A janitorial contract is meant to prevent arguments. When the scope, schedule, and responsibilities are written down, both sides know what should happen and how to fix it when it does not. This guide covers the key sections to look for or ask for. It is general information, and for anything binding you may want your own attorney to review.
1. Scope of work
The scope lists what will be cleaned and how. Good scopes are organized by area, such as restrooms, offices, kitchens, entrances, and common areas, with specific tasks under each. Compare these two lines:
- Weak: "Clean restrooms."
- Strong: "Clean and disinfect toilets, urinals, sinks, and counters; restock supplies; empty waste; mop floors."
The second one can be checked. The first cannot. Our page on janitorial services shows how tasks are usually grouped.
2. Frequency
State how often each task happens. Most contracts separate tasks into daily or nightly, weekly, monthly, and periodic. For example, restrooms may be nightly, baseboards weekly, and carpet extraction quarterly. Also state which days of the week service occurs and the time window. If your business closes for holidays, say whether service is skipped or moved.
3. Exclusions
List what is not included. This is as useful as the scope itself. Common exclusions are:
- Interior window washing above a certain height.
- Biohazard or medical waste.
- Moving heavy furniture or equipment.
- Specialty floor work like stripping and waxing.
- Post-construction cleanup, which is a different service. See post-construction cleaning.
If something is excluded, ask what it costs as an add-on so you can plan.
4. Supplies and equipment
Say who supplies what. Cleaning chemicals and equipment usually come from the contractor. Consumables like paper towels, toilet paper, soap, and trash liners are sometimes supplied by the client and sometimes billed by the contractor. Write it down. If you want specific products, such as unscented or plant-based cleaners, put that in the contract.
5. Pricing and payment
Describe the price structure: flat monthly fee, hourly rate, or per-visit price. Include the invoice schedule, payment terms, and any late fees. Clarify how price changes work. If the contractor can raise rates, how much notice do you get? Are there caps? Also ask how extra requests are priced. Our pricing page explains what usually affects the quote.
6. Staffing and screening
Ask for language on how cleaners are screened and supervised. It is reasonable to require that workers have passed background checks and that the contractor stays responsible for its own employees. If you want the same crew on your site, ask whether that can be included.
7. Insurance and liability
The contract should state the insurance the contractor maintains, such as general liability and workers' compensation, and give you a current certificate. It should also address who is responsible for damage or loss. Read this section carefully, and ask your attorney or insurance agent about anything unclear.
8. Access and security
Cover keys, key cards, alarm codes, and who has them. Specify areas that are off limits. State what happens if a key is lost, and who is notified. Clarify what the crew does if a door is unlocked or something looks wrong.
9. Quality control and inspections
Define how work is checked. A good contract includes a way to report problems and a time for the contractor to correct them, such as by the next visit or within twenty-four hours. Some clients add a monthly review meeting. Regular inspections, such as our 75-point inspection, help keep quality steady between reviews.
10. Term, renewal, and termination
- How long is the initial term?
- Does the contract auto-renew, and how much notice is needed to stop it?
- Can either side cancel without cause, and with how many days' notice?
- Can you cancel if service fails repeatedly and is not corrected?
Shorter terms and clear exit clauses give you leverage if service slips.
11. Changes to scope
Your needs will change. Add a simple process for adjusting the scope, such as a written change request with an updated price. That prevents disputes about what a verbal request meant.
Checklist before you sign
- Scope is listed by area and by task.
- Frequency and schedule are stated.
- Exclusions and add-ons are defined.
- Supplies and equipment responsibilities are clear.
- Pricing, increases, and payment terms are written.
- Insurance certificate is attached.
- Access rules and correction process are included.
- Termination terms are fair to both sides.
Bethel J Cleaning Services provides written quotes and scopes for commercial cleaning nationwide, with vetted, background-checked cleaners and organic, pet-safe materials. Request a free quote and we will put the details in writing.