You're about to sign a contract for cleaning services. What should be in it? What should you avoid? How do you protect your business while getting good service?
Quick Answer: A commercial cleaning contract should include detailed scope of work, clear pricing, schedule, insurance requirements, termination clause, and performance guarantees. Avoid contracts longer than one year, early termination penalties, and vague scopes. Start with a trial period before committing long-term.
### What Are the Essential Contract Elements?
TL;DR: A cleaning contract must include: detailed scope of work (specific tasks, areas, frequency), clear pricing with all costs disclosed, schedule, insurance requirements ($1M liability minimum), termination clause (30 days standard), and performance guarantees.
Scope of Work
The most important section. This defines exactly what the cleaning company will do.
Should Include:
- List of all areas to be cleaned (offices, restrooms, break rooms, lobbies, etc.)
- Tasks for each area (vacuum, mop, dust, disinfect, etc.)
- Frequency (daily, weekly, monthly)
- Exclusions (what's NOT included)
- Supplies provided (who brings what)
Example:
"Daily: Vacuum all carpets, mop hard floors, empty trash, clean and restock restrooms, wipe break room surfaces. Weekly: Dust all horizontal surfaces, clean glass doors, spot clean walls. Monthly: Clean inside windows, high dusting, deep clean break room."
Pricing and Payment Terms
Clear pricing with no surprises.
Should Include:
- Monthly or per-visit price
- What's included in that price
- Additional charges (and how they're calculated)
- Payment terms (due date, late fees)
- Price increase terms (when, how much notice)
Watch Out For:
- "Plus supplies" (should be included)
- Unclear additional charges
- Automatic price increases without notice
Schedule
When and how often will cleaning happen?
Should Include:
- Days and times for cleaning
- Flexibility terms (can you change schedule?)
- Holiday schedule
- What happens when regular cleaner is out
Insurance and Bonding
Protect yourself from liability.
Should Include:
- General liability insurance (minimum $1 million)
- Workers' compensation coverage
- Bonding (theft protection)
- Certificate of insurance requirement
- Your company named as additional insured
Termination Clause
How can you end the contract?
Should Include:
- Notice required (30 days is standard)
- How to give notice (written, email)
- What happens during notice period
- Payment for services rendered
Avoid:
- Long termination notice (60+ days)
- Termination penalties
- Auto-renewal without notice
Performance Guarantees
What happens if service is poor?
Should Include:
- Quality standards
- Complaint process
- How issues will be resolved
- Right to terminate for poor performance
### What Should You Avoid in Cleaning Contracts?
TL;DR: Avoid contracts longer than one year, early termination penalties, vague scope of work ("clean office" without specifics), auto-renewal without notice, hidden charges (supplies, fuel surcharges), and annual price increase clauses.
Long-Term Lock-Ins
Avoid 2+ year contracts. One year is standard. Longer terms favor the cleaning company, not you.
Early Termination Penalties
Some contracts charge if you cancel early. Avoid these. A reasonable contract allows termination with notice.
Vague Scope of Work
"Clean office" is vague. "Vacuum carpets, mop hard floors, empty trash, clean restrooms" is specific. Vague scopes lead to disputes.
Auto-Renewal Without Notice
Some contracts auto-renew for another year if you don't cancel. Look for this clause. Require written notice before auto-renewal.
Hidden Additional Charges
"Plus supplies" or "fuel surcharge" or "holiday charges" that aren't in the base price. All charges should be disclosed.
Price Increase Clauses
Some contracts allow annual price increases. Look for terms like "rate may be adjusted annually." Negotiate fixed pricing for the contract term.
Excessive Liability Limits
Some contracts limit the cleaning company's liability. This protects them, not you. Remove or reduce these limits.
### What Are Standard Contract Terms?
TL;DR: Standard terms include 30-90 day trial periods, month-to-month or 12-month contracts after trial, Net 15-30 payment terms, 30-day termination notice, $1M general liability minimum, and $25,000 bonding minimum.
Trial Period:
Start with 30-90 days before a long-term contract. This lets you evaluate service quality.
Standard Terms:
After trial, month-to-month or 12-month terms are standard. You can always renew.
