If you are writing a commercial cleaning contract for your facility or business, you are probably wondering what needs to be included. After all, having the correct information is paramount to avoiding miscommunication and confusion further down the line. This will also help the cleaners you are working with by setting expectations from the outset. To help you get started, consider these tips for what to include in a commercial cleaning contract.
The Basics of a Contract
A contract is a legal agreement between two or more parties that defines the obligations each party has agreed to perform. These obligations could pertain to a job, situation, or business agreement. A contract can apply to just about any service or situation and is used more often than you might think. If you have a professional relationship with another party that requires legal backing, a contract is a good way to make things official. For example, when hiring a third-party company to clean your facility, having a contract that specifically lays out the stipulations of your agreement will ensure that everything is legally binding. It also provides a concise layout of the terms and conditions of your agreement.
What Should Be Included in a General Contract?
A general contract should include what tasks the other party is required to perform, how long they are required to perform those tasks, and when and where those tasks should be performed. Essentially, a contract should be used whenever one party is entering into a business relationship with another party.
Both parties must sign the contract before starting the work outlined. If not, the work done before signing is not legally binding. Additionally, giving the party a chance to review the contract before beginning the work ensures a higher quality of work, as there will be no confusion or doubt regarding their job specifics and expectations.
Remember, a contract is a binding legal document between each party. It is designed to protect the rights and interests of all parties involved. In the event of a disagreement, a contract can be used as written evidence of the stipulations that were initially agreed upon.
The Importance of a Cleaning Services Agreement
A cleaning services agreement establishes the needs and expectations of the person or company performing the cleaning services and the client in need of service. More specifically, it will state what tasks need to be completed and how they should be performed.
For example, dusting throughout the facility might be required weekly, while vacuuming the rugs in the lobby might be done daily. Additionally, it will detail if any extra cleaning methods are needed for a particular task.
Cleaning contracts do not need to be used solely for weekly and monthly work. They can also pertain to biannual cleaning agreements and more specific arrangements. For janitors and maids, cleaning contracts can be beneficial as a means of establishing expectations and requirements, regardless of the frequency of the work. For example, the client might only want certain areas cleaned, or they might want the cleaner to perform extra tasks outside the realm of vacuuming, mopping, and disinfecting.
What to Include in a Commercial Cleaning Contract
There are common factors that apply to most contracts:
- The frequency of a job
- Contact information for all parties
- Time and location where cleaning services will be rendered
- Which party provides expendables and cleaning equipment
- What duties are expected of the cleaner
- Rate of compensation
- Whether a deposit is needed and what happens if the cleaner is not paid on time
- The price of any add-on services
The contract should be as detailed as possible regarding specific duties the cleaner is expected to perform. Remember to include a section that outlines what will happen in the event of a dispute. Having a plan for an amicable dispute resolution will ensure a quick resolution in the best interests of all parties.
Finally, gather signatures from all parties. This indexes the fact that everyone involved had a chance to read and review the terms of the agreement and have agreed to those terms as outlined in the document. Additionally, when crafting the contract, it’s best to be as direct and concise as possible. Avoid wordiness by keeping things formal and professional. Keep to the point by using simple sentences and easy-to-read language.
What Services Are Included in a General Cleaning Contract?
One of the most important aspects of a general cleaning contract is a detailed list of all services provided. This helps ensure that all tasks completed will adhere to a general framework, regardless of the business or facility. If any extra tasks are needed, those should be listed as add-on services. Some general services that could be noted in a standard cleaning contract include:
#1 Dusting: Dusting is an important first step to any cleaning endeavor and likely something that will need to be performed regardless of the client. Dusting constitutes the removal of dirt and debris before applying liquid disinfectant or disinfecting wipes.
#2 Vacuuming: Much like dusting, vacuuming removes dirt and debris and makes it easier to apply liquid disinfectant or treat the area with another type of liquid cleaner. It will likely need to be done regardless of whether the client has carpet or hardwood floors, so make sure to include it in your list of general services.
#3 Trash Removal: We all know that trash disposal is a recurring task. Regardless of the client, there will likely be garbage that needs to be disposed of and trash cans that need to be cleaned and disinfected.
#4 Disinfecting: After dirt and debris are removed by dusting or vacuuming, the next step is to apply a liquid disinfectant to eliminate any viruses or bacteria that may have made a home on those surfaces.
What Services Are Add-Ons in a General Cleaning Contract?
Add-ons are specific services that fall outside the purview of general cleaning tasks. They can be changed or amended depending on the needs of the client. As such, they may differ from these common add-ons, so it is important to pay attention to the job requirements. A general cleaning contract may include add-on services, such as:
#1 Window Cleaning: While window cleaning may be essential, it is considered to be an add-on due to the expendables and work involved. Dusting, wiping, and drying windows requires a different set of chemicals than those used for traditional cleaning. It can also be a lengthy, involved process. Some clients may assume window cleaning is a part of their standard cleaning agreement, which is one reason why it is important to have a contract specifying otherwise.
#2 Carpet Cleaning: Vacuuming carpet is one thing, but deep cleaning carpet is an entirely different process. This usually involves a machine that removes dust and allergens from the carpet fibers. This requires extra space and equipment, so it is usually regarded as an add-on and not included in most general cleaning services.
#3 Pressure Washing: Pressure washing is a great way to remove dust, dirt, mold, and other unwanted debris from a surface. It involves the use of a high-pressure sprayer and is ideal for exteriors. However, it does require more specialized equipment.
#4 Specialized Floor Care: Sometimes, floors require a little extra care that goes above and beyond what a general cleaning can provide. A deep clean of any floor is recommended at least once per month, so make sure to consider this as an add-on.
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