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The hiring process, step by step
- Write the scope. Tasks and frequencies by area, square footage, floor types, access hours and supplies. Start from our checklist.
- Shortlist three to five companies. Use your city list, referrals, or one quote request below. Favor companies that already clean buildings like yours.
- Hold walkthroughs. Show every bidder the same areas and give them the same written scope.
- Compare quotes line by line. Labor hours per visit, crew size, supplies, periodic services and price. See the cost guide.
- Check insurance, bonding and references before you decide on price.
- Negotiate the contract using the clauses below.
- Run a 30-day check. Walk the building with the supervisor and adjust the scope.
Insurance and bonding
| Coverage | What it protects | What to ask for |
|---|---|---|
| General liability | Injury to others and damage to your property caused by the company's work | A current certificate of insurance; ask to be named as an additional insured |
| Workers' compensation | The company's workers if they are hurt on your site | Proof of coverage for everyone who will clean your building, including subcontractors |
| Janitorial (fidelity) bond | Theft by the company's employees | The bond amount and its conditions for a claim |
| Commercial auto | Vehicles the company uses for your account | Proof of coverage if they drive on your property |
Check the dates and the named insured on every certificate, and ask for updated certificates at renewal.
Questions to ask every company
About the work
- How many labor hours per visit did you price?
- Who will clean: employees, subcontractors or franchise owners?
- Will the same crew come each time?
- What products and equipment will you use on our floors and surfaces?
- Which buildings like ours do you clean now?
About the account
- Who supervises, and how often do they inspect?
- How do we report a missed task, and how fast is it fixed?
- How do you screen staff who hold keys and codes?
- What is included in the price, and what is extra?
- Can we speak to two current clients?
Contract terms to read closely
| Clause | What to look for |
|---|---|
| Scope of work | Attached as a schedule, with tasks and frequencies, so "clean the office" cannot shrink |
| Term and renewal | Length, and whether it renews automatically unless you give notice |
| Termination | Notice period, whether you can end it for poor performance, and any fees |
| Price changes | Whether the price can rise during the term, by how much, and with what notice |
| Supplies | Who supplies what, and how consumables are billed |
| Extra work | Rates for one-time requests, deep cleans and periodic services |
| Security | Key and alarm code handling, lost key liability, background screening |
| Subcontracting | Whether the company may subcontract, and that subcontractors carry the same insurance |
| Quality | Inspection schedule, how complaints are handled, and credits for missed service |
Red flags
- A firm price over the phone without a walkthrough.
- No certificate of insurance, or one that has expired or names a different company.
- A quote far below the others with no explanation of the hours behind it.
- No written scope, or a contract that does not attach one.
- Long automatic renewals with short cancellation windows.
Writing a simple request for proposal
For larger buildings, a short RFP keeps bids comparable. Include the building details and scope from our checklist, the walkthrough date, insurance requirements, contract term, a pricing form (monthly price, hours per visit, periodic services priced separately, hourly rate for extra work), and the date and format for responses.
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Frequently asked questions
How do I choose a commercial cleaning company?
Give three to five companies the same written scope and walkthrough, compare labor hours per visit and what is included, check insurance, bonding and references, and read the contract terms on renewal, cancellation and price changes.
What insurance should a commercial cleaning company have?
General liability and workers' compensation at a minimum, plus a janitorial bond if staff will hold keys or alarm codes, and commercial auto if they drive on your property. Ask for current certificates.
What is a janitorial bond?
A bond that covers theft by the cleaning company's employees. Ask for the amount and what is required to make a claim.
How long are commercial cleaning contracts?
Terms vary by company. Read whether the contract renews automatically, how much notice you must give to cancel, and whether you can end it for poor performance.
Should I hire a franchise or an independent cleaning company?
Either can do good work. Ask who will actually clean, who supervises, and who carries the insurance. Franchise locations are locally owned, and some brands use owner-operators who do the cleaning themselves.