Internal Email Template for Scheduled Cleaning Projects

If you’ve got a deep cleaning project on the calendar, you’ll probably need to notify your team, vendors, or other departments. Rather than writing that email from scratch, we’ve made it easy for you.

Below is a copy/paste message you can send to your staff before cleaning day. It covers everything—access, closures, safety reminders, and expectations—without needing to explain the entire project yourself.

Just drop in your specific dates and contact info, and send it out. Your team stays informed, and your cleaning project runs smoother. Win-win.

Hi all,

We’ve scheduled a professional deep cleaning service with Grime Time, Inc. on [insert date(s)], which may include floor care or other deep cleaning services. Please be aware that during this time, certain areas of the building may be temporarily closed off or restricted.

Depending on the work being done, you may notice:

  • Wet floors (especially after waxing)

  • Strong cleaning agents or lingering fumes

  • Loud equipment or temporary noise

  • Dust in the air or on nearby surfaces

  • Temporary barriers or caution tape in certain areas

🧹 Preparing Your Space

Before the project begins, we recommend taking a few minutes at the end of your day to prepare your work area:

  • Move small or fragile items off the floor and place them in a secure spot

  • Relocate anything that could be damaged by water or moisture, such as:
    garbage cans, cardboard boxes, paper stacks, floor mats, portable electronics, etc.

  • Leave large, stationary items like tables, filing cabinets, bookshelves, and desks in place—Grime Time will work around them

🔁 Room Reset Expectations

After the job is complete, the team will do their best to reset the space—but please note:

  • They are not in the environment every day, so some items may not be returned to their exact previous location

  • In many cases, they will not be able to place items back immediately because the floor will still be drying when they leave

If your space needs to be fully ready by opening time the next day, please plan to arrive a few minutes early to reorganize and get things back to normal.

⚠️ Safety Reminder

Please do not walk through areas that are taped off or recently waxed.
These floors are extremely slippery during the curing process—you will fall, and you will regret it. 😅
Even more importantly, stepping on wet wax can ruin the finish and leave visible footprints for months, costing your team time and money to fix.

If you need access to a blocked area, please:

  • Speak to the Grime Time lead technician on-site, or

  • Call their office at (360) 667-7111 to coordinate access

They’re happy to find safe windows of time for foot traffic—but it needs to be planned in advance.

💬 Questions?

If you have questions before the visit, please email Info@GrimeTimePDX.com, and be sure to CC [insert internal point of contact] at [insert email] so we can all stay aligned.

Thanks for your cooperation!
—[insert your name or department here]

Joseph GaryComment