Cleaning contract template

This article explores what cleaning contracts are, their purpose and how to manage them efficiently using contract management tools like Juro.

What is a cleaning contract?

A cleaning contract is a legally binding agreement between a client and a cleaning service provider. It outlines the terms and conditions under which the cleaning services will be performed, and includes details like the scope of work, payment terms, schedule and responsibilities of both parties. 

Cleaning contracts are essential for setting clear expectations, ensuring accountability and protecting the interests of both the client and the service provider.

What is the purpose of a cleaning contract?

The primary purpose of a cleaning contract is to establish a clear and formal understanding between the client and the cleaning service provider in terms of the services to be provided. 

It clarifies the scope of work by specifying tasks such as dusting, vacuuming and sanitizing, and defines the frequency and schedule of services, detailing how often and when the cleaning will occur.

Finally, a cleaning contract establishes clear and reliable payment terms, including the cost and payment schedule, providing a clear financial agreement. 

Who manages cleaning contracts?

The management of cleaning contracts can vary depending on the size and structure of the organisation. Here are some common roles and their responsibilities:

In large organizations, facilities managers are often responsible for overseeing cleaning contracts, making sure that the cleaning services meet the organization’s needs and standards. In smaller businesses, office managers might take on this role – coordinating with the service provider, managing schedules and ensuring the work is satisfactory.

In some organizations, HR teams may be involved in managing contracts related to maintaining a healthy and clean work environment, and will make sure that the cleaning services align with health and safety regulations. Legal departments play a crucial role in reviewing and approving the terms of cleaning contracts to ensure compliance with regulations and protect the company’s interests.

Small business owners might directly manage cleaning contracts to maintain close control of costs and quality.

When are cleaning contracts used?

Cleaning contracts are used in various scenarios to ensure clarity, compliance and satisfaction for both the client and the cleaning service provider. Here are some common examples:

Commercial cleaning services

Businesses such as offices, retail stores and industrial facilities often require regular cleaning services to maintain a hygienic and professional environment. Cleaning contracts define the scope of work, frequency of service and payment terms.

Residential cleaning services

Homeowners and tenants may engage cleaning services for routine maintenance or deep cleaning. Contracts specify the tasks to be performed, the duration of the service and the cost, providing assurance to both the service provider and the client.

Post-construction cleaning

After construction or renovation projects, thorough cleaning is necessary to remove debris, dust and other construction-related materials. Cleaning contracts for post-construction services outline the specific areas to be cleaned and the standards to be met before the space is deemed ready for use.

Specialized cleaning services

Some environments – like hospitals, laboratories or food processing plants – require specialized cleaning services. These cleaning contracts include detailed guidelines and standards to ensure compliance with health and safety regulations. They often specify the use of particular cleaning agents and techniques suitable for sensitive environments.

Event cleaning

Events such as conferences, weddings and festivals generate significant waste and require pre-event setup and post-event cleanup. Cleaning contracts for events cover the scope of work before, during and after the event, ensuring that the venue is clean and presentable.

Janitorial services for property management

Property managers of apartment complexes, office buildings and shopping centres often hire cleaning services to maintain common areas. Contracts define the daily, weekly or monthly cleaning tasks, helping to keep the property in good condition and enhancing tenant satisfaction.

Government and public facilities

Public buildings such as schools, libraries, and government offices require regular cleaning to maintain a safe and healthy environment. Cleaning contracts with these entities include detailed service schedules and compliance with specific regulatory standards.

One-time deep cleaning

Clients may occasionally need one-time deep cleaning services for various reasons, such as moving in or out of a property, spring cleaning or preparing a property for sale. Contracts for one-time services ensure that both parties agree on the scope and cost of the job.

What should a cleaning contract template include?

