Cleaning services contract template
A cleaning services contract is the agreement between a business and a cleaning contractor for regular cleaning of commercial premises, covering what is cleaned and how often, the charge, the staff, the equipment and how either side can end it. It is signed before the contractor starts. The premises, the specification, the schedule of areas and the price change with every client.
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What changes each time
29 values. Everything else is your wording, kept exactly.
The parties and the premises
- Date of the contract
- Client's company name, number and registered office
- Contractor's company name, number and registered office
- Address of the premises
- Start date
- Initial period, if any
Charges
- Charge per month or week, excluding VAT
- Hourly rate for extra work
- Invoicing: monthly in arrears or in advance
- Days to pay an invoice
- Price review date and notice period
- Periodic cleans and their charges
Staff, equipment and safety
- Who supplies materials and consumables
- Vetting level for staff
- Staff hours and number of operatives
- Client's site rules
- Public liability cover
- Employer's liability cover
Quality and review
- Quality inspection frequency
- Contractor's contact for complaints
- Days to report a failure and days to put right
- Performance review meetings
Transfer of staff (TUPE)
- Date of the employee liability information
- Who supplied it: outgoing contractor or client
- Notice period in the final months before the contract ends
Ending the contract
- Notice to end
- Days to remedy a breach
- Liability cap, if agreed
Schedule of cleaning
- Area, tasks, frequency and time window
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“Say either that the contract continues until ended, or that it runs for an initial period and then continues.”
The initial period in months is written in only on the second form.
- One of several wordings
“Say who supplies materials: the contractor, the contractor with the client supplying consumables, or as set out in the specification.”
Only the chosen arrangement appears.
- One of several wordings
“Limit each party's liability to the charges paid that year, or to a stated amount.”
Only the chosen cap appears.
- One of several wordings
“For transferring staff, say the client passes on its indemnity from the outgoing contractor, or indemnifies the contractor directly.”
Only the chosen indemnity appears.
- Only when…
“Include the price review clause only when agreed.”
The review date and the notice period are written in.
- Only when…
“Include the vetting requirement only when the premises need it.”
The check, such as a basic DBS check, is named.
- Only when…
“Include the keys and security clause only when the contractor holds keys or alarm codes.”
It requires a key register and prompt notice of any loss.
- Only when…
“Include the transfer of staff (TUPE) clause only when the contractor is taking over an existing cleaning contract or in-house cleaning staff.”
The clause covers the employee information and the indemnity, and the position when the contract ends.
- Only when…
“Include the liability cap only when agreed.”
Loss of profit and indirect loss are excluded, with a cap on liability each contract year.
- Once for each item
“One row in the cleaning specification for each area and frequency.”
A site with reception, toilets and a kitchen has a row for each, with its tasks, frequency and time window.
Questions people ask
What should a cleaning contract include?
The address, what is cleaned and how often, the charge and how it is invoiced, who supplies equipment and materials, staff arrangements, insurance, how complaints are handled and how either side can end the contract.
Who is responsible for the cleaning staff?
The cleaning contractor, as their employer. The contract usually says the contractor handles their pay, tax, training and right to work checks.
What is TUPE in a cleaning contract?
Under the Transfer of Undertakings (Protection of Employment) Regulations 2006, staff can transfer to a new contractor on the same terms when a cleaning contract changes hands. Where it is likely to apply, the contract deals with the information and indemnities involved.
How much notice should a cleaning contract give?
There is no fixed rule. One to three months is common and is agreed between the parties.
Does the contractor need insurance?
Cleaning contractors normally hold public liability insurance, and employer's liability insurance if they employ staff. The contract states the minimum cover and asks for certificates.
Use this template
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