How to choose a commercial cleaning company: ten questions

The right commercial cleaning company is the one that will clean the site you actually have, at the times you need, and fix things quickly when they go wrong. Price matters, but it only means something once the scope is clear. These ten questions help you test every company the same way before you sign anything.

Ask each company all ten. Write the answers down. The checklist at the end puts them side by side.

Scope and schedule

1. Will you put the scope and frequency in writing?

A scope lists every area, every task and how often it is done. Without one, you cannot compare quotes or hold anyone to a standard. Ask for it attached to the quote. If a company prefers to keep things “flexible”, ask how you would know whether a task had been done. Our commercial cleaning page shows the kind of areas and tasks a scope usually covers.

2. When will the cleaning happen, and how is access handled?

Get the days and times written down, along with how keys, swipe cards and alarm codes are managed. Ask who locks up, what happens if an alarm is triggered, and how lost keys or cards are dealt with.

3. What is included in the price, and what costs extra?

Ask specifically about consumables, kitchens, glass, carpet cleaning, periodic deep cleans, extra visits and public holidays. Anything not listed is a likely extra later.

People and responsibility

4. Who employs the cleaners who will come to our site?

Some companies employ their cleaners directly. Others use subcontractors or labour hire. Any of these can work well, but you should know which, and who is responsible for paying, supervising and training the people on your premises. Ask the question plainly and expect a plain answer.

5. Will it be the same cleaners each time, and what happens when someone is away?

Consistency helps. A regular cleaner learns your site and your preferences. Ask how cover works for leave and illness, and how a replacement is briefed so the standard holds.

6. How are cleaners supervised and the work checked?

Ask what checking looks like in practice: site inspections, checklists signed off after each visit, photos, or regular reviews with you. Ask how often a supervisor visits and whether you can join an inspection.

Insurance, checks and safety

7. What insurance do you hold, and can we see the certificates?

Ask which policies the company holds and for a current certificate of currency for each. Check that the insured name matches the business you are signing with and that the dates are current. If your landlord, building manager or head office requires a particular cover or amount, tell each company at the start so they can confirm it in writing.

8. What checks do your cleaners have, and do they match what our site needs?

Some workplaces need particular checks before people can work on site, for example sites with children, health records or secure areas. Tell each company what your site requires and ask them to confirm, in writing, how their cleaners meet it. Do not assume a check covers your situation until you have seen what it is.

9. How do you manage safety on our site?

Ask how the company identifies hazards on your premises, how cleaners are trained to use chemicals and equipment, where product safety information is kept, and how incidents are reported to you. A company that has thought about this will be able to describe it without a script. If your organisation has its own contractor induction or safety requirements, give them to each company and ask how they will comply.

Contact and contract terms

10. Who do we call when something is missed, and how do we end the agreement?

You should have one named contact for changes, extra cleans and complaints, and know how quickly they respond. Ask what happens when you report a missed task. Then ask about the contract: the term, the notice period to end it, how price increases are handled, and whether there are any exit fees.

A one-page checklist to compare quotes

Copy this table for each company, or use one column per company.

Question	Company A	Company B	Company C
Written scope attached to quote
Days, times and access in writing
Consumables and extras listed
Who employs the cleaners
Same cleaners, and cover for absence
How work is checked
Insurance certificates received and current
Checks confirmed for our site’s needs
Safety approach described
Named contact and response
Contract term and notice period
Price per visit, week or month

Fill in the price row last. By the time you get there, you will know which quotes are pricing the same job, and which are pricing something smaller.

Red flags worth noticing

• No written scope, or a scope that says “general clean” without listing tasks.
• Vague answers about who will actually be cleaning your site.
• Reluctance to provide insurance certificates.
• A price well below the others with no clear explanation of the hours allowed.
• A long contract with a short list of what you are getting.

None of these proves a company is unsuitable, but each deserves a direct question before you sign.

Before you sign

Read the scope and the contract together. Make sure the tasks, frequency, times, price and notice period all appear in writing, and that the business named on the contract is the one whose insurance you have seen. Keep a copy of everything. If you would like a quote built on a written scope for your site, you can request one here.