What a good office cleaning contract should include

Most office cleaning problems aren’t cleaning problems. They’re agreement problems.

The bins get emptied but the kitchen doesn’t. The cleaner can’t get in because the alarm code changed. Nobody knows who’s meant to buy the hand soap. All of it goes back to a contract that said “office cleaning, three times a week” and very little else.

Here’s what to pin down before you sign.

A written scope, split by frequency

A good scope lists the tasks and how often each one happens. Something like:

Every visit: bins emptied, kitchen surfaces and sinks cleaned, toilets cleaned, desks wiped where clear, floors vacuumed or mopped in main areas.

Weekly: meeting rooms properly cleaned, internal glass and door handles, skirting in high-traffic areas, fridge cleared of anything past its date.

Monthly or quarterly: inside kitchen cupboards and appliances, high-level dusting, window sills, deeper floor care.

If it isn’t written down, assume it isn’t included.

Frequency that matches how you use the space

A 12-person office with a shared kitchen needs more than one with the same headcount working mostly from home. We’ve written more on this in how often should an office be professionally cleaned.

Hours and access

Decide whether cleaning happens before staff arrive, after they leave, or during the day. Then agree the practical bits: keys or fobs, alarm codes, who to call if the building is locked, and what happens on bank holidays. Put a named contact on both sides.

Supplies and consumables

Two separate things, often confused. Cleaning products and equipment are normally the cleaning company’s responsibility. Consumables like toilet roll, hand soap, bin liners and paper towels can go either way. Agree who buys them and who spots when they’re running low.

Quality checks

Ask how the work gets checked. A supervisor visit, a checklist signed off per clean, photos. Whatever the method, you want a way to raise something and get it fixed quickly, not a phone number that goes to voicemail.

Insurance

Ask for a copy of the company’s public liability insurance. Any reputable cleaning company will send it without fuss.

Notice period and a trial

Look for a reasonable notice period rather than a long lock-in. Better still, start with a trial. It’s how we work with new business clients: we agree the scope, deliver the first cleans, and only then talk about a regular schedule. If the standard isn’t right, you find out early.

Next step

If you’re setting up office cleaning in London, or your current arrangement isn’t working, tell us about the space: size, headcount, hours and what’s been going wrong. Or call 020 7205 7386.