When hiring a new cleaning service, the contract provided is incredibly important and should be read carefully before jumping right in. The contract should outline the expectations of the cleaning service including exactly what tasks are to be carried out, when the cleaning will take place, how much the cleaning will cost and other details such as complaints and notice period of cancellation. In the event the cleaning service is not providing the high-standard service you would expect, the contract can be referenced and used to iron out any kinks. Here are some typical examples of what you should expect to see..
Terms of Business
Firstly, the contract should state the two main parties to which the contract is referring to.
The contractor/ cleaning service provider: Full name of business
&
The client: Full name of business as well as the full address (The address is important as this states where the cleaning will be taking place).
The date when the contract will begin.
Services
A description of the tasks that are expected to be carried out IE, vacuuming, emptying bins, polishing desks etc – This will have previously been discussed.
The days and times when the cleaning will take place IE Monday to Friday from 6:30pm - it’s likely the contractor has been instructed to carry out cleaning during the offices ‘out of hours’ and it’s not a bad idea to include this in the contract. You wouldn’t want a cleaner showing up mid-day!
If there have been discussions of additional ‘extra’ cleaning tasks, whether carried out on a regular basis or an ad-hoc basis, a brief description should be included in the contract.
It may even be a possibility to have a brief description of services that are not included. For example, the contractor may not be insured to carry out carpet or upholstery cleaning and therefore this is a service they cannot provide.
Outline who’s responsibility will it be to provide cleaning products and equipment.
In my opinion this section should include as much detail as possible. This avoids any confusion later down the line as there is a clear expectation of what can and will be achieved by the cleaning service provider.
Cleaners
Providing details on how the staff will be trained/prepped can give comfort to the client in knowing the contractor has correctly informed the cleaners in what is expected. Some examples include:
“We will provide a cleaner to carry out the agreed services that we believe to be suitable for the role meaning they are reliable, discreet and honest. Any designated cleaner will be expected to read and interpret labels on cleaning products and observe safe use and handling of cleaning products… “
Contract period
The date in which the contract begins should be provided as well as an end date. The client may have a specific time scale in which they need the services of the cleaning company ie 6-month period. Or perhaps the contract will be a rolling contract to which each party agrees to give a one month notice period to end the contract.
Access & Keys
This section should include details of the keys/access cards that have been provided to the contractor. It is important to have this in writing so both parties are aware of who has what keys.
Client complaints
A complaints procedure will be outlined in the contract including who should the complaint be made to (provide email or contact telephone number and name), how the complaint will be handled and what will be charged (or not charged). A reputable company would typically offer to re-clean the area/object in question free of charge.
Insurance, loss and damage
The contractor should provide details of their Public liability insurance including: the liability for claims will be limited to the maximum amount possible to recover from the public liability insurer.
Other factors to consider include circumstances in which the contractor will not except liability ie general wear and tear resulting from the cleaning.
Charges and payments
When and how will the charges be invoiced? “Invoices will be sent monthly in arrears.”
How much will the cleaning cost? Costs will have been agreed beforehand
When will this be paid? Typically paid within 31 days of receiving the invoice
How will it be paid? Bank transfer to the agreed bank account details
Late payment fees will also be included in this section and will include the procedure that will be actioned if this event occurs.
A date may be given to clarify when the charges will be reassessed.
Termination
Specifies a notice period to which either the contractor or the client can give to terminate the contract and how this should be done ie written notice.
Other sections that may be included in a cleaning contract would be; a cancellation policy, clients obligations and no poaching of cleaning staff.
Hopefully, this blog has been useful in providing some insight into what to expect from a cleaning contract and has shone a light on why the cleaning contract is so important in ensuring the best for all parties involved.
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