Commercial cleaning contracts: what to include
What to include in a commercial or office cleaning contract in the UK: scope, schedule, price, access, insurance, health and safety and notice.
By KleanLinc · Updated · 2 min read
A written cleaning agreement protects both your business and your cleaner. It sets expectations, avoids disputes and makes it clear what you are paying for.
This guide lists the main things to include in a commercial cleaning contract. It is general information, not legal advice, so take advice for complex arrangements.
Scope of work
Attach a schedule of tasks by area and frequency. An office cleaning checklist is a good format. State what is excluded too, such as window cleaning or carpet shampooing, so there are no misunderstandings.
Schedule and hours
Set out the visit days, times and expected duration. Say what happens on bank holidays and when the office is closed.
Price and payment terms
- The rate or fixed fee and what it covers.
- How and when invoices are sent and paid.
- How extra tasks are priced and approved.
- How and when prices may be reviewed.
Businesses that pay late may have to pay statutory interest. See GOV.UK guidance on late commercial payments (opens in a new tab).
Access, security and confidentiality
Record who holds keys or fobs, how alarm codes are shared and what happens if a key is lost. If cleaners may see confidential papers or screens, say how they should be handled. Keep any personal information you hold about your cleaner in line with data protection rules (opens in a new tab).
Insurance, health and safety
- The public liability insurance the cleaner or company holds.
- Who supplies products and equipment, and how they are stored.
- COSHH information for products used on site. See our COSHH guide.
- Site rules, such as fire procedures and lone working arrangements.
The HSE has guidance on lone working (opens in a new tab), which is common in out-of-hours cleaning.
Cover, issues and notice
Agree what happens when the cleaner is on holiday or ill, how you raise a concern, and how much notice either side must give to end the arrangement.
If you engage a self-employed cleaner, the contract should reflect a genuine self-employed arrangement. HMRC's employment status guidance (opens in a new tab) explains why the real working relationship matters.
KleanLinc is a UK platform preparing to launch. It is not a cleaning company: the planned platform will let businesses post requirements, review relevant profiles of local, independent cleaners and agree terms directly. Joining the Founding Employer list is free and records interest only.
Frequently asked questions
- Do I need a written contract for office cleaning?
- It is strongly recommended. A written agreement sets out the scope, price, access and notice terms so both sides know what to expect.
- What notice period is normal for a cleaning contract?
- It varies. Small arrangements often use a few weeks; larger contracts may use longer periods. Agree it at the start.
- Should a cleaning contract include insurance?
- Yes. Record what insurance the cleaner or company holds and ask to see the certificate.
Official sources
- GOV.UK: Late commercial payments (opens in a new tab)
- GOV.UK: Data protection (opens in a new tab)
- HSE: Lone working (opens in a new tab)
- GOV.UK: Employment status (opens in a new tab)
This guide is general information, not legal, tax or financial advice. Rules and fees change, so check the official source for your situation. KleanLinc is preparing to launch; platform features described here are planned, not live.