10 Things to Check Before Signing a Commercial Cleaning Contract

# 10 Things to Check Before Signing a Commercial Cleaning Contract

Most businesses spend more time choosing a coffee machine than choosing a cleaning contractor. The result is a contract signed on the basis of price alone — and months of frustration when the service does not deliver.

This checklist is for businesses in Slough, Maidenhead, Reading, High Wycombe, Windsor, and across the Thames Valley. Work through it before you sign anything.

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1. Is the Scope of Works Written Down in Detail?

A cleaning contract should include a written scope of works that specifies exactly what will be cleaned, how often, and to what standard. Not a vague paragraph about "general cleaning" — a detailed schedule covering every area of your premises.

If the scope is vague, the contractor will interpret it in their favour. You will end up arguing about whether the kitchen was supposed to be cleaned daily or weekly, whether the windows were included, and whether the car park is in scope.

What to check: Ask for a draft scope of works before you sign. If the contractor cannot or will not provide one, walk away.

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2. Are All Staff DBS Checked?

If your premises are ever occupied by vulnerable people — patients, children, elderly residents — DBS checks are a legal requirement. But even for standard commercial environments, DBS checks are a basic safeguard.

Cleaning staff typically work in your building out of hours, often alone. They have access to every room, every desk, and every filing cabinet. Knowing they have been properly vetted is not a luxury — it is basic due diligence.

What to check: Ask for written confirmation that all staff who will work on your site hold current DBS checks. Ask whether checks are enhanced or basic (enhanced is preferable). Ask how often checks are renewed.

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3. Is the Contractor ISO Certified?

ISO 9001 (Quality Management) and ISO 14001 (Environmental Management) are the two certifications that demonstrate a contractor has documented processes, conducts audits, and manages quality systematically.

A contractor without ISO certification is not necessarily bad — but a contractor with it has been independently audited and verified. That matters when you are relying on them to maintain your premises to a consistent standard.

What to check: Ask to see the actual certificates — not just a claim. Check the validity date and the scope of certification. Verify the certificate number with the issuing body if you want to be certain.

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4. What Is the Complaint Resolution Process?

Things go wrong in any service relationship. The question is not whether problems will occur — it is how quickly and effectively they will be resolved.

A well-run cleaning contractor will have a documented complaint resolution process: how to raise an issue, who is responsible for investigating it, what the target response time is, and how the resolution is confirmed and recorded.

What to check: Ask the contractor to describe their complaint process. Ask for an example of a complaint they have received and how it was resolved. If they cannot give you a clear answer, that tells you something important.

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5. Who Is Your Named Account Manager?

You should have a single named contact who is responsible for your account — someone who knows your site, your preferences, and your history. Not a generic helpline. Not a different person every time you call.

What to check: Ask who your account manager will be. Ask how many other clients they manage. Ask what happens to your account if that person leaves the company.

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6. How Often Will a Supervisor Inspect Your Site?

Regular quality inspections — conducted by a supervisor, not the cleaner themselves — are the only reliable way to maintain standards over time. Without them, quality inevitably drifts.

What to check: Ask how often a supervisor will visit your site. Ask whether inspection reports are provided in writing. Ask what happens when an inspection identifies a problem.

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7. What Insurance Does the Contractor Hold?

At minimum, a commercial cleaning contractor should hold:

• Public liability insurance — covering damage to your property or injury to third parties caused by their staff. The minimum acceptable level is £5 million; £10 million is preferable for larger premises.
• Employer's liability insurance — legally required for any business with employees. Covers claims by staff for injury or illness arising from their work.

What to check: Ask to see current insurance certificates. Check the level of cover and the expiry date. Do not accept a verbal assurance — ask for the documents.

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8. What Are the Contract Terms and Notice Period?

Cleaning contracts vary widely in their terms. Some are month-to-month; others lock you in for 12 or 24 months with significant penalties for early termination.

What to check: Read the contract carefully before signing. Pay particular attention to:

• The minimum contract term
• The notice period required to terminate
• Any automatic renewal clauses (contracts that roll over unless you give notice by a specific date)
• Penalty clauses for early termination

A reputable contractor will be confident enough in their service to offer reasonable notice periods. Be wary of contractors who insist on long lock-in periods with punitive exit clauses.

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9. What Happens When Your Regular Cleaner Is Absent?

Staff absence is inevitable. The question is whether the contractor has a plan for covering it — or whether your premises simply do not get cleaned that day.

What to check: Ask what the contractor's absence cover policy is. Ask whether cover staff will be familiar with your site. Ask how quickly absence cover is arranged and whether you will be notified.

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10. Can They Provide References From Similar Premises?

A contractor who cleans offices well may not be equipped for a school, a medical facility, or a warehouse. References from similar premises give you confidence that the contractor understands your specific environment and requirements.

What to check: Ask for two or three references from clients with similar premises to yours. Follow them up — actually call the references, do not just accept a name on a list.

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A Final Word on Price

Price matters — but it should be the last thing you evaluate, not the first. A contractor who is significantly cheaper than the competition is cutting costs somewhere: staff wages, supervision, products, or insurance. The consequences of those cuts will become apparent within weeks of the contract starting.

The right question is not "who is cheapest?" but "who offers the best value for the price?" A contractor who delivers consistent, reliable cleaning at a fair price is worth significantly more than one who undercuts the market and then underdelivers.

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CQD Cleaning Services: Transparent, Certified, Accountable

CQD Cleaning Services ticks every box on this checklist. We are ISO 9001, ISO 14001, and ISO 45001 certified (IMS), all staff are DBS checked, and every client has a named account manager and regular quality audits.

We serve businesses across Slough, Maidenhead, Reading, High Wycombe, Windsor, Uxbridge, and the wider Thames Valley. We are a specialist commercial-only contractor — no domestic work, no generalist approach.

Our packages start from £1,100 per month. Every new client starts with a free site survey.

Call 01494 911001 or complete our online enquiry form. We respond within 2 hours, and there is no obligation.