· 2 min read
How to write a cleaning specification for your office
A clear specification is the difference between a cleaner you have to chase and one you can forget about. Here is what to put in it.
Most complaints about office cleaning come back to one thing: nobody wrote down what "clean" means for that building. A cleaning specification fixes that. It is a short document that lists each area, the tasks to be done there and how often, so you and your contractor are working to the same standard.
Start with a walk round
Walk the office at the busiest time of day and note every area that gets used. Include the obvious spaces, such as desks and kitchens, and the ones people forget, such as the bin store or the meeting room nobody books until a client visits.
For each area, write down what bothers people when it is not done. That list becomes your task list.
Split tasks by frequency
A good specification separates daily work from periodic work. For a typical office:
- Every visit: empty bins, clean and restock washrooms, wipe kitchen surfaces, vacuum walkways.
- Weekly: dust ledges and skirting, polish glass partitions, clean inside microwaves.
- Monthly or quarterly: clean inside fridges, wash down doors, machine-clean hard floors.
Putting a frequency against each task stops a contractor quietly dropping the periodic work.
Be specific about standards
"Clean the kitchen" leaves room for argument. "Worktops, sink and appliance fronts wiped and dried, no food residue, bins emptied and relined" does not. Where it matters, say which product or method to use, for example pH-neutral cleaner on a sealed timber floor.
Add the practical details
Note access times, alarm and key arrangements, where cleaning equipment can be stored and who to contact if something is wrong. If you have rules about clear-desk policies or confidential waste, include those too.
Agree how quality is checked
Decide how often the site will be inspected and how missed items are reported. A simple shared checklist or a monthly walk round with your contractor is usually enough.
Review it every six months
Offices change. Teams grow and hybrid working changes which days are busy. A quick review twice a year keeps the specification, and the price, in line with how the building is used.
If you would like help, book a free site visit. We will walk the office with you and draft the specification as part of your quote.
