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Cleaning Business Contract: What to Include (Free Template)
You did the walkthrough, the office manager liked your number, and now they want it in writing. A clear cleaning business contract is what turns that yes into a steady monthly account. It spells out what gets cleaned, how often, what it costs and what happens when something goes wrong, so neither side is guessing six months in.
This guide is for cleaning companies that already serve offices, clinics, retail spaces or other commercial sites. Below you'll find what every commercial cleaning contract should cover, a free template you can copy, and the admin around the contract that decides whether you keep the account. The template is a starting point, not legal advice, so have an attorney review your final version.
Key Takeaways
A proposal wins the account; the contract sets the terms you both sign. Most commercial clients expect both.
Write the scope by area and frequency (restrooms nightly, carpets quarterly), and list what's excluded so extra work gets quoted separately.
Cover supplies, keys and access, payment terms, term and renewal, cancellation, insurance and how complaints get handled.
The admin around the contract (proposal follow-up, certificates of insurance, invoicing, renewals 60 days out) is where cleaning companies lose accounts.
You cannot hand off what's never been written down. A written contract and a written site checklist make the account easier to staff and to delegate.
Proposal first, contract second
Commercial clients usually see two documents. The cleaning business proposal comes first: it sums up the walkthrough, the scope and the price, and it's built to win the account. The contract comes after the client says yes: it turns the proposal into terms both sides sign.
Some companies combine them into one document with a signature page. That works for smaller sites. For a multi-location or multi-year account, keep the contract separate so the legal terms don't get lost in a sales document.
What to include in a commercial cleaning contract
The U.S. Chamber of Commerce's guide to writing a business contract lists the basics every contract needs: the parties, a specific scope of work, payment terms, a timeline, termination terms, dispute resolution and signatures. It warns against vague scope language, and that matters most in cleaning, where "clean the office" means something different to every client. Here's how those basics apply to a commercial cleaning account.
1. Parties and locations
Use each party's legal business name (and DBA, if you have one), the full address of every site you'll clean and an on-site contact for each location. If the client has more than one building, list each one separately.
2. Scope of work by area
Break the site into areas and list the tasks for each: lobby and entrances, offices, conference rooms, restrooms, break room or kitchen, hallways and stairwells. "Empty trash and replace liners, vacuum carpeted areas, damp-mop hard floors, clean and disinfect restroom fixtures" is a scope. "Janitorial services" is not.
3. Frequency and service window
State how often each task happens (nightly, three times a week, weekly, monthly, quarterly) and when your crew will be on site, such as weekdays after 6 p.m. A simple table of area, task and frequency prevents most disputes before they start.
4. Exclusions and extra work
List what isn't included: exterior windows, carpet extraction, floor stripping and waxing, post-construction cleanup, biohazard cleanup. Say how extra work gets requested and approved (in writing, with a separate quote) so a casual "can your crew also do the windows?" doesn't become free work.
5. Supplies and equipment
Spell out who provides what. Many contracts have the cleaning company supply chemicals and equipment while the client buys paper products, hand soap and trash liners, or the cleaner supplies everything and bills consumables separately. Either is fine as long as it's written down.
6. Access, keys and security
Cover how your team gets in: keys, fobs or alarm codes, who holds them, how they're logged and what happens if one goes missing. Include any site rules, such as sign-in requirements or restricted rooms.
7. Pricing and payment terms
State the pricing structure (a flat monthly rate, a per-visit rate, or a rate for each site), when invoices go out, when payment is due, accepted payment methods and any late fee. Add a price adjustment clause that explains how and when rates can change, with written notice, so an annual increase isn't a surprise.
8. Term and renewal
Give the start date and length of the agreement, such as 12 months. If it renews automatically, say so and state how much notice either side needs to give before the renewal date.
9. Cancellation
Explain how either side can end the contract early, how much written notice is required, and whether there's a chance to fix a quality complaint before the client cancels.
10. Insurance and certificates of insurance
List the coverage you carry, such as general liability and workers' compensation, and any bonding the client requires. Many property managers ask for a certificate of insurance (COI) before your first visit. A COI is a one-page proof of insurance that summarizes your coverage, policy numbers, effective dates and limits, and names the client as the certificate holder, as Progressive Commercial explains. Our step-by-step guide on how to send a COI covers getting it right the first time.
