Start with the parties, premises and service scope

Record the legal names of the parties, the trading names used, the service address and the main contacts. A trading name on its own may not identify the legal entity entering the agreement. Check that the quote, contract and invoicing details refer to the intended provider.

Attach a room-by-room task schedule. For each area, state what is cleaned and how often. Identify exclusions such as paperwork-covered desks, appliance interiors, high-level surfaces and specialist equipment. The contract should also show which version of the scope and quote has been accepted.

Our office cleaning checklist can help prepare the schedule, while our office cleaning page explains the areas to discuss.

Define the schedule and quality checks

Specify cleaning days, the access window, the start date and how public holidays or office closures are handled. Agree how to request extra work rather than assuming it is part of the recurring price.

Quality checks work best when they refer to observable tasks. For example, the agreed checklist might require bins to be emptied, washroom basins to be cleaned and accessible flooring to be vacuumed. Identify who checks the work, how feedback is recorded and how a missed task is reported. Agree a response process and any follow-up arrangements in writing instead of relying on an undefined promise of a “perfect clean”.

Write down key, alarm and information handling

  • Identify who authorises access and keeps a record of issued keys or access cards.
  • Agree how alarm instructions are supplied securely and who to contact if entry fails.
  • Specify lock-up checks, restricted rooms and where equipment can be stored.
  • State how documents, personal belongings, screens and other sensitive items should be handled.
  • Agree the procedure for a lost key, access incident or accidental damage.
  • Include the return of keys and removal of access permissions when service ends.

Share only the access information needed for the service. A shared cleaning checklist should not become a public record of alarm codes or confidential workplace information.

Make pricing and changes easy to understand

Include the agreed price, service period, GST treatment, invoice schedule and payment terms. State who supplies consumables and how periodic work is charged. Explain how changes to rooms, occupancy or visit frequency are proposed and approved, including any resulting price change.

If you accept our first-two-months half-price offer, the agreement should record the qualifying contract length, discounted regular cleaning price, standard price from month three and covered scope. Confirm how any early end to the contract affects the offer. Do not assume a discount applies to extras unless the quote says so.

For pricing comparisons, see what affects Auckland office cleaning costs.

Review the term, cancellation and handover

Check the start and end dates, any minimum term, renewal arrangements and the notice required to end the service. Identify where notice must be sent and whether written acknowledgement is required. Ask about any early termination charges and the process for unresolved service problems before signing.

Also agree the final visit, outstanding invoices, supply ownership and the return of keys. Do not assume that every commercial cleaning contract has the same cancellation period. Business.govt.nz recommends being clear about scope, exclusions and exit arrangements in supplier agreements; its guide to contracts and agreements provides further background.

Before you sign: a short review checklist

  • Can you identify exactly which rooms and tasks are included?
  • Are frequency, access responsibilities and feedback arrangements written down?
  • Are regular charges, extras and any introductory offer clear?
  • Do you understand how the scope or price can change?
  • Are notice, renewal and final handover arrangements clear?

This is a practical purchasing checklist, not a contract template or an interpretation of your existing agreement. If a clause is unclear or disputed, obtain advice on that agreement before committing to a new service.

Planning a change? Read how to change office cleaning providers. To discuss a written cleaning scope for your premises, request a tailored commercial cleaning quote or call 0800 366 688.