Short answer
A commercial cleaning contract should include a written specification setting out what is cleaned in each area and how often, plus the agreed hours, access arrangements for keys and alarms, who supplies consumables, how quality is checked, how issues are raised, notice periods and handover, and the insurance the cleaning company holds. The clearer the specification, the easier it is to compare quotes and hold standards.
Why the specification matters most
Most problems with commercial cleaning come from vague expectations rather than bad intentions. If a contract says only "office cleaning, three times a week", nobody can say for certain whether the meeting room glass, the fridge or the skirting boards were meant to be done. A written specification removes that doubt. It is also what makes quotes comparable: two companies pricing the same specification are quoting for the same work.
This guide explains what to include. It is general information, not legal advice; for the legal terms of any contract, take your own advice.
Scope by area
List each area of the building and what is cleaned in it: offices and desks, meeting rooms, reception, kitchens and breakout areas, washrooms, corridors and stairs, lifts, storage areas and any outside entrances. For each one, describe the tasks, such as emptying bins, wiping surfaces, cleaning sanitary ware, vacuuming or mopping. Also state anything excluded, for example personal desks covered in papers, IT equipment or areas staff must not enter. Our office cleaning checklist gives a task list you can start from.
Frequencies
Give each task a frequency: daily, several times a week, weekly, monthly or periodic. Kitchens and washrooms usually need more frequent attention than general office space. Periodic work such as carpet deep cleaning, hard floor scrubbing, high-level dusting and windows should be listed too, with whether it is included in the contract or quoted separately.
Hours, access and security
- The days and times cleaning takes place, and whether it is before, during or after the working day.
- How keys, fobs and alarm codes are issued, stored and returned, and who holds them.
- Any sign-in, site induction or security procedures the cleaners must follow.
- Who the cleaning team reports to on site, and what to do if they find a problem such as a leak or an unlocked door.
- Arrangements for bank holidays, office closures and changes to the schedule.
Consumables, products and equipment
State who supplies soap, toilet roll, hand towels, bin liners and other consumables, and who monitors stock and reorders it. Agree who provides cleaning products and equipment, where they are stored on site, and that safety data sheets will be available for any products used. If you have preferences about products, for example for particular floor types, put them in writing.
Quality checks and communication
- Name a contact on each side for day-to-day issues.
- Agree how standards are checked, such as a regular walk-round or a signed checklist after each visit.
- Set out how problems are reported and how quickly they will be looked at.
- Schedule periodic reviews to adjust the specification as the business changes.
Term, notice and handover
A contract should say how long it runs, how either side can end it and how much notice is required. It is also sensible to agree how keys and access cards are returned, and how any equipment or consumables left on site are dealt with, if the arrangement ends. Check for automatic renewal clauses before signing.
Insurance and evidence to ask for
Ask any cleaning company for evidence of its public liability insurance, and check the level of cover suits your premises. If the company employs staff, it should also hold employer's liability insurance. You may also want to see how they handle risk assessments and the products they use on site. Keep copies on file and ask for updates when policies renew.
Pricing and comparing quotes
Price is easier to judge once the specification is fixed. Our guide to commercial cleaning costs explains what affects the price of a contract and how to compare quotes on a like-for-like basis.
When to call a professional
If you are setting up cleaning for the first time, changing provider or unhappy with standards that have drifted, it helps to have a cleaning company walk the building with you and turn your requirements into a written specification.
Every contract we take on begins with a site visit and a written specification, so both the client and our team know exactly what will be cleaned, how often and to what standard. Ask us for details of our public liability cover when we visit. If anything needs adjusting, you can pick up the phone to Jason or Lucas directly. Call 07774 252535 to arrange a free site visit.
Rather have it done for you?
Contract cleaning for businesses, premises and shared buildings. Family-run by Jason and Lucas Prior, covering south Essex.
- Commercial cleaning cost: what affects the price of a cleaning contract.
- Office cleaning: contract cleaning built around a written specification.
Frequently asked questions
What should a cleaning specification include?
Each area of the building, the tasks in each area, how often each task is done, the times and days of cleaning, access arrangements, who supplies consumables and how quality is checked.
Is there a template for a commercial cleaning contract?
We do not offer a downloadable template. Use the headings in this guide as a checklist, and take your own legal advice on the contract terms.
What insurance should a commercial cleaner have?
Ask for evidence of public liability insurance at a level that suits your premises, and employer's liability insurance if the company has employees.
Related guides
- Office cleaning checklist: daily, weekly, monthly and periodic office cleaning tasks by area, to help you build a cleaning schedule or check an existing one.