Understanding Commercial Cleaning Contracts: What to Look for When Hiring a Professional Service

What is a Commercial Cleaning Contract?

At its core, a commercial cleaning contract is a formal agreement between a business and a cleaning service provider. The contract outlines the scope of services, responsibilities, costs, and expectations. More importantly, it protects both parties by clearly defining each one’s obligations.

A well-written cleaning contract leaves no room for misunderstandings, which can prevent disputes down the line. In essence, this agreement provides peace of mind, ensuring that you get the services you need while the cleaning company is clear on what’s expected of them.

The Basics of a Commercial Cleaning Contract

When you receive a commercial cleaning contract, it might be tempting to skim over the details and quickly sign on the dotted line. However, it’s crucial to fully understand the terms and conditions before making any commitments. After all, this contract governs how your business’s cleaning needs will be met for the foreseeable future.

A good cleaning contract should include the following:

1. Scope of Services

The scope of services is the foundation of the contract. This section should explicitly detail what cleaning tasks will be performed, where, and how frequently. The more detailed this section is, the better.

For instance, a typical office cleaning contract may include:

• General Office Cleaning: Dusting desks, vacuuming carpets, emptying trash bins, and cleaning restrooms.
• Surface Disinfection: Regular wiping down of high-touch areas like doorknobs, light switches, and communal kitchen areas.
• Floor Care: Sweeping, mopping, or waxing floors, as well as carpet cleaning.
• Restroom Sanitation: Cleaning and sanitizing toilets, sinks, mirrors, and refilling supplies like soap and paper towels.
• Window Cleaning: Either interior or exterior, or both, depending on the agreement.

Some businesses may require specialized services, such as biohazard cleaning or deep disinfection, especially in the healthcare or food service industries. Make sure that any services specific to your business are clearly outlined in the scope of services.

At MT Cleaning, we make it a priority to tailor the scope of our services to meet the unique needs of each business we serve. Whether your company is located in Billings, Laurel, or Park City, Montana, we ensure that our cleaning contracts cover all of your essential requirements.

2. Frequency of Cleaning

The frequency of cleaning is another important consideration when reviewing a commercial cleaning contract. Depending on your industry and specific needs, you may require daily, weekly, or biweekly cleaning services. It’s also common for businesses to schedule deep cleanings on a monthly or quarterly basis to supplement routine cleaning tasks.

For example, a high-traffic office might need daily vacuuming and trash removal, while a less-used space may only need weekly cleaning. Specialized environments like healthcare facilities may require more frequent and intensive cleaning protocols to meet hygiene standards.

MT Cleaning offers flexible cleaning schedules to meet the needs of every business, large or small. Whether you operate a commercial property in Lockwood or an office in Billings, we’ll create a cleaning plan that works for you.

3. Cost and Payment Terms

When reviewing a cleaning contract, the cost section is one of the first things most business owners look at. It’s important to understand not only the total cost but also how that cost is broken down. Some companies charge a flat rate, while others base their pricing on square footage, the number of services provided, or the frequency of cleaning.

Make sure the contract clearly states:

• The Total Cost: What will you be paying per cleaning or per month?
• Payment Frequency: Will you be billed weekly, biweekly, or monthly?
• Additional Fees: Are there any extra charges for special services, such as window washing or carpet shampooing?
• Payment Terms: What are the payment terms? For example, is payment due 30 days after invoicing, or upfront?

Always ask for clarification if something seems unclear. At MT Cleaning, we believe in transparent pricing with no hidden fees. Our clients in Billings, Laurel, and the surrounding areas can rest assured that the price in the contract is the price they’ll pay.

4. Supplies and Equipment

Some cleaning companies provide their own cleaning supplies and equipment, while others may require the business to supply items like trash bags, paper towels, or cleaning chemicals. Ensure that the contract specifies which party is responsible for providing supplies and equipment.

At MT Cleaning, we provide all necessary cleaning supplies and equipment to get the job done, including eco-friendly and non-toxic products for businesses that prioritize sustainability.

5. Insurance and Liability

Insurance is an often-overlooked but critical component of any cleaning contract. The cleaning company you hire should carry liability insurance to protect both parties in case of accidents, damage, or injuries that occur while services are being performed. Always confirm that the company is adequately insured, and make sure the contract includes a clause addressing liability for damage to property or equipment.

Additional Clauses to Consider

In addition to the basics, there are a few other clauses that are important to consider when reviewing a commercial cleaning contract. These may not apply to every contract but are worth discussing with your cleaning provider.

1. Termination and Cancellation Policy

You should be aware of the cancellation policy before signing any contract. Can you cancel at any time, or is there a required notice period? Some contracts have a 30- to 60-day notice period, while others may impose penalties for early termination. Always check for flexibility here, particularly if this is your first time working with the company.

2. Performance Guarantees

Does the contract include any guarantees about the quality of service? Some companies may offer satisfaction guarantees or refunds if specific benchmarks aren’t met. This can provide peace of mind if you're concerned about the quality of cleaning services.

Service Options to Tailor Your Contract

Depending on the nature of your business, you might require more than just basic cleaning. Commercial cleaning companies often offer a variety of specialized services that can be tailored to your specific needs. Here are a few to consider:

1. Deep Cleaning

A deep cleaning goes beyond basic services and is especially important for high-traffic areas or spaces that haven’t been cleaned thoroughly for a while. This could involve tasks like carpet shampooing, scrubbing tile grout, or cleaning air vents. Businesses often schedule deep cleanings quarterly or during seasonal changes.

2. Move Out Cleaning

When a business is vacating an office or commercial space, a thorough move out cleaning is essential. This ensures that the space is clean and ready for the next tenant or for final inspection by the landlord. Move Out cleaning typically involves deep cleaning floors, walls, fixtures, and often includes appliance cleaning if applicable.

3. Disinfection Services

In light of recent health concerns, many businesses are now seeking specialized disinfection services to ensure their workplaces are safe and sanitized. This could involve using EPA-approved disinfectants and cleaning methods to target high-touch surfaces like doorknobs, countertops, and communal equipment

Red Flags to Watch Out For

While most cleaning companies are reputable, there are a few red flags that you should be aware of when reviewing a cleaning contract:

• Vague Language: If the contract is unclear about services, schedules, or costs, ask for clarification. Avoid contracts that are overly vague or difficult to understand.
• Lack of References: A reputable cleaning company should be able to provide references or reviews from previous clients. If they refuse or seem reluctant to do so, consider it a warning sign.
• No Insurance: Never sign a contract with a cleaning company that lacks proper liability insurance. This could leave your business exposed to legal and financial risks in the event of an accident or damage
  

Protect Your Business with the Right Commercial Cleaning Contract

A commercial cleaning contract is more than just a piece of paper. It’s a critical tool for ensuring that your business receives the cleaning services it needs while protecting both you and the service provider. By focusing on the key elements—scope of services, costs, frequency of cleaning, and liability—you can sign a contract that meets your business’s unique needs and ensures high-quality, reliable service.

At MT Cleaning, we believe in making our contracts clear, comprehensive, and tailored to the individual needs of our clients. Whether you're in Billings, Laurel, or Park City, Montana, we're here to provide you with top-notch commercial cleaning services. If you're ready to learn more or need help navigating your cleaning contract, reach out to us today