Clean buildings depend on a steady flow of supplies that nobody thinks about until they run out: paper towels, toilet tissue, can liners, hand soap, disinfectant, and floor cleaner. Facility managers, office managers, schools, gyms, and cleaning contractors order these goods every few weeks, often from the same supplier. This Janitorial Supplies Purchase Order keeps those orders consistent, makes sure safety documents come with the chemicals, and gets the delivery to the right cleaning closet.
Waves, Bubbles and a Mop
The template is US Letter portrait, 8.5 x 11 inches. A deep teal header curves at its lower edge into a wave, with a thin aqua wave beneath it. In the top right corner floats a cluster of translucent soap bubbles, each with a small highlight. On the left, a white circle holds a mop and brush icon beside the title Janitorial Supplies in Varela Round, with Purchase Order · Cleaning chemicals, paper & liners beneath. At the foot of the page, the waves rise again from the bottom edge, three small bubbles float in the teal, and a thank-you line sits beside our logo on a white plate.
The form, set in Nunito Sans, includes:
- PO Number, PO Date, Delivery Date, Contract No. and Terms.
- Supplier and Facility/Deliver To details, down to the closet and entrance.
- A rounded pale-aqua bar of four checks with lime ticks: SDS sheets included, Green-certified products, Fits dilution system, Deliver after 6 pm.
- A 13-row table with an aqua header: Product, Size, Type, Per Case, Cases, Price/Case, and Amount.
- A Storage & Safety box, totals, and signatures for facilities, the receiver, and the date.
Supplies by Category
A facility’s regular order usually covers the same few families of products. Grouping them on your order makes it quicker to check and easier to budget:
| Category | Examples | Ordered by |
|---|---|---|
| Floor care | Neutral cleaner, stripper, finish, mop heads | Gallon or case |
| Surfaces | Glass cleaner, all-purpose cleaner, microfibre cloths | Bottle or case |
| Disinfectant | One-step disinfectant, sanitiser, wipes | Gallon or case |
| Paper | Hand towels, toilet tissue, seat covers | Case |
| Liners | Can liners in several sizes and thicknesses | Case |
| Hand care | Soap refills, hand sanitiser | Case |
The Type column on the template holds these categories, which makes it easy to total spending on paper, for example, when you review costs.
A Simple Reorder Method
You can avoid both empty dispensers and overflowing storerooms with a quick routine:
- Record how many cases of each product you use in a typical month.
- Decide how often you order (say every two weeks) and how long delivery takes.
- Set a reorder point: enough stock to last until the next delivery, plus a small buffer.
- On order day, count the closet and order any product that has fallen to its reorder point.
Paper products are bulky, so a smaller buffer and more frequent orders often suit them better than stockpiling. The sample order is a typical fortnightly restock for an office tower.
Safety Data Sheets and Chemical Storage
Ticking SDS sheets included asks the supplier to send the safety data sheet for every chemical product. In the US, OSHA’s Hazard Communication Standard requires employers to keep safety data sheets for hazardous chemicals readily accessible to employees, and other countries have similar rules. The Storage & Safety note on the sample asks staff to store chemicals on lower shelves, away from paper products, and to keep the SDS binder in closet B-2 up to date. Follow the storage and dilution instructions on each product’s label.
A dilution system is useful if your building uses wall-mounted dispensers that mix concentrate with water; ordering concentrates that fit the system saves money and packaging. Green-certified products signal a preference for products carrying a recognised environmental certification.
How the Sample Order Adds Up
Items are priced per case, so each amount is cases × price per case. For example, four cases of disinfectant at 72.00 make 288.00, and five cases of toilet tissue at 64.75 make 323.75. Across seven products, the subtotal is 1,458.95; sales tax at 7% is 102.13; delivery is free, and the total is $1,561.08. Type your own figures in after working them out, because the table holds text rather than formulas.
Tailoring the Janitorial Order
- Change the PO number, dates, contract number, and terms.
- Enter your facility and the exact delivery point, such as a closet number or loading dock.
- Tick the checks you need. Ticked circles are lime; white ones are unticked.
- Double-click the product table to reach Edit Table Data. Keep your standard product list in it and update only the case quantities for each order.
- The mop icon is an editable vector. Recolour it, or change the teal and aqua waves to your brand colours; each wave is one shape, and the bubbles form one group.
Controlling Cleaning Costs
Janitorial spending adds up across a year, and a few habits keep it in check. Standardise on one size of can liner for each bin type, so you are not paying for thicker bags than you need. Choose dispensers and refills that control portions, such as foaming soap and one-at-a-time towel dispensers. Compare the cost per use rather than the price per case, since a cheaper paper towel that users take three of is not cheaper at all. Review your order history each quarter, using the Type column to total each category, and ask your supplier for a contract price on the products you buy most.
Printing for the Cleaning Closet
Print on US Letter at actual size; A4 works with fit to page. The teal waves are the main colour areas. Keep a copy in the cleaning closet so staff can check deliveries and see what is on order.
Facility Manager Questions
Can a cleaning company use this for several client sites?
Yes. Use one PO per site so each client’s supplies can be billed or tracked separately.
Can I add equipment such as vacuums?
Yes, list them as separate lines with a Type of Equipment.
What if the supplier substitutes a product?
Add No substitutions without approval to the Storage & Safety box.
Keep Every Dispenser Full
Set up your standard list once, tick the safety checks, and every restock becomes a quick, consistent order that keeps the building clean and the closet tidy.
