facebook Groups work when you show up as a helpful expert, not just another sales pitch.
Here’s how to do it naturally:
- Answer questions without dropping your website right away. Give value first.
- React to other people’s posts — even with emojis or helpful comments. Stay visible.
- Share little wins or stories like: “We just helped a small clinic cut costs by switching to a biweekly deep clean instead of daily touch-ups. Let me know if that’s something you’d ever want to try.”
- Post casual updates like: “Hey everyone — just wrapped up a big post-renovation clean at a dental office in Scarborough. If you manage a commercial space and want help keeping it guest-ready, happy to chat.”
- Use your own voice. People trust people. If you’re funny, be funny. If you’re chill, be chill. If you’re awkward, lean into it (awkward is charming when it’s real).
Why It Works
Facebook groups are where decisions actually get made. When a clinic manager needs a cleaner, they’re not always Googling. They’re asking other business owners in their groups.
And when you’re the one already showing up, answering questions, and being helpful?
You’re the one they tag. You’re the one they trust. You’re the one who gets the quote.
Pro Tip: Don’t Drop and Run
Once you post, stick around. Reply to comments, answer questions, like people’s replies. It’s not a one-time thing — it’s a drip campaign in real time.
LinkedIn Groups & Messaging: B2B Growth on a Budget
LinkedIn is often overlooked by commercial cleaning businesses because it feels “too corporate” or complicated. But if you play it right, it can be a goldmine for connecting with decision-makers like facility managers, office admins, and property pros — without spending a dime on ads.
How to Get Started
1. Join the right groups.
Focus on local and industry-relevant groups, for example:
- Facility Managers of Greater Toronto Area
- Office Administrators Network
- GTA Real Estate Professionals
- Property Management Canada
Groups where your target clients hang out are where the magic happens.
Show Up & Add Value First
The key here: don’t jump into pitching right away.
- Comment on posts: Share tips or ask thoughtful questions. For example, if someone posts about building maintenance challenges, you might comment: “Great point — we’ve found that regular cleaning schedules can actually prevent a lot of those issues by catching problems early.”
- Post your own quick wins: Share stories like: “Recently helped a local office reduce cleaning costs by 20% while improving their schedule flexibility. Happy to share what worked!”
- Engage consistently: Like, comment, and share posts from people in your network to build rapport.
Messaging New Connections
Once you’ve connected with someone relevant, send a simple, friendly intro message — no sales pitch, just a warm hello.
Message idea:
“Hi [Name], thanks for connecting! I work with office managers and property pros around the GTA to keep their spaces clean and client-ready. If you ever need a quote or want to swap ideas, I’m happy to help.”
Keep it light and helpful. The goal is to start a conversation, not close a deal immediately.
Why LinkedIn Works for Commercial Cleaning
- Decision-makers use it: Facility managers and office admins often check LinkedIn during their workday downtime.
- Groups create trust: Being active in groups positions you as a knowledgeable, reliable pro.
- It’s budget-friendly: No paid ads needed — just time and consistency.
Pro Tip: Track Your Outreach
Use a simple spreadsheet or CRM to note who you’ve messaged, when you connected, and any follow-up tasks. Follow up after a week or two if you haven’t heard back — but keep it casual.
The Power of Direct Messaging
Think of DMs like a friendly tap on the shoulder — a way to connect person-to-person without shouting into a crowded room. Whether you’re using Facebook Messenger, LinkedIn, or Instagram, direct messages let you build relationships in a way that feels personal, casual, and low-pressure.
Why DMs Matter
In today’s noisy digital world, everyone’s inbox is crowded. But a well-timed, thoughtful DM can cut through the clutter because it’s private and often unexpected — like knocking on someone’s door instead of sending a billboard.
How to Use DMs Effectively
1. Gently follow up on group conversations
If you’ve been active in a Facebook or LinkedIn group and someone responds to your comment or post, slide into their DMs with a quick note:
“Hey [Name], I saw your comment in [Group Name] — really liked your point! If you ever want to chat about cleaning or swapping ideas, feel free to reach out.”
This keeps the conversation going without being pushy.
2. Thank someone for engaging with your post
When people like or comment on your updates, send a simple thank-you DM:
“Thanks for engaging with my post, [Name]! If you ever have questions about commercial cleaning or want a no-pressure quote, I’m here.”
It shows you notice and appreciate them, which builds goodwill and opens doors.
3. Offer a quick intro without pressure
Sometimes all you need is a friendly hello:
“Hi [Name], I wanted to introduce myself— I work with local businesses around Scarborough to help keep their spaces clean and client-ready. No sales pitch here, just happy to connect!”
Short, sweet, and to the point.
Bonus Tip: Use Voice Notes
If the platform lets you, send voice notes instead of plain text sometimes. They’re more personal, catch tone better, and stand out. People love hearing a real voice—it builds instant trust and feels less like a robot.
