What to Look for in a Commercial Cleaning Contract (Before You Sign)

I’ve seen a lot of cleaning contracts over the years, including ones from competitors that my clients showed me after things went sideways. The pattern is almost always the same: vague language on scope, aggressive cancellation terms, and no accountability built in. A bad contract protects the cleaning company. A good contract protects both sides.

Here’s what every facility manager should check before signing a commercial cleaning agreement.

A Detailed Scope of Work (Not “General Cleaning”)

This is the section that matters most, and it’s the one most people skim. Your scope of work should list every task the cleaning company will perform, how often each task happens, and which areas of the building are covered. “General office cleaning” is not a scope of work. It’s an invitation for arguments.

A proper scope breaks tasks into categories. Nightly tasks might include trash removal, restroom cleaning, vacuuming, mopping, and break room sanitation. Weekly tasks might include dusting, glass cleaning, and conference room deep cleaning. Monthly tasks might include baseboard wiping, vent dusting, and light fixture cleaning. Quarterly or annual tasks might include carpet extraction, floor stripping and waxing, and window washing.

Every task should be spelled out. If window tracks aren’t in the scope, they won’t get cleaned, and you’ll be frustrated when they don’t. If you want the inside of the microwave wiped daily, it needs to say that. Assumptions are where cleaning contracts fall apart.

Cleaning Schedule and Hours

The contract should specify what days and hours the crew will be on-site. Most commercial cleaning happens after business hours (typically 6 PM to midnight), but some facilities need overnight service, early morning service, or day porter coverage during business hours.

Make sure the schedule aligns with your operations. If your office runs late, an early-evening crew will be disruptive. If you have a warehouse with overnight shifts, the cleaning crew needs to work around active operations. The contract should also address what happens on holidays. Are they included or skipped? If skipped, is there a makeup day?

Contract Length and Cancellation Terms

This is where I see the most predatory language. Some companies lock you into 12- or 24-month contracts with early termination fees equal to the remaining contract value. If a company needs to trap you financially to keep your business, that should concern you.

Allied offers month-to-month agreements. I’d rather keep clients because the work is good than because a contract says they can’t leave. If you’re evaluating companies that require annual contracts, at minimum make sure the cancellation clause is reasonable (30-60 days written notice, no early termination penalty beyond the notice period).

Also check for automatic renewal language. Some contracts renew for another full term unless you send written notice 60-90 days before expiration. That’s a calendar trap, and it’s intentional.

Pricing Structure and Price Increase Terms

The contract should clearly state your monthly cost, what it covers, and when or how the price can change. Fixed monthly pricing is standard for recurring commercial cleaning. Watch for language that allows price adjustments at the company’s discretion with short notice.

Reasonable contracts include a clause allowing annual price adjustments (typically tied to CPI or a fixed percentage cap of 3-5%) with 30-60 days advance notice. Unreasonable contracts allow the company to raise prices at any time with 15 days notice or less. Read this section carefully.

Also confirm whether supplies and equipment are included in the price or billed separately. At Allied, everything is included. Some companies quote low but then charge for trash liners, paper products, or equipment usage on top of the service fee.

Insurance and Liability Requirements

The contract should state that the cleaning company maintains general liability insurance (minimum $1 million per occurrence), workers’ compensation insurance, and bonding. It should also include an indemnification clause that protects you from liability for injuries to their employees and damage caused by their crews.

Ask for the certificate of insurance to be attached as an exhibit to the contract, not just referenced. And confirm you’ll be listed as an additional insured or certificate holder so your insurance company is notified if their coverage lapses.

Quality Standards and Complaint Resolution

A good contract includes a process for addressing quality issues. What happens when a task is missed? When you’re unsatisfied with the work? The contract should spell out how to report issues, the response timeline, and what remedies are available (re-clean at no charge, credit, escalation path).

At Allied, every client gets a dedicated account manager. If something’s off, you call one person who handles it directly. That accountability should be in the contract, not just in a sales pitch. Ask whether you’ll have a single point of contact and whether quality inspections are built into the service.

Employee Screening and Security

Your cleaning crew has after-hours access to your entire facility. The contract should address background checks, key/access card handling, and security protocols. Specifically, look for language confirming that all employees pass criminal background checks, that keys and access credentials are tracked and returned upon employee separation, and that the company accepts responsibility for losses caused by their staff.

If the company subcontracts any of the work, the contract should address whether the same screening standards apply to subcontractors. (Better yet, hire a company that doesn’t subcontract at all.)

Green Cleaning and Product Specifications

If green or sustainable cleaning matters to your organization (and it should, given the impact on indoor air quality), the contract should specify what products will be used. Vague promises like “eco-friendly products” mean nothing. Look for certifications: Green Seal, EPA Safer Choice, or specific product names. Allied’s contract specifies Green Seal Certified products across every account because that’s our standard, not an upsell.

Your Checklist Before Signing

• Detailed scope with task frequencies (nightly, weekly, monthly, quarterly)
• Specific schedule and hours, including holiday policy
• Month-to-month or reasonable cancellation terms (30-60 days notice)
• Clear pricing with annual adjustment caps
• Supplies and equipment included (not billed separately)
• Insurance certificates attached, with you as additional insured
• Quality complaint process with response timeline
• Background checks confirmed for all employees
• Key/access credential handling protocol
• Product certifications specified (Green Seal, EPA Safer Choice)
• No automatic renewal traps

Need a Cleaning Contract You Can Actually Read?

Allied Facility Care uses straightforward, month-to-month agreements with detailed scopes of work. No long-term lock-ins, no surprise fees, no vague language. If you’d like to see what a fair commercial cleaning contract looks like, call 888-316-3234 or request a free estimate and I’ll walk you through ours.