While some cleaning businesses will provide their own commercial cleaning contract, you may want to draw this up yourself. This cleaning contract will set out the terms and conditions you have both mutually agreed to, outlining all key information related to your agreement and it is there to protect both parties should any disagreements or misunderstandings arise.
So, what should you include in a commercial cleaning contract?
Below are some basics a good commercial cleaning services agreement should include. We also provide a basic commercial cleaning contract template that you can use and adapt for your own purposes if you want to skip straight to the template.
Please note: if you have a specific requirement that you require in your cleaning service, make sure that it is written into your contract so that both parties have a clear understanding upfront.
Contract Title
Give your contract a title, such as ‘Service Agreement’ or ‘Commercial Cleaning Services Contract’.
Dates
Provide dates to cover when the contract was agreed and which period of time it covers.
Contact Details
Include full contact details for both parties in the contract. This should include the main contacts names and job titles, email addresses and telephone numbers, plus registered business numbers.
Termination Rules
In the event that one party wishes to terminate the contract, it needs to be clear how they would go about doing that in a way that protects the other party. For example, is there a cooling-off period after initially signing the contract, or is there a period of written notice required to terminate the contract?
Services To Be Provided
The service to be provided by the commercial cleaning service needs to be outlined here in detail, including the specific tasks that will be performed as part of the agreement, how often and how frequently. If there is a set schedule that cleaning will take place, for example, 9 am – 10 am on Tuesdays or every day from 5 am – 6 am, then this should be listed here.
Supplies
This section should cover supplies that are necessary to carry out the services and who will be responsible for providing them. For example, the cleaning company may be responsible for providing all necessary cleaning supplies needed to complete the agreed cleaning tasks, but the business will supply electricity and water required to carry out the services onsite. If you require any particular supplies, such as eco-friendly cleaning products only or soap-free hand wash or anything else, this should be stated in this agreement.
Access
This section should cover any arrangements for access that the cleaning team may need to be able to access the premises. So, for example, any keys or access cards needed to carry out their duties. This is particularly important for any out-of-hours access required when the business is not open.
Rate
This section covers what the agreed rate is. If required, you can ask a cleaning company to provide a breakdown of what this covers, i.e. equipment, time, travel expenses, etc.
Accidental Damages
Here, you should cover what happens if accidental damage occurs. For example, if equipment is broken while cleaning duties are being performed. It can cover what will happen in this situation so there is an agreed procedure for handling this.
Payment
Payment terms should be detailed here, including how much is due to be paid, how often, when and how. For example, if it is an agreed monthly fee, due to be paid at the end of each month by BACS payment.
Signatures
To ensure the contract is valid, it needs to be signed by appropriate business representatives from the cleaning company and the business requiring the cleaning services. It should include printed names and job titles here, too.
Below is an example commercial cleaning services contract template you can adapt and use for your own business. Feel free to copy and paste the wording into your own business headed paper and tailor it to your requirements.
COMMERCIAL CLEANING SERVICES CONTRACT
Date agreed: ………………..
Client:
Business name:
Business address:
Registered Business No.:
Email address:
Telephone number:
Primary contact: “Name”, “Job Title”
Contractor:
Business name:
Business address:
Registered Business No.:
Email address:
Telephone number:
Primary contact: “Name”, “Job Title”
This contract is between ……………….. (client) and ……………….. (contractor) and is valid from ……………….. (starting date) until ……………….. (concluding date).
TERMINATION RULES
Thereafter, if either party wishes to terminate this contract within the dates stated above, written notice of termination will be required at least 14 days before the proposed termination date and a termination fee of ……………….. will need to be paid to the other party.
SERVICES TO BE PROVIDED
On a daily basis:
- Vacuum all floor areas
- Empty waste bins, bleach bins and replace bin liners
- Dust and disinfect all hard surfaces including IT equipment
- Dust and disinfect light switches, door handles and plug sockets
- Mop clean hard flooring with bleach solution
- Dust and disinfect toilets, sinks, cubicles and mirrors
- Empty sanitation bins
- Dust light fittings
- Dust and disinfect kitchen areas, including appliances and food preparation areas
- Replenish stock including soap, paper towels, hand sanitiser, washing up liquid, etc
- Steam clean carpet
- Polish hard flooring
- Clean windows
- Water office plants
- Dust and clean blinds
- Dust and clean skirting boards
- Dust and clean above door frames, clocks, picture frames and radiators
- Deep clean kitchen appliances, such as toasters, kettles, etc
- Clean external windows and doors
- Steam clean upholstery and any woven fabrics, such as fabric blinds
- High-level cleaning, i.e. ceilings
- Clean vents and disinfect vent covers
SUPPLIES
All tools and equipment related to cleaning will be provided in full by the contractor, including uniforms, cleaning supplies, cleaning equipment and any replenishments. The client will provide access to water and electricity for the purposes of carrying out cleaning duties only.
ACCESS
All tools and equipment related to cleaning will be provided in full by the contractor, including uniforms, cleaning supplies, cleaning equipment and any replenishments. The client will provide access to water and electricity for the purposes of carrying out cleaning duties only.
ACCIDENTAL DAMAGES
In the event that accidental damages occur when cleaning services are being performed by the contractor, for example, breakages or damage to belongings, the contractor will replace or repair the items in question within one month of the damage occurring. If this timeline is not possible due to circumstances beyond the control of the contractor, then items should be replaced or repaired in a timely manner.
PAYMENT
The above payment covers:
- Supply of cleaning staff
- Supply of cleaning equipment and cleaning products
- Travel expenses incurred by cleaning staff
- Insurance costs
Signature: ………………………………………………… Date:
Name:
Job Title:
(Contractor)
Signature: ………………………………………………… Date:
Name:
Job Title:
(Client Signature 1)
Signature: ………………………………………………… Date:
Name:
Job Title:
(Client Signature 2 if applicable)
