What Should Be Included in a Commercial Cleaning Contract? A Complete Guide for Businesses

Signing a commercial cleaning contract shouldn't feel like taking a leap of faith.

Unfortunately, many businesses don't realise what's missing from their agreement until something goes wrong.

Perhaps the cleaner doesn't turn up one evening.

Maybe standards begin to slip after a few months.

Or you discover that the quotation didn't include cleaning materials, supervision or holiday cover.

By then, it's often too late.

Over the years we've reviewed dozens of contracts from businesses looking to change cleaning providers. One thing quickly becomes clear—many contracts are surprisingly vague.

Some simply state "office cleaning" without explaining exactly what that means.

Others fail to specify how often quality inspections will take place, who's responsible for consumables or what happens if the regular cleaner is on annual leave.

A good commercial cleaning contract protects both the client and the cleaning company. It creates clear expectations, avoids misunderstandings and provides a framework for delivering a consistently high standard of service.

If you're about to appoint a new cleaning contractor, here are the key things your agreement should include.

A Clear Description of the Cleaning Service

This may sound obvious, but it's one of the most important sections of the contract.

Your agreement should clearly explain:

• Which areas will be cleaned

• How often they'll be cleaned

• What tasks will be completed

• Which tasks are carried out daily, weekly or monthly

For example, "clean office" is too vague.

A better specification would include:

• Vacuum all carpeted areas

• Damp mop hard floors

• Empty internal waste bins

• Disinfect desks and touch points

• Clean kitchens

• Sanitize washrooms

• Polish internal glass

• Replenish consumables (if included)

The more detailed the specification, the fewer misunderstandings there will be later.

Cleaning Schedule

A professional contract should state exactly when cleaning will take place.

Questions to consider include:

• Daily or weekly?

• Morning or evening?

• Weekend cleaning?

• Bank Holidays?

• Emergency call-outs?

Businesses often evolve over time, so it's helpful if the contract also explains how additional cleaning hours can be requested.

What's Included in the Price?

One of the biggest causes of disagreement is assumptions.

Many clients assume everything is included.

Some contractors assume it isn't.

Your quotation should clearly explain whether the price includes:

• Labour

• Supervision

• Cleaning equipment

• Cleaning chemicals

• Uniforms

• Insurance

• Holiday cover

• Sickness cover

• Quality inspections

It should also clarify whether consumables such as toilet rolls, hand soap, paper towels and refuse sacks are included or supplied separately.

Transparency benefits everyone.

Staff Training and Vetting

You are trusting cleaners with access to your workplace, often outside normal business hours.

Your contract should explain how staff are recruited and trained.

Ask whether cleaners receive training in:

• COSHH

• Manual handling

• Infection prevention

• Colour-coded cleaning

• Health and Safety

• Safe use of equipment

• Data confidentiality

It is also worth confirming that Right to Work checks, references and, where appropriate, DBS checks are completed.

Supervision and Quality Assurance

One question we always encourage businesses to ask is:

"How do you know the cleaning has been completed properly?"

The answer shouldn't be:

"Because nobody has complained."

Professional cleaning companies carry out regular inspections.

These inspections help identify issues early and maintain consistent standards.

Your contract should explain:

• How often supervisors visit

• Whether inspection reports are completed

• How customer feedback is recorded

• What happens if standards fall below expectations

Health and Safety Responsibilities

Cleaning involves chemicals, electrical equipment and manual handling.

Your cleaning company should have clear Health and Safety procedures in place.

The contract should reference:

• Risk assessments

• COSHH assessments

• Safe systems of work

• Accident reporting

• PPE requirements

If you operate in healthcare, education or other regulated sectors, additional procedures may also apply.

Insurance

Every professional cleaning company should hold adequate insurance.

At a minimum, ask for confirmation of:

• Public Liability Insurance

• Employers' Liability Insurance

Some businesses also require Professional Indemnity Insurance or additional sector-specific cover.

Don't be afraid to ask for certificates.

A reputable contractor will expect the question.

Communication and Reporting

Good cleaning companies don't disappear once the contract is signed.

Your agreement should explain:

• Who your main point of contact is

• How issues should be reported

• Response times

• Escalation procedures

Communication shouldn't only happen when invoices are due.

Regular reviews help keep standards high and strengthen the working relationship.

Holiday and Sickness Cover

One of the biggest concerns businesses have is continuity.

What happens if the regular cleaner is unavailable?

A professional contractor should already have contingency plans.

The contract should explain how holiday and sickness cover is managed so your service continues without interruption.

Flexibility

Businesses change.

You may recruit more staff.

Move departments.

Open another floor.

Extend opening hours.

Your cleaning contract should be flexible enough to adapt.

Look for a company that's willing to review cleaning schedules as your business evolves.

Contract Length and Notice Period

Always understand:

• How long the agreement lasts

• Renewal terms

• Notice period

• Termination clauses

Long contracts aren't necessarily a problem—but they should be fair.

If standards consistently fall below expectations, there should be a clear process for resolving issues.

What a Great Cleaning Contract Looks Like

The best contracts don't rely on complicated legal language.

They're clear.

Transparent.

Easy to understand.

Most importantly, they accurately reflect the service that will actually be delivered.

When expectations are clear from the beginning, relationships tend to last much longer.

Why Moonlit Cleaning Services Does Things Differently

At Moonlit Cleaning Services, we believe every client deserves complete transparency.

Before any work begins, we carry out a detailed site survey, discuss your requirements and prepare a tailored cleaning specification.

Our quotations clearly explain what's included, how often cleaning will take place and how we maintain quality through regular supervision and inspections.

We don't believe in hidden costs or unrealistic promises.

We believe in delivering exactly what we've agreed—and building long-term relationships based on trust, consistency and communication.

Frequently Asked Questions

What should a commercial cleaning contract include?

A professional contract should include the cleaning specification, schedule, pricing, supervision arrangements, staff training, insurance, quality assurance, communication procedures and contract terms.

Should cleaning equipment be included?

Most commercial cleaning companies include equipment and cleaning products within the contract. Consumables may be supplied separately depending on the agreement.

How often should cleaning specifications be reviewed?

Most businesses benefit from reviewing their cleaning specification annually or whenever occupancy or business operations change.

Can a commercial cleaning contract be customised?

Absolutely. Every workplace has different requirements, and the cleaning specification should

reflect how the building is actually used.

Final Thoughts

A commercial cleaning contract is more than a legal document. It's the foundation of your relationship with your cleaning provider.

The clearer the agreement, the easier it is for both parties to deliver and maintain high standards.

Before signing any contract, take the time to understand exactly what's included, how quality will be monitored and who you'll be working with.

If you're looking for a transparent, fully managed commercial cleaning service in London, Moonlit Cleaning Services would be pleased to provide a free site survey and a detailed, no-obligation proposal tailored to your business.

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