What to Look for in a Commercial Cleaning Contract for Your Office

When hiring a commercial cleaning company for your office, the contract is your safety net. It outlines expectations, services, responsibilities, and costs, making sure everyone’s on the same page.

But not all contracts are created equal. Failing to read the fine print can lead to unexpected costs, patchy service, or even legal headaches.

So, what exactly should you look for in a commercial cleaning contract to protect your business and keep your office consistently fresh? Let’s dive in.

1. Scope of Services

The first thing to check is the scope of services provided. This section should clearly define what cleaning tasks will be performed and how often. Look for details such as:

• Daily tasks (e.g., vacuuming, dusting, sanitising high-touch surfaces)

• Weekly tasks (e.g., deep cleaning of break rooms and kitchens)

• Monthly or quarterly tasks (e.g., carpet shampooing, window cleaning)

A vague or generic service list can lead to unmet expectations, so ensure every detail is spelled out.

2. Customisation and Special Requests

Every office has different needs. A good cleaning contract should allow for customisation, ensuring that your specific cleaning requirements are met. For example:

• Do you need eco-friendly products?

• Are there high-security areas that require special protocols?

• Do you require additional services like post-event cleaning?

Confirm that these custom requests are included in writing to avoid confusion later.

3. Quality Assurance and Performance Standards

Your contract should outline how the cleaning company measures performance and ensures quality. Look for:

• Regular inspections and audits

• Client feedback mechanisms

• A system for reporting and addressing issues

This ensures accountability and helps maintain high cleaning standards.

4. Staffing and Security Measures

Since cleaning crews will have access to your office, you need to know who will be on-site and how security is handled. Ensure the contract specifies:

• Background checks for staff

• Uniforms and ID badges

• Supervision and training protocols

A reliable cleaning company should prioritise security and professionalism to protect your workplace.

5. Supplies and Equipment

Who provides cleaning supplies and equipment? The contract should state whether the cleaning company will supply everything or if you are responsible for certain items. If they provide the supplies, check:

• Are they using commercial-grade, eco-friendly products?

• Is equipment regularly maintained and updated?

• Are they using industry-approved disinfectants?

Clarity on this ensures quality cleaning and prevents hidden costs.

6. Pricing and Payment Terms

Avoid unexpected fees by reviewing the pricing structure carefully. Your contract should outline:

• The total cost (monthly or per service)

• Payment terms (e.g., due dates, late fees, cancellation fees)

• Extra charges for additional services

Transparency in pricing helps you budget effectively and prevents disputes down the road.

7. Contract Length and Termination Causes

Is the contract flexible enough for your needs? Look for details on:

• Contract length (monthly, yearly, etc.)

• Renewal terms (automatic or manual renewal?)

• Termination conditions (notice period, penalties for early termination)

A fair contract should allow you to make changes if your needs evolve or if service quality declines.

8. Insurance and Liability Coverage

A professional cleaning company should carry insurance to protect you in case of accidents or damage. The contract should include:

• Public liability insurance

• Workers’ compensation coverage

• Property damage coverage

Ask for proof of insurance before signing to ensure your business is protected.

9. Compliance with Industry Standards and Certifications

Look for cleaning companies that adhere to industry standards such as:

• ISO 9001 (Quality Management) – Ensures high service standards

• ISO 14001 (Environmental Management) – Demonstrates sustainable practices

• ISO 45001 (Occupational Health & Safety) – Prioritises workplace safety

• B Corp Certification – Indicates social and environmental responsibility

Hiring a certified cleaning provider ensures compliance with health, safety, and environmental standards.

10. Dispute Resolution and Customer Support

Even with the best planning, issues may arise. A solid contract should outline:

• How disputes will be handled

• A clear point of contact for customer support

• Response times for complaints or emergencies

A cleaning provider that prioritises customer service will ensure any problems are quickly resolved.

Key Points to Review Before Signing

FAQs About Commercial Cleaning Contracts

Why is a detailed contract so important?

A detailed contract protects both parties by clearly outlining responsibilities, services, and pricing, reducing the risk of disputes and misunderstandings.

Can I negotiate my cleaning contract?

Yes! Many companies are open to negotiating scope, pricing, or schedule details to fit your business needs.

What happens if I need to terminate the contract early?

Check the termination clause for notice periods and penalties. A fair contract allows for changes if service quality declines.

Should my cleaning company have insurance?

Absolutely. Insurance protects your business from liability in case of accidents, property damage, or injuries during cleaning.

How often should a cleaning contract be reviewed?

At least annually, or whenever your business undergoes major changes (e.g., office expansion, change in operations, new health protocols).

Final Checklist: Before You Sign 

• Is the scope of work clearly defined?
• Are pricing and payment terms fully transparent?
• Are schedules and special requests included?
• Does the company hold proper certifications and insurance?
• Are performance standards and quality controls outlined?
• Is there a fair termination policy?
• Are sustainability and eco-friendly options included?
• Is there a strong customer support structure?

Final Thoughts: Protect Your Office, Protect Your Business

A strong commercial cleaning contract isn’t just about cleanliness — it’s about trust, accountability, and protecting your workplace. By thoroughly reviewing each section, you can avoid surprises, maintain a spotless office, and focus on growing your business.

At Cleancorp, we offer transparent, customised contracts with no hidden surprises. Contact us today for a free consultation and let us help you create a healthier, more productive workspace.