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Building details to give every bidder
- Address, total cleanable square feet, number of floors.
- Number of restrooms (and fixtures), kitchens or break rooms, conference rooms.
- Floor types: carpet, vinyl tile (VCT), sealed concrete, tile, wood, rubber.
- Hours the building is empty, and how cleaners get in (keys, cards, alarm codes).
- Headcount and visitor traffic, and any areas cleaners must not enter.
- Who supplies paper, liners, soap and chemicals.
Restrooms
| Task | Suggested frequency |
|---|---|
| Clean and disinfect toilets, urinals, sinks and counters | Every visit |
| Refill soap, toilet paper, towels and seat covers | Every visit |
| Empty trash and sanitary bins | Every visit |
| Clean mirrors and spot-clean partitions | Every visit |
| Sweep and mop floor | Every visit |
| Wash partitions and walls around fixtures | Weekly |
| Machine-scrub floor and grout | Monthly |
Offices and workstations
| Task | Suggested frequency |
|---|---|
| Empty trash and recycling | Every visit |
| Spot-clean clear desk surfaces | Every visit |
| Vacuum traffic areas | Every visit |
| Dust reachable surfaces and sills | Weekly |
| Vacuum edges and under desks | Weekly |
| High dusting: vents, ledges, light fixtures | Monthly |
Kitchens and break rooms
| Task | Suggested frequency |
|---|---|
| Wipe counters, tables and sink | Every visit |
| Clean appliance fronts and coffee area | Every visit |
| Empty trash and recycling | Every visit |
| Mop floor | Every visit |
| Clean microwave interior | Weekly |
| Clear out refrigerator (by agreement) | Weekly or monthly |
Lobbies, entrances and common areas
| Task | Suggested frequency |
|---|---|
| Clean entry glass and door handles | Every visit |
| Vacuum or shake out mats | Every visit |
| Wipe elevator buttons and rails | Every visit |
| Dust signage, ledges and furniture | Weekly |
| Clean interior glass and partitions | Monthly |
Floors
| Task | Suggested frequency |
|---|---|
| Sweep or dust mop hard floors | Every visit |
| Damp mop hard floors in traffic areas | Every visit |
| Spot-clean carpet stains | Every visit or weekly |
| Burnish finished hard floors | Weekly to monthly, by traffic |
| Scrub and recoat vinyl tile | Quarterly to twice a year, by traffic |
| Strip and refinish vinyl tile | As needed, when the finish is worn |
| Carpet extraction | Quarterly to yearly, by traffic |
Suggested frequencies are starting points for an office with daily occupancy; set the real ones after a walkthrough. For how much floor one cleaner can cover at each standard, see the NCES levels in our cost guide.
Supplies: who provides what
| Item | Contractor | Client |
|---|---|---|
| Cleaning chemicals and disinfectants | Usually | |
| Vacuums, mops, floor machines | Usually | |
| Trash liners | Either | Either |
| Toilet paper, towels, hand soap | Either (often billed) | Either |
| Dispensers | Usually |
Quality and communication
- Name the supervisor and how often they inspect.
- Agree how missed tasks are reported and how fast they are fixed.
- Keep a log for keys, alarm codes and incidents.
- Review the scope after the first 30 days and adjust frequencies.
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Frequently asked questions
What should a commercial cleaning scope of work include?
Building details (square feet, restrooms, floor types, access hours), a task list by area with a frequency for each task, who supplies what, periodic services, inspection and reporting, and how changes are priced.
How often should commercial restrooms be cleaned?
In a building occupied every weekday, usually every working day, with a daytime check in busy buildings. Lightly used restrooms can be cleaned less often; set the schedule at the walkthrough.
How often should office floors be cleaned?
Traffic areas are usually vacuumed or mopped every visit, with deeper floor care such as burnishing, scrub and recoat or carpet extraction on a periodic schedule set by traffic.
Should the cleaning company supply toilet paper and soap?
Either works. If the contractor supplies them, ask whether they are included or billed with a markup; if you supply them, agree who orders and when.