11. Quality checks and complaints
Say how quality gets checked (for example, a monthly walkthrough with the site contact), how complaints are reported (email or a shared form) and how fast you'll respond. Some larger buyers look for cleaning companies that follow ISSA's Cleaning Industry Management Standard, which outlines what a quality cleaning organization looks like. Even if you aren't certified, a written inspection routine shows the client you take quality seriously.
12. Staff and subcontractors
Cover background checks, uniforms or ID badges, conduct on site and whether you can use subcontractors.
13. Signatures
The contract takes effect once authorized people from both sides sign and date it. E-signature works for most commercial accounts.
Free commercial cleaning contract template
Copy this outline into your own document, fill in the brackets and have an attorney review it before you use it with clients.
COMMERCIAL CLEANING SERVICES AGREEMENT
1. Parties. This agreement is between [Your Company Legal Name, DBA if any] ("Contractor") and [Client Legal Name] ("Client"), effective [Start Date].
2. Service locations. [Site name, full address, on-site contact name and email for each location.]
3. Scope of services. Contractor will perform the services listed in Schedule A (area, task and frequency) at each location.
4. Service schedule. Services take place [days] between [time] and [time]. Holiday schedule: [list or "as agreed in writing"].
5. Excluded services. The following are not included and will be quoted separately on written request: [exterior windows, carpet extraction, floor strip and wax, post-construction cleanup, other].
6. Supplies and equipment. Contractor provides [cleaning chemicals, tools, equipment]. Client provides [paper products, hand soap, trash liners] OR Contractor provides consumables billed at [method].
7. Access and security. Client will provide [number] keys/fobs/alarm codes. Contractor will log all keys, limit access to assigned staff and notify Client within [timeframe] of any lost key or access card. Replacement costs: [who pays].
8. Fees and payment. Client will pay [monthly rate / per-visit rate / per-site rate] as listed in Schedule B. Contractor invoices on [date or frequency]; payment is due within [number] days by [accepted methods]. Late payments incur [late fee terms].
9. Rate changes. Contractor may adjust rates [annually / at renewal] with [number] days' written notice.
10. Term and renewal. This agreement runs for [length] from the effective date and renews for [length] unless either party gives written notice at least [number] days before the renewal date.
11. Termination. Either party may end this agreement with [number] days' written notice. For quality complaints, Client will give written notice and Contractor will have [number] days to correct the issue before Client terminates for cause.
12. Insurance. Contractor maintains [general liability, workers' compensation, bonding] with limits of at least [amounts] and will provide a certificate of insurance naming Client as certificate holder before the first service date.
13. Quality checks and complaints. Contractor and Client will complete a walkthrough [monthly / quarterly]. Client reports issues to [email or form]; Contractor will respond within [timeframe].
14. Staff. Contractor's staff will [background check, uniform or ID requirements, site conduct rules]. Contractor [may / may not] use subcontractors [with written approval].
15. Dispute resolution. [Mediation, arbitration or court; governing state.]
16. Signatures. [Name, title, signature and date for each party.]
Schedule A: Area | Task | Frequency
Schedule B: Site | Rate | Billing frequency
The admin around the contract decides whether you keep the account
A strong contract won't save an account that's run on sticky notes. Here's the work that happens before and after the signature, and where it tends to slip:
Before the walkthrough: confirming the date and contact, and sending a short intake form (square footage, number of restrooms, what isn't working with their current cleaner) so the walkthrough is focused.
After the walkthrough: getting the proposal out within a day or two, then following up by email until you hear yes or no. Proposals that sit for a week lose to the company that replied first. Our post on lead response management for home services covers that follow-up rhythm.
At signing: sending the contract for e-signature, requesting the COI from your insurer and sending it in the format the property manager asked for.
Before the first clean: logging keys and alarm codes, turning Schedule A into a site checklist for your crew and setting up recurring invoices.
Every month: invoicing on the date the contract says, following up on late payments, booking the quality walkthrough and logging any complaints and fixes.
60 days before renewal: reviewing the account, sending any rate change with the notice the contract requires and confirming the renewal in writing. Our guide to home service customer retention walks through building that follow-up system.
