What should a commercial cleaning contract include?

A commercial cleaning contract sets out what your cleaning company will do, when, to what standard and for what price. A good one protects both sides. A vague one leads to arguments about what "clean" means, surprise charges and a cleaner you cannot easily replace.

This guide walks through the clauses a commercial cleaning contract should include and what to watch for before you sign. It is general guidance, not legal advice. For a large or complex contract, ask a solicitor to review it.

The parties, the premises and the start date

Start with the basics. The contract should name your business and the cleaning contractor, give the full address of every site covered, and state the start date. If you have more than one site, each should have its own schedule within the agreement.

The cleaning specification

The specification is the most important part of any cleaning contract. It should list:

• every area to be cleaned, such as offices, kitchens, washrooms, reception and stairwells
• the tasks in each area
• how often each task is done, whether every visit, weekly, monthly or quarterly

Periodic tasks matter most here. High-level dusting, inside fridges, machine floor cleaning and glass partitions are easy to drop quietly if they are not written down. Our guide to writing an office cleaning specification shows how to build one.

Days, hours and access

The contract should say which days the cleaning happens and between which times. Most London offices book early-morning or evening cleans so staff are not disturbed. Add the practical details too: key holding, alarm codes, where equipment can be stored and any building rules set by your managing agent.

Price, payment and price reviews

Check that the contract states:

• the price per visit, per week or per month
• what is included, such as products, equipment, washroom consumables and travel
• how extra work is priced, for example a one-off deep clean
• invoicing frequency and payment terms
• whether VAT is included

Look for a price review clause. Cleaning prices are mostly wages, and the National Living Wage rises every April. A fair contract explains when and how the price can change, and how much notice you get. A contract with no review clause can lead to a sudden request for more money, or to a contractor quietly cutting hours to absorb the cost.

Service standards and quality checks

A good contract explains how quality is measured and what happens when the standard slips. That usually means:

• regular inspections, for example a monthly walk round with your contact
• a named account contact and how to reach them
• how quickly missed tasks are put right after you report them

Staffing, cover and security

The contract should confirm that the contractor provides cover for holidays and sickness, so your clean still happens. It should also cover how cleaners are vetted, how keys and codes are handled, and that confidential material on desks is not moved or read. If you hold sensitive client information, say so in the contract.

Insurance and liability

The contractor should hold public liability insurance and employers' liability insurance. The contract should state the level of cover and who is responsible for damage or loss caused during cleaning. Ask for copies of the certificates and a note of the renewal date.

Health and safety

Expect the contractor to take responsibility for its own staff's health and safety, including COSHH assessments for the products they bring and risk assessments for your site. In managed buildings, the contract may also need to reference the building's own contractor rules.

Term, notice and ending the contract

This is where many businesses get caught. Look at:

• Length of the term. A rolling agreement gives you flexibility. A long fixed term locks you in, even if the standard drops.
• Notice period. How much notice either side must give to end the agreement.
• Termination for poor performance. Whether you can end the contract early if problems are reported and not fixed.

When a contract ends, the cleaners who worked on your site may have rights under the TUPE regulations, which can transfer them to a new contractor. It is worth asking your current contractor how they would handle a handover before you need one.

A short checklist before you sign

• The specification lists every area, task and frequency.
• The price says what is included and how it can change.
• Quality checks and a named contact are written in.
• Cover for holidays and sickness is confirmed.
• Insurance certificates have been provided.
• The notice period is one you can live with.

Clear terms from the first visit

At JJ Prime Clean Solutions, regular cleaning runs on a rolling agreement with an agreed notice period, so you are not tied into a long fixed term. We write the specification with you at a free site visit and confirm the terms in writing with your quote. Book your site visit, or read our 15 questions to ask a commercial cleaning company first.