Questions to answer first
- Which rooms or areas are affected and how do we know?
- What source have we found, and what is still unknown?
- What have we already tried, and what happened?
- How long can the rooms be out of service?
- What safety or air-quality concerns apply?
- What records will we need afterward?
Comparing proposals
Look for
- A clear description of the scope
- Methods named in plain language
- Steps for checking results
- Notes on what is not included
Be cautious about
- Vague claims of complete removal
- Pressure to commit quickly
- No explanation of method
- Promises that cannot be tested
Items to put in writing
- Rooms and areas covered
- Methods and products used
- Access and timing needs
- Room hold expectations
- How results will be checked
- What happens if the smell returns
- Who the point of contact is
Scope is the most useful thing a manager can control. A well-defined request leads to proposals that can be compared. A vague request leads to quotes that cover different things and are hard to compare. Spend time describing the problem with your own notes, photographs and inspection forms.
Plan for the check afterward. Who will smell the room, when and using what scale? If a treatment is performed but not tested, you will not know whether it worked until a guest arrives. Align the recheck with your return-to-service timeline, and keep records of the original smell and the final state so any later complaint can be traced.
Also consider how the outcome will be explained to guests and staff. If rooms must be held, the front desk needs a plain, accurate message. If a product with a noticeable smell is used, housekeeping needs to know how long it will linger. Ask for any safety information that applies to products used in occupied buildings and check it against your own policies. Keep a copy of what was agreed with the room list and dates, so later reviews can compare what was planned with what happened.
It also helps to define who on your side will accompany any outside visit and what access they need. Keys, room lists and timing all affect how smoothly the work goes, and misunderstandings in these areas cause delays that cost more than the work itself.
Common questions
Should we involve engineering?
Yes, especially if air units or building systems may be involved.
Can we do a trial first?
A small trial in one room can help, if time allows.
General information for Downtown Denver, not a quote or professional advice. In an emergency, call 911.