A recurring cleaning contract is a service agreement you'll live with for months or years. Most facilities managers who end up unhappy with a cleaning vendor can trace the problem back to something in the original contract that they didn't read carefully, or that the vendor glossed over. These five terms are the ones that matter most.
This is the most important section in the document. It should describe, by area, every task the crew will perform on each visit. "General office cleaning" is not a scope of work — it's a placeholder that means different things to you and your vendor. A solid scope lists: which rooms are included, which are excluded, what tasks apply to each room type, and how frequently each task runs.
If the scope is vague, everything that goes wrong will be disputed. The crew will say they cleaned "the office." You'll say they didn't clean the breakroom properly. Without a task-level scope, you have no reference point. Walk away from any recurring contract that doesn't include a written, room-level scope of work.
Some contracts include automatic price escalators — annual CPI adjustments, fuel surcharges, or material cost pass-throughs. These aren't always illegitimate, but you should know they're there. The key questions: how much notice are you given before a price increase takes effect? Do you have the right to terminate if the increase exceeds a certain percentage? Is the escalation formula capped?
A contract that allows the vendor to raise prices at 30 days' notice without a cap is structured in their favour. A contract that requires 90 days' notice and caps increases at 3% annually is reasonable. Most commercial cleaning contracts fall somewhere between those poles.
How do you end the relationship if it's not working? Most contracts require 30–90 days written notice. Some require notice by a specific date (e.g., "at least 60 days before the end of an annual term") — missing that window auto-renews you for another year. Read this section twice.
Also check: is there a termination fee for exiting early? Some contracts include a liquidated damages clause that charges you the remaining contract value if you terminate before the term ends. That's not always unreasonable in a contract where the vendor invested in onboarding, but you should know it's there.
The contract should specify that the vendor carries general liability insurance and that a certificate of insurance is available on request. More importantly, it should confirm that the vendor's crews are covered under workers' compensation — and that your facility is not exposed to claims from crew injuries on your premises.
If the contract is silent on workers' comp, ask directly and get the answer in writing. A vendor who can't confirm workers' comp coverage is leaving that liability with you.
What happens when a clean doesn't meet scope? A good contract specifies: how you report the issue, how quickly the vendor responds, and what "resolution" means. "We'll make it right" is not a remedy clause. A reasonable clause looks like: "Client must notify vendor within 24 hours of the substandard visit. Vendor will return within 48 hours at no additional charge to correct the deficiency."
If the contract has no quality remedy language, the vendor has no obligation to address problems — and you'll be paying for them regardless.
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