Recurring commercial contracts are the difference between a busy service business and a valuable one. A single strata common-area cleaning agreement, office janitorial contract or building maintenance retainer can equal dozens of residential jobs, and it renews.
These contracts are rarely won by cold email. They are won by showing up, learning the building, meeting the council or manager and being the obvious choice when the incumbent falls short. This playbook lays out the approach we use in B2B field programs across Metro Vancouver.
Build the target list
Start with the buildings and businesses that match your capacity and strengths: mid-rise stratas if you clean common areas, medical and professional offices if you deliver evening janitorial, industrial parks if you handle maintenance and repairs. Layer in the decision path: self-managed stratas are reached through council members; managed stratas through the property manager and the council together; commercial tenants through office managers or facilities leads.
The first visit
The goal of a first visit is not a proposal. It is information and a reason to return. A good rep leaves with the name of the decision-maker, the current provider, the contract renewal date, the biggest current frustration and permission to follow up. A branded leave-behind with a clear service summary and a direct contact does the rest.
Cadence and council presentations
Between the first visit and a signed contract there are typically six to nine touches: a follow-up call, an email with case studies, a second visit timed near the renewal window, a site walk with your estimator, a proposal and, for stratas, a presentation at a council meeting. Reps who track renewal dates and time their touches accordingly convert at multiples of those who prospect randomly.
- Capture renewal dates and set reminders 90 days out.
- Offer a no-obligation site walk as the natural next step.
- Prepare a two-page proposal format councils can approve in one meeting.
- Ask satisfied commercial clients for referrals to neighbouring buildings.
Support it digitally
Commercial buyers verify before they sign. A dedicated commercial services page, case studies, insurance and WorkSafeBC details, and a LinkedIn presence for the owner all reduce friction. When the property manager searches your company after a visit, what they find should confirm the conversation.
