How the Big Companies Get Commercial Painting Contracts

Introduction

Have you ever wondered how the big-name painting companies seem to win contract after contract—those large-scale jobs for hospitals, schools, office towers, or multi-building commercial facilities?

It’s not luck. It’s strategy.

In this article, we’re going behind the scenes to reveal how the biggest commercial painting companies consistently win high-value contracts, what decision-makers are really looking for, and how your company—no matter its size—can compete in today’s market.

Whether you’re just breaking into the commercial sector or looking to scale your business, these insights will help you build a smarter, more competitive painting operation.

What Defines a “Big” Commercial Painting Company?

When we refer to "big" painting companies, we’re talking about firms that:

• Win multi-year maintenance contracts
• Serve national or regional portfolios (e.g., hotel chains, real estate investment trusts)
• Employ 20+ painters full-time
• Use advanced software for estimating, project tracking, and compliance
• Bid on government, institutional, and corporate contracts regularly

These companies often have dedicated estimators, salespeople, and project managers, which gives them a major advantage. But they all started somewhere—and many of the strategies they use are replicable.

The 10 Strategies Big Companies Use to Win Contracts

1. Build Strong Relationships with General Contractors and Property Managers

   Commercial painting contracts are often awarded through referral and repeat business. Big players don’t wait for jobs to be posted—they build long-term relationships with:

   • General contractors
   • Facility managers
   • Commercial real estate brokers
   • Construction management firms
   • Developers and architects

   They know who to talk to before the job goes to bid.

2. Master the RFP Process (Requests for Proposals)

   RFPs are formal documents used by companies to solicit bids. The big companies know exactly how to respond, including:

   • Project-specific experience
   • Crew qualifications and certifications
   • Insurance documentation
   • Safety protocols and OSHA compliance
   • Detailed estimates with scope and exclusions
   • Warranties and service guarantees

   They respond quickly, professionally, and thoroughly—showing they’re ready to hit the ground running.

3. Offer Full-Service Capabilities

   Winning contracts means being a one-stop shop. Big companies often offer:

   • Interior and exterior painting
   • Power washing and surface prep
   • Specialty coatings (elastomeric, epoxy, anti-graffiti)
   • Drywall repair
   • High-reach access solutions
   • Night/weekend crews

   They don’t just paint—they solve problems.

4. Invest in Project Management Systems

   Modern commercial clients want transparency. Big companies use project management software like Buildertrend, Procore, or JobNimbus to:

   • Track labor hours and costs
   • Provide real-time job updates
   • Manage safety documentation
   • Maintain communication logs
   • Share progress photos with clients

   This level of accountability builds trust and makes clients more likely to hire them again.

5. Prioritize Safety and Compliance

   For large contracts, safety isn’t optional—it’s essential. Big painting firms invest in:

   • OSHA 30-certified foremen
   • Job hazard assessments (JHAs)
   • Fall protection training
   • Respirator fit testing
   • First-aid/CPR certifications

   They maintain an EMR (Experience Modification Rate) score that proves their safety record. Many won’t even qualify for contracts without it.

6. Leverage Professional Branding and Online Presence

   Big painting companies look the part. They invest in:

   • Clean, branded vehicles and uniforms
   • Professional websites with case studies
   • Search engine optimization (SEO)
   • LinkedIn outreach to decision-makers
   • Branded bid packages and PDF portfolios

   First impressions matter—especially when the decision is worth tens of thousands of dollars.

7. Provide Accurate, Detailed, Competitive Estimates

   One of the biggest contract-winning tools is a clean, transparent estimate. Successful companies:

   • Use estimating software like STACK, PlanSwift, or On Center
   • Break down labor, materials, equipment, and scope clearly
   • Explain what's included—and what’s not
   • Offer alternate pricing for different materials or timelines
   • Always include terms, warranty, and licensing info

   A sloppy or vague estimate is a fast way to lose a bid.

8. Build a Reputation Through Certifications and Associations

   Credentials matter in commercial contracting. Winning companies often hold:

   • Minority or Women-Owned Business Certifications (MBE/WBE)
   • Disadvantaged Business Enterprise status (DBE)
   • Membership in associations like PCA (Painting Contractors Association) or AGC (Associated General Contractors)
   • Approved vendor status with government or institutional agencies

   These certifications don’t just look good—they open doors to exclusive contract opportunities.

9. Deliver Quality—and Ask for Testimonials

   Reputation is everything. Top companies complete projects:

   • On time
   • On budget
   • With minimal disruption
   • And with clear documentation

   Afterward, they ask for testimonials and Google reviews. They collect jobsite photography, build case studies, and use that proof to win the next job.

10. Follow Up and Stay Top of Mind

    Even after a job is complete, successful companies:

    • Send thank-you emails
    • Ask for future bid invitations
    • Drop off maintenance tips
    • Invite clients to schedule warranty checkups

    They maintain relationships between projects. That loyalty pays off when the next opportunity arises.

How Smaller Contractors Can Compete and Win

You don’t need a 50-person crew or a national reach to compete with the big players. You just need to focus on what matters most to clients.

Here’s how to level up:

• Be Extremely Responsive: Respond to calls, emails, and bid invitations quickly. Clients value communication just as much as price.
• Present Professionally: Use a logo, professional email signature, clear estimate templates, and printed marketing materials.
• Niche Down If Needed: Focus on one commercial segment—like medical offices, schools, or retail centers—and become the go-to expert in that field.
• Build Partnerships: Connect with local general contractors or subcontract on bigger jobs. Use those wins to build your portfolio.
• Get Certified: If you qualify for any local, state, or federal business certifications (MBE, WBE, DBE), take advantage. These open doors for small businesses to compete.
• Deliver More Than Expected: Overdeliver on customer service, cleanliness, and communication. That’s what gets you referrals—and referrals build contracts.

Real Example: How One Mid-Sized Company Landed a 5-Year Contract

A regional painting firm with 8 full-time employees won a $250,000/year commercial repaint contract with a national property management group. Here’s how:

• They joined the local BOMA (Building Owners and Managers Association) chapter
• Attended mixers and introduced themselves to decision-makers
• Created a portfolio of completed commercial projects
• Submitted a polished bid package with before-and-after photos
• Offered phased pricing for budgeting flexibility
• Promised—and delivered—overnight and weekend work to minimize tenant disruption

Now, they repaint 18 buildings annually and have been referred to three additional accounts.

What Decision-Makers Are Looking For

If you want to win more commercial contracts, here’s what your potential clients really care about:

What They Want	How to Deliver It
Experience with similar projects	Show before-and-after photos + relevant case studies
Clear scope and pricing	Provide detailed estimates with no surprises
Fast turnaround or flexible hours	Offer off-hours crews or phased scheduling
Safety and insurance coverage	Submit certificates and OSHA credentials
Low disruption to operations	Propose containment plans and noise control practices
References and proof of quality	Include testimonials and warranties

Conclusion

The biggest commercial painting companies succeed not because they’re lucky—but because they’ve mastered how to build relationships, present professionally, estimate accurately, and deliver consistently.

But here's the good news: these strategies aren’t exclusive. With the right systems, certifications, and service focus, you can compete—and win—against much larger companies.

Every big contract starts with a single conversation. Position yourself as a professional, reliable, solution-oriented contractor—and you’ll start attracting the same clients the big firms do.

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Want to see how Ocean View Cleaning and Painting earns and keeps large commercial painting contracts? Contact us today to learn how we combine elite service, professional estimating, and proven execution to serve businesses of every size.