The 10 Must‑Ask Questions Before You Sign an Office Cleaning Contract

What questions should you ask before signing an office cleaning contract?

Before you commit to any office cleaning service contract, make sure you understand exactly what is covered. Ask which areas are included, who will be delivering the service, how performance is tracked, and how flexible the terms are. These questions can help you avoid hidden costs, unreliable service, and difficult cancellation terms.

Too often, businesses focus only on the price and skip essential details. An office manager might go with the cheapest option, thinking it is a quick win. Within weeks, the bins are overflowing, cleaning is inconsistent, and complaints lead nowhere. Worse still, the contract locks them in with no flexibility.

This article gives you the tools to avoid that outcome. It is a structured checklist of smart cleaning procurement tips. Each one is designed to give you control and protect your investment.

1. What Exactly Will Be Cleaned and How Often?

Not all cleaning services cover the same service scope or follow the same schedule. Always confirm the details in writing:

• Identify which areas are cleaned daily, weekly, or monthly

• Clarify whether reception areas, kitchens, or server rooms are included

• Determine if consumables like bin liners, toilet paper, or soap are provided or charged separately

Missing this step could mean key spaces are left out or extra charges appear later. Knowing exactly what is included helps align expectations with reality and avoid misunderstandings.

Included vs Not Included Checklist

2. Are You Fully Insured and Health & Safety Compliant?

Cleaning comes with health and safety risks. If your provider is not fully insured or compliant, your business could be liable.

You should ask for:

• Public and employer’s liability insurance

• COSHH compliance for handling cleaning chemicals

• Current risk assessments in line with HSE guidance

Any professional cleaning company should be able to produce these documents quickly. This demonstrates their commitment to health and safety, as well as legal compliance.

3. What Qualifications or Accreditations Does Your Company Hold?

Accreditations show that a cleaning company takes training, standards, and safety seriously. Ask whether the company has:

• Membership of BICSc (British Institute of Cleaning Science)

• ISO 9001 (quality management) or ISO 14001 (environmental management)

• SafeContractor or CHAS approval

• Any industry recognition from the British Cleaning Council

These credentials help you compare providers on more than just price.

4. Who Will Actually Be Doing the Cleaning and Are They Vetted?

Cleaning staff often work unsupervised in your building, so you need to know who they are.

Find out the following:

• Whether the cleaners are employees or subcontractors

• If they are DBS checked

• What training they receive and whether they wear uniforms

Letting unknown, unvetted staff into your workplace increases the risk of poor service and even security breaches. Vetting and training must be part of the provider’s approach.

5. What Happens If the Service Falls Below Standard?

Ask what processes are in place when things go wrong. Even strong providers can occasionally miss the mark.

Check the following:

• Whether there is a Service Level Agreement (SLA)

• The response times for complaints

• The steps taken to correct problems or issue refunds

Seeing these terms in writing provides peace of mind and demonstrates accountability. A formal contract terms audit can help verify how robust their service guarantees are.

6. Are There Any Hidden Fees or Extra Charges I Should Know About?

Low quotes sometimes exclude essential items or services. Request a detailed breakdown of:

• Cleaning supplies and consumables

• Additional charges for weekends or holidays

• Emergency or call-out cleaning fees

• Whether VAT is included

Being clear about the total cost helps you manage your budget and avoid surprises.

7. Can the Contract Be Adapted If Our Needs Change?

Your cleaning needs may shift as your business grows, downsizes, or hosts events. A good provider should adapt to your changing requirements.

Ask the following:

• If the contract includes regular review periods

• Whether services can be scaled up or down quickly

• If you can request one-off services without additional complexity

Flexible contracts are more practical and better suited to modern office environments. A review of your cleaning contract adaptability should be part of any mid-year supplier evaluation.

8. What’s the Cancellation Policy and Notice Period?

Never sign a contract without checking how to exit it. Some providers include long notice periods or harsh penalties.

Confirm the following:

• The minimum term

• The required notice period

• Any penalties for early termination

• Whether the contract auto-renews without warning

Understanding your options from the beginning makes it easier to walk away if the service is not satisfactory.

9. How Will Cleaning Performance Be Measured and Reported?

Cleaning quality should be easy to track. Ask how the provider handles monitoring and reporting. Key questions include:

• Whether there are regular on-site audits

• If cleaners use QR codes or digital log-ins

• How frequently you will receive updates or reports

A clear feedback loop helps maintain high standards. Digital tools and cleaning quality audits provide transparency.

10. Do You Offer Eco-Friendly or Sustainable Cleaning Options?

Sustainability is a priority for many businesses. Cleaning providers should support those goals.

Ask the following:

• Whether non-toxic, eco-certified products are used

• If waste reduction and recycling processes are followed

• If staff are trained in sustainable methods

• Whether the company holds green accreditations like ISO 14001 or DEFRA support

Environmentally responsible cleaning improves your workplace and reinforces your company’s ESG values.

How to Compare Cleaning Providers Beyond Price

When reviewing quotes or speaking with providers, follow-up questions help you assess service quality. Consider asking:

• What is your average staff turnover rate?

• How do you handle emergency cleaning requests?

• What is your typical response time for complaints?

• Can you share examples of how service issues were resolved?

• How do you manage continuity when regular staff are absent?

These questions give you a realistic view of long-term service quality and responsiveness.

Take Control Before You Commit

Use this ten-question checklist to guide your cleaning contract decisions. It will help you:

• Avoid unexpected charges or vague service levels

• Compare providers based on performance, not just price

• Choose a reliable partner who meets your business needs

Spending ten minutes asking these questions now can save time, money, and stress later.

If you want a cleaning provider that values transparency, Double Check Security Group is ready to support you.