A cleaning arrangement usually goes wrong for one of three reasons: nobody wrote down exactly what was included, changes were agreed in passing and forgotten, or invoices did not match what the business thought it was paying for. A clear agreement prevents all three.
This is practical guidance, not legal advice. For anything unusual, get advice from your own adviser.
1. The scope
The scope is the heart of the agreement. It should list:
- Areas included, and areas excluded (server rooms, locked offices, private desks).
- Tasks for each area, ideally as a checklist — see our office cleaning checklist for a starting point.
- What is not included — specialist work such as clinical disinfection or work at heights should be named as excluded or handled separately.
2. Frequency and timing
- How many visits per week or month, and on which days.
- The time window for each visit (before opening, after close).
- What happens on public holidays.
3. Access and security
- Who holds keys, fobs and alarm codes, and how they are stored.
- Building rules: sign-in, after-hours access, loading docks.
- What to do if access fails or the alarm is triggered.
4. Consumables and equipment
- Who supplies soap, paper and bin liners.
- Whether the cleaner brings all equipment and products.
- Any products the business wants used or avoided.
5. Changes and extra work
Businesses change: a new floor, a refit, an event. The agreement should say:
- how extra one-off work is requested and approved,
- how a permanent change to the scope is agreed and priced,
- who on each side can approve changes.
6. Quality checks and feedback
- How issues are reported (one contact, one channel).
- How quickly they are looked at.
- Whether there are periodic check-ins or walk-throughs.
7. Price and invoicing
- A fixed price per visit or per month, with extras listed separately.
- What the price includes (GST, consumables).
- Invoice frequency, payment terms and, for several sites, whether each site is itemised.
- How and when prices are reviewed.
8. Term and notice
- The start date and any initial term.
- How much notice either side needs to give to end the arrangement.
How our proposals work
Our commercial cleaning proposals set out the agreed scope, the visit schedule, one contact for changes and extra work, and itemised invoices for each site; the notice period is agreed in the proposal. Send your details through the commercial quote request to start. For the cost side, see how much office cleaning costs in Melbourne.
Talk to us about your site
See exactly what our commercial cleaning includes, or go straight to the next step.
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