What should an office cleaning contract include?

Signing an office cleaning contract without reviewing it in detail is one of the decisions that can cause the most problems down the line. A good contract protects both parties and establishes the rules. These are the points that should not be missing.

Detailed description of services

The contract should specify exactly what will be cleaned and how. Simply stating “general office cleaning” is not enough. It should detail each area: offices, meeting rooms, reception, bathrooms, kitchen or break room, corridors and common areas.

For each area, the contract should indicate the specific tasks: sweeping, mopping, vacuuming, surface disinfection, emptying bins, interior window cleaning, and so on. The more detailed it is, the less room for misunderstandings.

Frequency and schedule

It must be clear how many days per week the service will be provided, at what times and how many hours per session. If there are tasks carried out at different frequencies, such as monthly exterior windows or quarterly deep cleans, these should be listed separately with their own calendar.

The schedule is particularly important: cleaning can be done before the working day, after it or during it. Each option has different implications and should be agreed in writing.

Assigned staff

A good contract specifies how many people are assigned to the service and whether staff will be permanent or rotating. Permanent staff know the premises and work more efficiently; excessive rotation usually lowers quality. It is also advisable to name a supervisor or coordinator as a direct point of contact.

Products and equipment

Who provides the cleaning products? And the equipment? In most contracts it is the cleaning company, but this should be written down. If you have preferences about product types, such as eco-friendly or hypoallergenic, include them in the contract.

Price and payment terms

The contract should reflect the monthly price, what it includes and what is billed separately. One-off services such as extraordinary cleans, floor treatments or post-event cleaning usually carry an additional price that is best agreed in advance.

It should also indicate the payment method, deadlines and whether there is any annual price review.

Public liability insurance

It should be stated that the company has current public liability insurance covering possible damages caused during the provision of the service. Request a copy of the policy as an annex to the contract.

Duration and cancellation conditions

Is it an annual contract? Does it renew automatically? What notice period is required to cancel? These clauses are fundamental. Ideally, the contract should have a trial period of one or two months and a cancellation notice period of no more than 30 days.

Avoid contracts with excessive lock-in clauses or disproportionate penalties for early cancellation.

Confidentiality clause

If your office handles sensitive information, include a confidentiality clause obliging the cleaning staff and the company not to disclose any information they may access during the service.

Quality control

A complete contract includes quality control mechanisms: periodic reviews, satisfaction surveys and follow-up meetings with the company’s supervisor. This ensures service quality is maintained over time and that problems are resolved before they accumulate.

Review all these points before signing and do not hesitate to negotiate. A well-drafted contract is the foundation of a lasting, conflict-free professional relationship.