Pro Tip: Timing Is Everything
Don’t DM cold without any context. If someone’s been active in your posts, groups, or comments, that’s your green light. Also, avoid spamming multiple messages — one thoughtful DM is way better than 5 random ones.
Quick Wins You Can Try This Week
Getting traction doesn’t have to mean huge, complicated campaigns. Sometimes, small consistent actions bring the best results. Here are five easy steps you can take this week to start booking more quotes—without spending a dime on ads.
1. Send a warm email to 3 past leads
Think back to clients or prospects who showed interest but didn’t book—or maybe haven’t booked in a while. Shoot them a quick, friendly note just to check in:
“Hi [Name], I hope things are going well! We’ve got a few openings this month and wanted to see if you still need cleaning help. No pressure either way—just wanted to say hello.”
Warm leads are the easiest to convert because they already know and trust you. Plus, this keeps your name top of mind when they’re ready.
2. Join 2 local business groups on Facebook and introduce yourself
Look for groups where local businesses, property managers, or office managers hang out (like Scarborough Business Network or GTA Service Providers). Once you join, write a short intro post:
“Hi everyone! I’m Mellisa with Arelli Cleaning. We help local businesses keep their spaces clean and guest-ready with flexible, no-contract service. Looking forward to connecting and learning from you all!”
This plants your flag as a helpful local resource and opens doors for organic conversations.
3. Post one tip or mini success story on LinkedIn
Share something simple that shows your expertise and builds credibility—without being pushy. For example:
“Just wrapped up a deep clean for a gym that helped them cut their cleaning costs by 30% while improving service quality. Small changes make a big difference!”
Keep it brief and conversational. This kind of content keeps you visible to your network and encourages engagement.
4. Start a simple follow-up tracker in Google Sheets
It’s easy to lose track of leads and follow-ups when you’re juggling multiple clients and prospects. Open a Google Sheet and create columns like:
- Client/Prospect Name
- Contact Info
- Last Contact Date
- Notes
- Next Follow-Up Date
Spend 10 minutes a day updating it. This little system helps you stay organized, follow up on time, and never miss a lead again.
5. DM one connection just to say thanks or check in
Pick one LinkedIn or Facebook connection who recently engaged with your posts or showed interest in your services. Send them a quick, genuine message:
“Hey [Name], thanks for commenting on my post last week! How’s everything going with your business? Let me know if I can help with anything.”
It’s a simple gesture that builds relationships and can open doors to more conversations and referrals.
Pro Tip:
Set reminders in your calendar or phone to repeat these actions weekly. Consistency beats perfection every time—and these small moves add up fast.
📄 Free Download: Outreach Cheatsheet for Cleaning Business Owners
Want a copy of the tips, message templates, and follow-up scripts from this post? Grab the PDF version from the Subscriber Only Resource Library and keep it handy when you’re working on your outreach.
Ready to Get More Quote Appointments — Without Burning Out?
Let’s be real: running a commercial cleaning business means your to-do list is already a mile long. You’re juggling quotes, managing staff, handling supplies, and showing up on time to deliver a spotless space — all while trying to find any extra minutes in the day.
The last thing you need is another marketing task that eats up your precious time and energy.
Here’s the truth: outreach and follow-up take time. Lots of it. Crafting emails, joining groups, tracking conversations, sending reminders—it’s easy to get overwhelmed or just let it slide, which means missed opportunities and wasted leads.
That’s exactly where BookAQuote.ca comes in.
We specialize in doing the heavy lifting of outreach for local service businesses like yours. We set up smart, targeted campaigns that:
- Get your message in front of the right decision-makers
- Follow up consistently so no lead slips through the cracks
- Book quote appointments on your calendar — without you having to lift a finger
All this happens without expensive tools, complicated software, or spending hours away from your core work.
Imagine reclaiming your evenings and weekends, focusing on what you do best — delivering top-notch cleaning — while a steady stream of qualified leads gets booked for you.
No more chasing cold leads. No more wondering if your last email got ignored. Just real conversations, scheduled quotes, and growth you can count on.
If you’re ready to stop juggling and start growing, let’s talk.
We’ll handle the outreach, so you can get back to running your business with less stress and more wins.
Take Control of Your Cleaning Business Growth
Getting more quote appointments doesn’t have to mean spending a fortune on ads or juggling complicated marketing tools. With cold emails, warm follow-ups, Facebook groups, LinkedIn, and smart direct messaging, you’ve got a powerful toolkit right at your fingertips—ready to bring in leads and build relationships the way local businesses actually want.
Remember, it’s all about showing up consistently, being genuinely helpful, and keeping your outreach simple and real. Start small, try the quick wins we covered, and watch how those conversations turn into booked jobs.
If you want a hand setting up your outreach or just want to save time and stress, that’s exactly what we do at BookAQuote.ca. Reach out anytime — we’re here to help you grow without the overwhelm.
Here’s to more quotes, more clients, and a cleaning business that works for you. Let’s get started!
