Start with the rooms, not a generic task list

Walk through the office and list the spaces people actually use: reception, desks, meeting rooms, kitchens, bathrooms and storage areas. Record which are shared with another tenant or covered by a building contract. A checklist becomes more useful when each task has a clear area and frequency.

Identify surfaces cleaners can touch and items they must leave alone. Paperwork, personal belongings, screens and specialist equipment need agreed handling instructions rather than assumptions.

Tasks to consider on regular visits

  • Reception: accessible counter surfaces, entry flooring and visible litter.
  • Work areas: agreed desk surfaces, shared touchpoints and floor care.
  • Meeting rooms: accessible tables, bins and floors.
  • Kitchen: benches, sink, agreed shared surfaces and bins.
  • Washrooms: toilets, basins, mirrors, floors and agreed consumable checks.

Choose the frequency according to occupancy and use. A kitchen used by many staff may need more attention than a room used only occasionally. The checklist should say which tasks occur on each visit, not simply label the service “weekly cleaning”.

Keep periodic work separate

Detailed edges, reachable ledges, internal glass and appliance interiors can be added to a periodic plan if needed. Specialist carpet cleaning, high-level areas and more involved floor treatments should be assessed separately. Include a date or review interval rather than leaving those jobs permanently unspecified.

This also makes pricing clearer. A regular quote that includes a scheduled extra task is not directly comparable with one that covers only routine work.

Add access and handover instructions

Document who supplies keys, how alarms are handled and who checks the premises after the final visit. Identify where supplies may be stored and how waste should be separated. Have one contact for questions and a simple way to report a missed task.

After the first few visits, review whether the schedule matches the actual use of the space. Change individual tasks or their frequency when needed rather than adding an undefined request to “clean more thoroughly”.

Use the checklist when asking for quotes

Give each provider the same room list, tasks and frequency. Ask them to explain exclusions and any assumptions. The result should be a scope both parties can use to assess the work.

See our office cleaning page for the areas to discuss, or read how to compare commercial cleaning quotes.