Cleaning service agreement: what to include (commercial and residential)
By the BizDocs Studio team · Updated
- •A cleaning service agreement defines scope (what is and is not cleaned), frequency, price, access, cancellations, supplies, damage handling, insurance and termination.
- •Commercial contracts add a scope-by-area schedule, a fixed term with renewal, a notice period and insurance certificates.
- •Residential agreements need lockout and late-cancellation fees, pet and alarm instructions, and a 24-hour damage-report window.
- •Attach a cleaning checklist so “clean” is defined and quality complaints can be checked.
A cleaning contract is short, but every line earns its place. The clauses below are the ones that decide who pays when you arrive and cannot get in, when the client cancels the morning of, or when a vase breaks.
Clauses every cleaning contract needs
- Parties, service address and start date
- Scope: rooms or areas, tasks, and what is excluded (windows, ovens, laundry, biohazards)
- Frequency and schedule window
- Price per visit or per month, payment due date, late fee
- Access: keys, codes, who lets you in, lockout fee
- Cancellation and rescheduling: notice required and fee
- Supplies: who provides products and equipment
- Damage and breakage: report window, how claims are handled, liability limit
- Insurance and bonding
- Term and termination notice
Commercial cleaning contracts: extra terms
| Term | Why it matters |
|---|---|
| Scope schedule by area and frequency | Restrooms daily, carpets monthly; avoids “that was included” disputes |
| Fixed term with auto-renewal | Predictable revenue; set the notice window (often 30 days) |
| Price adjustment clause | Annual increase or change if square footage changes |
| Certificates of insurance | Most property managers require general liability and often a janitorial bond |
| Security and key control | After-hours access, alarm codes, key logs |
| Quality inspections | A monthly walkthrough with a checklist and a cure period |
Residential cleaning agreements: extra terms
- Lockout fee when you cannot get in at the scheduled time
- Late-cancellation fee (for example under 24–48 hours' notice)
- Pets secured, alarm instructions, parking
- Items too fragile or valuable to be handled
- Damage reported within 24 hours; repair or reimburse up to a stated limit
- Satisfaction guarantee: re-clean the missed areas within 24 hours
Eleven documents a cleaning business signs, sends and files. Edit in five minutes.
Sample clauses
If we cannot access the property at the scheduled time, or the visit is cancelled with less than 24 hours' notice, a fee of 50% of the visit price applies. Repeated lockouts may end recurring service.
Attach the checklist and intake form
A room-by-room checklist defines the standard, and an intake form records surfaces, products to avoid, pets and access before the first visit. Our cleaning pack includes both, plus a one-time deep clean agreement, quote, invoice and key authorization.
How to price a commercial cleaning contract
Most janitorial bids start from production rates: square feet cleaned per hour for each type of space. Divide the area by the rate to get hours per visit, multiply by visits per month and your loaded labor cost, add supplies, overhead and profit, and quote a monthly price.
| Step | Example (office, 8,000 sq ft, 5 nights/week) |
|---|---|
| Production rate | ≈ 2,500 sq ft per hour for routine office cleaning |
| Hours per visit | 3.2 |
| Hours per month (21.7 visits) | 69.4 |
| Loaded labor $22/hr | $1,527 |
| Supplies (≈ 5%) | $76 |
| Overhead 15% + profit 12% | ≈ $1,980 per month |
Production rates vary with the space (restrooms and kitchens are slower, open offices faster) and with the standard the client expects, so walk the site and adjust.
The scope schedule
The scope schedule is a table of areas, tasks and frequency (daily, weekly, monthly, quarterly). It is the part of the contract the client actually reads and the part inspectors use. Attach it as an exhibit so you can update it without rewriting the agreement.
Residential contract essentials
- Recurring frequency and what happens on holidays
- First-clean pricing (often higher than recurring)
- Rate changes with notice
- Who provides vacuum, mops and products
- Photo policy for before-and-after (ask permission)
Common mistakes
- No termination clause, so a lost account cannot be replaced cleanly
- Unlimited liability for breakage
- Scope written as “general cleaning”
- No price review after the first year
Frequently asked questions
How long should a commercial cleaning contract be?
One year with automatic renewal and a 30-day termination notice is common. Shorter trial terms of 90 days work when winning a new account.
Should a cleaning contract limit liability for damage?
Many do, for example to the cost of repair or the price of one month's service, except where the damage is caused by gross negligence. Pair it with general liability insurance.
Do house cleaners need a contract?
It is not usually required by law, but it is what makes lockout and cancellation fees enforceable and gives you a process for damage claims.
How do I price a commercial cleaning job?
Estimate hours from square footage and production rates for each type of space, multiply by visits and your loaded labor cost, then add supplies, overhead and profit to reach a monthly price.
This guide is general information for US small businesses, not legal advice. Rules vary by state and city; have a local attorney review contracts and notices before use.
Eleven documents a cleaning business signs, sends and files. Edit in five minutes.