What Office Managers Should Ask Before Hiring a Commercial Cleaner

Commercial cleaning contracts are usually signed on price and judged on consistency. The cheapest quote often becomes the most expensive contract once you factor in turnover, complaints, supply costs, and ultimately replacing them.

Here's what to ask before you sign, in the order that matters.

1. Can I see a written scope of work?

This is the single most important document in the relationship. A real scope of work lists every area and every task, and states frequency — daily, weekly, monthly, quarterly. It should say things like "restroom fixtures descaled weekly" and "break room refrigerator interior monthly," not "general cleaning."

If a company can't produce this before signing, the relationship will be defined by interpretation — which means arguments later about what's "included."

2. Are you insured, and can I have the certificate?

Ask for a certificate of insurance naming your company as additional insured. You want general liability, and you want workers' compensation. Without workers' comp, an injury on your premises can become your problem.

A professional operation sends this within a day without hesitating. Hesitation is the answer.

3. Who will actually be cleaning my building?

This question predicts quality more than any other. Ask:

• Are employees W-2 or subcontractors?
• Will it be the same crew each visit, or whoever's available?
• Who supervises, and how often do they walk the building?
• What's the screening process for staff entering after hours?

Rotating crews are the number one cause of declining quality in commercial contracts. A crew that knows your building — where the alarm panel is, which doors stick, which executive likes their desk untouched — will always outperform a crew learning it fresh.

4. How do you handle quality control?

"We do good work" is not a system. Ask for the actual mechanism: scheduled inspections, sign-off sheets, a supervisor walkthrough, or a photo log. Then ask how often it happens and whether you get a report.

A good answer sounds procedural. A bad answer sounds like a promise.

5. What's the pricing model — and what changes it?

Commercial cleaning is usually priced per visit, per square foot, or monthly flat. Whichever it is, ask what triggers a price change:

• Are supplies and consumables (paper, soap, liners) included or billed separately?
• Is there a fuel or travel surcharge?
• What's the rate for one-off jobs like post-construction or event cleanup?
• Is there a minimum contract term, and what's the cancellation notice?

6. What happens when something goes wrong?

Something will go wrong eventually. Ask how complaints are handled, what the response time is, and whether the same person who sold you the contract is the one you call about a problem.

Best answer: a named point of contact, a service guarantee in writing, and a defined window to fix it. Worst answer: "just call the office."

Red Flags

The One Question Most People Forget

"What would you do differently if this were your building?"

It separates companies who've thought about your specific space from companies who are quoting a template. A real answer will mention something you hadn't considered — a high-dust area, a restroom that needs extra attention, a floor type that needs a different product.