Commercial Cleaning Contract Checklist

Most disagreements between businesses and their cleaners don't come from bad cleaning. They come from different expectations that were never written down. One side thought "kitchen cleaned daily" meant the dishes too, while the other side thought it meant benches and sink. A clear agreement prevents that. This commercial cleaning contract checklist sets out what to agree, in writing, before you sign with a cleaning company for your office, warehouse, clinic or shop. It's written for Sydney business owners, office managers and strata or facilities managers. It isn't legal advice. For a large or long contract, have a lawyer review the final document.

1. Scope of Work

The scope is the heart of the contract. It should list every area and every task, not just "general cleaning". • Areas covered: list each room or zone, such as reception, offices, meeting rooms, kitchens, bathrooms, warehouse floor, stairwells and car park. Note any areas that are excluded. • Tasks per area: for example, in kitchens: wipe benches, clean sink, clean microwave inside and out, wipe fridge handles, empty bins, mop floor. Be specific about whether dishes, fridge clean-outs and dishwasher loading are included. • Consumables: who supplies toilet paper, hand towel, soap and bin liners? Who orders them, and is the cost included? • Equipment and chemicals: confirm the cleaner supplies their own. If you need specific products, such as fragrance-free products or a particular disinfectant, write it in. • Periodic tasks: carpet cleaning, window cleaning, hard floor stripping and sealing, and high dusting are often priced separately. List which are included and how often.

2. Frequency and Timing

• How many visits per week, on which days, and at what times. • Whether cleaning happens during business hours, after hours or early morning. • What happens on public holidays and over the Christmas shutdown. • How much notice is needed to change the schedule. If you're not sure what frequency you need, our guide on daily vs weekly office cleaning schedules walks through how to decide.

3. Insurance and Compliance

Ask for evidence, not just a yes. • Public liability insurance: request a current certificate of currency, and note the expiry date. • Workers compensation: if the company has employees, they should hold workers compensation insurance in NSW. Ask for proof. • ABN: confirm the business is registered. You can check an ABN on the Australian Business Register. • Subcontracting: will the company use subcontractors? If so, are subcontractors covered by the same insurance and held to the same standards? You may want a clause requiring your approval first. • Pay and conditions: cleaners in Australia are generally covered by the Cleaning Services Award. Fair Work Australia publishes the current conditions. A quote that seems unusually low may be a warning sign.

4. Work Health and Safety

Under work health and safety laws, both your business and the cleaning company have duties to keep people safe at your premises. The contract and onboarding should cover: • Safety Data Sheets (SDS) for every chemical brought onto your site. • Site induction: emergency exits, assembly point, first aid kit and any hazards such as forklifts or machinery. • How incidents and hazards are reported in both directions. • Working alone after hours, and the cleaner's check-in procedure. • Any site-specific rules, such as restricted areas, PPE, or no-go zones in a clinic or lab.

5. Security, Keys and Alarms

• How keys, swipe cards and alarm codes are issued, recorded and returned. • Whether the same staff will attend each visit. Consistency helps security and quality. • Whether police checks are required for staff, and who pays for them. • What happens if a key is lost, including who pays for rekeying. • Confidentiality expectations, especially for offices handling client or patient information.

6. Quality Control

• Inspections: how often will the cleaning company's supervisor inspect the site, and will they share the results? • Your checks: agree a simple checklist you can use for your own walk-through. • Complaints: who do you contact, how, and how quickly will an issue be fixed? Write the response time in. • Communication log: a shared email thread, an app, or a notebook on site for requests and notes. • Key contact: a named account manager, not just a general phone number.

7. Pricing and Payment Terms

We won't quote figures here, because pricing depends heavily on the size of the site, the scope and the frequency. Our guide to commercial cleaning pricing explains the factors involved. In the contract, make sure you understand: • Whether the price is a fixed monthly fee, a per-visit rate or an hourly rate. • What is included and what costs extra, such as consumables, periodic work and call-outs. • Whether GST is included. • How and when price reviews happen, and how much notice you'll get. • Invoice frequency and payment terms. • How one-off extras are approved before they are charged.

8. Term, Trial and Termination

• Contract length: month-to-month, 12 months, or longer. • Trial period: a short initial period lets both sides check the arrangement works. • Notice period: how much notice either side needs to give to end the contract. • Termination for poor performance: what process applies if standards repeatedly aren't met? • Handover: return of keys, cards and any equipment stored on site.

9. Environmental and Special Requirements

If they matter to your business, write them in: • Preference for low-fragrance or eco-certified products. • Waste separation and recycling streams. • Water and energy-saving practices, such as turning off lights after cleaning. • Allergy considerations for staff. • Specialised areas, such as medical rooms. See our medical centre cleaning checklist for an example of how detailed this can get.

A Quick Pre-Signing Checklist

Before you sign, confirm you have: • A written scope listing every area and task. • An agreed schedule, including holidays. • Certificates of currency for insurance. • SDS for chemicals and a site induction plan. • A key and alarm register. • A named contact and complaint response time. • Clear pricing, inclusions and price review terms. • A trial period and a notice period you're comfortable with.

How iCleanPro Approaches Commercial Contracts

We start every commercial cleaning or office cleaning engagement with a site walk-through and a written scope. You see exactly what will be done in each area and how often before you agree to anything. After the first few weeks, we review the scope with you, drop tasks that turn out not to be needed and add anything that was missed, so the agreement reflects how your site is actually used rather than how it looked on paper.

Frequently Asked Questions

What should be included in a commercial cleaning contract?

At minimum: a detailed scope by area, the visit schedule, insurance details, safety responsibilities, key and alarm arrangements, quality checks, pricing and payment terms, and the contract term with a notice period.

How long are commercial cleaning contracts usually?

It varies. Some businesses prefer month-to-month arrangements, while others sign longer agreements in exchange for set pricing. A trial period at the start helps either way.

Can I change the scope after signing?

Usually, yes, by agreement. A good contract explains how changes are requested, priced and confirmed in writing.

What happens if I'm not happy with the cleaning?

Use the complaint process in your contract and give the company a fair chance to fix the issue within the agreed time. If problems keep recurring, the termination clause sets out your options.

Talk to Us About Your Site

If you're reviewing your current cleaning arrangement or looking for a new provider in South West Sydney, contact iCleanPro to book a site walk-through and get a written scope. Related guide: Gym Cleaning Checklist for Fitness Studios and Gyms Related guide: Warehouse Cleaning in Western Sydney: Scope, Safety and Scheduling

Commercial Cleaning Contract Checklist: What to Agree Before You Sign