What is a cleaning specification?

A cleaning specification is a document describing what needs cleaning, how often, when and to what standard. It is used to get accurate quotes and set expectations.

How long should a cleaning brief be?

For a small office, one or two pages is usually enough. Clarity matters more than length.

Should I include prices in my cleaning brief?

No. Describe the work and let each cleaner or company quote, so you can compare like for like.

How to write a cleaning brief (specification) for your business

How to write a clear cleaning specification for your office or business premises, so cleaners can quote accurately and you get what you need.

By KleanLinc · Updated 9 November 2026 · 2 min read

Person writing notes on a notepad at an office desk

A cleaning brief, sometimes called a cleaning specification, is a short document describing what you need cleaned, how often and when. It is the single most useful thing you can prepare before looking for a cleaner.

With a good brief, quotes are easier to compare, the first visit goes smoothly and there is less room for misunderstanding.

1. Describe your premises

Type of premises: office, shop, clinic, studio or venue.
Approximate size, number of floors and rooms.
Number of washrooms, kitchens and meeting rooms.
Floor types: carpet, vinyl, wood, tiles.
How many people use the space each day.

2. Set out access and timing

Give the days and time window when cleaning can happen, how the cleaner gets in, and any alarm or sign-in procedures. Mention parking and where equipment can be stored.

3. List tasks by area and frequency

Group tasks by area, such as reception, work areas, kitchen and washrooms, and say how often each is done. Our office cleaning checklist gives a ready-made list you can adapt.

Be specific. "Clean kitchen" can mean very different things. "Wipe worktops, clean sink, load dishwasher, wipe appliance fronts" cannot.

4. Products, equipment and consumables

Say whether you or the cleaner supplies cleaning products, equipment and consumables such as soap, toilet roll and bin liners. If you have preferences, such as fragrance-free products, include them. Ask for safety information for products used on site. See our COSHH guide.

5. Site rules, health and safety

Fire procedures and emergency contacts.
Areas that are off limits or need special care, such as server rooms.
Lone working arrangements for out-of-hours visits.
How to report spills, breakages or maintenance issues.

6. How you will review the work

Agree a simple way to give feedback, such as a short check-in after the first month. Review the brief regularly: needs change as teams grow or office use changes.

On the planned KleanLinc platform, businesses will describe work areas, access windows and site-specific requirements when posting. 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

What is a cleaning specification?: A cleaning specification is a document describing what needs cleaning, how often, when and to what standard. It is used to get accurate quotes and set expectations.
How long should a cleaning brief be?: For a small office, one or two pages is usually enough. Clarity matters more than length.
Should I include prices in my cleaning brief?: No. Describe the work and let each cleaner or company quote, so you can compare like for like.

Official sources

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.