None of this needs the owner. It does need someone who owns it every week. That's where a virtual assistant for your cleaning business helps: they track proposals, renewal dates, COI requests and invoices in your CRM so nothing depends on your memory. At YSO, we place full-time virtual assistants (we call them ops assistants) with home service businesses, after mapping your processes into written SOPs. Ops assistants handle email and written follow-up; they don't answer live calls.
Common commercial cleaning contract mistakes
Vague scope. "General cleaning" invites arguments. List tasks by area and frequency.
No exclusions. Without them, extra requests become free work.
No rate change clause. Supply and labor costs rise; without a clause, your rate is locked until you renegotiate.
Silent auto-renewal. If the contract renews automatically, put the notice dates on your calendar the day you sign.
Verbal add-ons. If the client adds a task, confirm it in writing and update Schedule A.
Starting without a COI on file. Many property managers won't let a crew on site without one.
Frequently Asked Questions
What should a commercial cleaning contract include?
At minimum: both parties and every site address, the scope of work by area and frequency, exclusions, supplies, access and keys, pricing and payment terms, the contract term and renewal, cancellation terms, insurance requirements, how quality and complaints are handled, and signatures.
What's the difference between a cleaning business proposal and a contract?
A proposal summarizes the walkthrough, scope and price to win the account. A contract sets the legal terms both sides sign once the client says yes. Smaller accounts sometimes combine them; larger or multi-site accounts usually keep them separate.
Do I need a lawyer to review my cleaning contract?
It's a good idea, especially for multi-year or multi-site accounts. If cost is a concern, your local Small Business Development Center offers no-cost business consulting and can point you to legal help.
How long should a commercial cleaning contract last?
Twelve months with a renewal clause is a common starting point, but the right length depends on the client. Whatever you choose, state the notice period for cancellation and renewal clearly.
How do you price a commercial cleaning contract?
Companies usually price by estimated labor hours for the scope, by square footage or as a flat monthly rate per site, then add supplies if they provide them. Whatever method you use, put the rate, billing schedule and rate change terms in the contract.
Can a virtual assistant manage cleaning contracts and renewals?
Yes. A virtual assistant can track proposal follow-ups, send contracts for e-signature, request and send certificates of insurance, set up recurring invoices and flag renewals 60 days out. You stay in charge of pricing and the final terms.
Keep every account on track
Winning the contract is half the work. Keeping it means proposals that go out fast, invoices that go out on time and renewals that never sneak up on you. YSO maps your processes, writes the SOPs and places a trained ops assistant who works only for your business, with 90 days of support.
About Your Startup Operations
Your Startup Operations (YSO) is a Women-Owned Small Business (WOSB) certified, white-glove operations agency co-founded by Jenna Henao and Alexis Schomer. YSO helps event business owners and other service-based companies step out of daily operations by installing a dedicated Ops Assistant trained specifically for their business, typically helping owners reclaim 30–40 hours per week.
YSO has been featured in Forbes, Voyage LA, Authority Maximizer, EIN Presswire, and AP News.
Explore our event vendor ops services, see client outcomes on our case studies page, or get in touch to talk through what your business needs.
About the Author
Alexis Schomer is the Co-Founder and Marketing & Operations Expert at Your Startup Operations. She works with business owners to optimize operations, improve delegation, and build scalable systems that support sustainable business growth. Drawing on her experience in marketing, entrepreneurship, and business operations, Alexis believes effective delegation is about more than hiring a virtual assistant. It starts with selecting the right person, creating efficient workflows, establishing clear expectations, and providing the training and support needed for teams to succeed. This practical, systems-first philosophy guides every client partnership at YSO. Connect with Alexis on LinkedIn.
Reviewed by
Jenna Henao is the Co-Founder and Operations Expert at Your Startup Operations. She partners with business owners to streamline operations, strengthen workflows, and build reliable teams that drive long-term growth. With a background in entrepreneurship and business operations, Jenna has led initiatives across HR, finance, recruitment, operations, sales, marketing, and team leadership. She has helped businesses grow from six to seven figures by developing scalable systems, recruiting outstanding talent, and implementing processes that support lasting success. Connect with Jenna on LinkedIn.
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