Payment Terms:
Net 15 or Net 30 is standard. Due within 15-30 days of invoice.
Notice Requirements:
30 days is standard for termination. 60 days is on the long side. Avoid 90+ days.
Insurance Minimums:
- General liability: $1 million minimum
- Workers' compensation: As required by law
- Bonding: $25,000 minimum
### What Are Red Flags in Cleaning Contracts?
TL;DR: Red flags include "we reserve the right to" language (unilateral changes), automatic renewal without notice, cancellation fees, prices subject to change during contract term, and liability limits that protect the company, not you.
"We reserve the right to..."
This language gives the cleaning company power to change terms. Remove or negotiate.
"Automatic renewal"
Contracts that renew without your action. Demand written notice before renewal.
"Cancellation fee of..."
Penalties for ending the contract. A good company doesn't need to lock you in.
"Price subject to change"
Fixed pricing should be guaranteed for the contract term.
"Liability limited to..."
Caps on the cleaning company's liability. They should stand behind their work.
### What Questions Should You Ask Before Signing?
TL;DR: Ask about satisfaction guarantees, backup staffing for absences, exactly what's included in the price, a detailed scope of work, and the termination process. Get all answers in writing.
What happens if I'm not satisfied?
They should have a complaint process. Ask how they handle quality issues. Ask how quickly they respond.
How do you handle staffing issues?
What happens when your regular cleaner is out? Do they have backup staff? How quickly can they send someone?
What's included in the price?
Everything should be included: labor, supplies, equipment, insurance. If anything is extra, it should be clearly listed.
Can I see the scope of work?
Review it carefully. Does it match what you discussed? Are all areas included? All tasks?
What's the termination process?
If you need to end the contract, how does it work? Get this in writing.
### What Contract Terms Can You Negotiate?
TL;DR: You can negotiate scope of work, cleaning frequency, pricing, contract length (shorter is better), termination notice, and trial periods. Don't negotiate on insurance minimums or scope clarity. Walk away if they won't provide insurance certificates or use vague scopes.
You Can Negotiate:
- Scope of work (add or remove tasks)
- Frequency (more or less cleaning)
- Pricing (compare to competitors)
- Contract length (shorter is better for you)
- Termination notice (30 days is reasonable)
- Trial period (request 30-90 days)
Don't Negotiate:
- Insurance minimums (protect yourself)
- Scope clarity (vague scopes cause problems)
- Payment terms (fair terms are standard)
Walk Away If:
- They won't negotiate reasonable terms
- The contract is too long
- There are termination penalties
- The scope is vague
- They won't provide insurance certificates
### What Does a Sample Contract Include?
TL;DR: A proper contract has sections for parties and term, detailed scope of work, schedule, pricing, insurance and bonding, termination terms, performance standards, and general legal terms.
Section 1: Parties and Term
Who's hiring whom, and for how long. Start date, end date, renewal terms.
Section 2: Scope of Work
Detailed list of tasks, areas, and frequency. Be specific.
Section 3: Schedule
Days, times, and frequency. Holiday arrangements. Flexibility terms.
Section 4: Pricing
Total price, payment terms, additional charges, price increase terms.
Section 5: Insurance and Bonding
Minimum coverage requirements, certificate requirements, additional insured status.
Section 6: Termination
Notice required, how to terminate, what happens during notice period.
Section 7: Performance and Quality
Standards, complaint process, resolution terms.
Section 8: General Terms
Indemnification, confidentiality, governing law, signatures.
### What Should You Do After Signing?
TL;DR: Keep a signed copy for reference, document quality issues in writing for termination decisions, review contracts before auto-renewal, and renegotiate terms if circumstances change.
Keep a Copy
Maintain the signed contract. Reference it when issues arise.
Document Issues
If quality is poor, document it. Written records support termination decisions.
Review Before Renewal
Don't auto-renew without reviewing. Assess quality, pricing, and terms.
Renegotiate When Needed*
If circumstances change, negotiate. Contracts can be amended by mutual agreement.
Need a fair cleaning contract? Get a free quote or call 630-349-2862. We offer clear contracts with reasonable terms.*