A comprehensive cleaning contract template should include several critical elements to ensure clarity and protect the interests of both parties. Here are the key components in detail:

• Parties involved: Names and contact details of the client and the cleaning service provider.
• Scope of work: Detailed description of the cleaning tasks to be performed. This should specify the areas to be cleaned, the tasks to be completed and any special requirements.
• Schedule: Frequency and timing of the cleaning services. This section should outline whether the services are daily, weekly, monthly or one-off, and specify the days and times when the cleaning will occur.
• Payment terms: Cost of services, payment schedule, and methods. This should include details on how and when payments will be made, any penalties for late payments and provisions for price adjustments.
• Duration: Contract length, along with renewal terms if applicable. This section should also include conditions under which the contract can be renewed or extended.
• Responsibilities: Duties and responsibilities of both the client and the service provider. This should cover who provides cleaning supplies and equipment, how access to the premises will be managed, and any other relevant responsibilities.
• Supplies and equipment: Information on who will provide cleaning supplies and equipment. If the service provider is responsible, this section should list the types of supplies and equipment to be used.
• Insurance and liability: Details about insurance coverage and liability for damages or injuries. This section should specify the types of insurance required and who is responsible for any damages or injuries that occur during the cleaning services.
• Termination clause: Conditions under which the contract can be terminated by either party. This should include notice periods, reasons for termination and any penalties or fees associated with early termination.

By including these elements, a cleaning contract template ensures that all critical aspects of the agreement are clearly defined, minimizing the risk of misunderstandings and disputes.

The manual approach to managing cleaning contract templates

Managing cleaning contract templates manually can be a tedious and error-prone process. Here are some of the common challenges and pain points associated with manual contract management:

• Time-consuming: Creating, reviewing, and approving contracts manually requires significant time and effort. This can slow down the contracting process and delay the start of cleaning services.
• Inconsistency: Manual management can lead to inconsistencies in contract terms and conditions. Different team members might use outdated templates or overlook important clauses, resulting in contracts that vary in quality and content.
• Errors: Human errors are more likely to occur when contracts are managed manually. These errors can range from simple typos to critical mistakes in contract terms, which can lead to contractual disputes and legal issues.
• Storage issues: Storing and retrieving paper contracts can be cumbersome and inefficient. Physical documents can be lost, damaged, or misplaced, making it difficult to track and manage contracts effectively.
• Tracking and compliance: Keeping track of contract renewals, deadlines and compliance requirements manually is challenging. Without automated reminders and tracking systems, important dates and obligations can be easily overlooked.

Automate cleaning contracts with Juro

Automating the management of cleaning contracts can save time and reduce errors, providing a smoother experience for both cleaning service providers and their clients. Juro’s AI-native contract management platform offers several features that can help streamline this process.

Self-serve contract creation

Juro allows business teams to create and manage cleaning contracts without needing legal to manually review each agreement one-by-one. Commercial teams can access pre-defined, automated contract templates and populate the relevant contract data using simple Q&A forms, or integrations with other business tools. This ensures consistency and compliance with company standards.

AI-assisted drafting

Juro’s legal AI can assist in drafting contracts by suggesting clauses and ensuring the language aligns with legal and regulatory requirements. This feature reduces the risk of errors and ensures contracts are both more comprehensive and accurate.

Collaborative workflows

Juro empowers teams to work more collaboratively, allowing multiple stakeholders to review and edit contracts simultaneously within the platform. This feature is particularly useful for cleaning contracts, which may require input from various departments such as operations, legal, and finance.

Automated approval processes

Set up automated approval workflows to ensure that each contract goes through the necessary review stages before finalization. This feature speeds up the approval process and ensures that no steps are missed, maintaining compliance and accountability.

Native eSigning functionality

Once the contract is finalized, Juro offers native eSignature capabilities, allowing parties to sign contracts electronically. This feature eliminates the need for physical paperwork, speeding up the execution process and making it easier to manage signed contracts.

Centralized contract repository

Juro stores all of your agreements  in a secure, centralized contract database. This feature provides easy access to contract metadata, allowing businesses to track contract performance, renewal dates, and performance against key legal KPIs. The searchable database ensures that all relevant information is available at your fingertips.

Real-time contract insights

Juro’s platform offers real-time analytics, providing insights into contract performance and identifying potential risks. This data-driven approach helps businesses make informed decisions and improve contract workflows.

Juro's AI-native contract automation platform empowers all teams to create, agree, execute and manage contracts up to 10x faster than traditional tools. To find out more, hit the button below to book your personalized demo.