Janitorial Services Checklist: What Should Be Included in Your Cleaning Contract?

Every office wants to shine, but not every cleaning contract lives up to the promise. When you hire a janitorial service, you expect consistent cleanliness, but that doesn’t always happen without a clear agreement. Many businesses sign contracts assuming certain tasks will be included, only to discover gaps later. That’s where a comprehensive janitorial services checklist comes in.

This guide walks you through what should be included in your contract so you can hold your provider accountable, set clear expectations, and make sure your workplace always looks its best.

Why a Detailed Janitorial Services Checklist Matters

A clear cleaning contract checklist protects both you and the provider. It makes sure nothing gets overlooked, reduces misunderstandings, and helps you measure performance over time. Whether you’re a small office, a corporate campus, or a medical facility, the right checklist will give you peace of mind and a cleaner building, consistently.

Core Components of Every Janitorial Services Contract

Every business has different cleaning needs, but some elements should be universally covered. These key contract components form the foundation of your agreement.

1. Janitorial Service Scope of Work

This outlines exactly what tasks the cleaning crew will perform. It should be broken down by area (offices, restrooms, break rooms, lobbies) and task type (dusting, vacuuming, mopping, etc.). Be sure the scope answers questions like:

Will the cleaning team take out the trash nightly?
Are high-touch surfaces like doorknobs and elevator buttons disinfected?
Does the service include kitchen appliance wipe-downs?

A vague “we clean your office” doesn’t cut it. The more detailed, the better.

2. Cleaning Frequency

How often will each area be serviced? Not every space needs daily cleaning, and that’s okay, as long as expectations are clear. Typical frequency categories include:

Daily: Trash removal, restroom sanitation, entryway maintenance.
Weekly: Window washing (interior), baseboard dusting.
Monthly or Quarterly: Deep cleaning tasks like carpet shampooing or vent dusting.

Your contract should also allow flexibility to increase cleaning during high-traffic seasons or flu outbreaks.

3. Types of Cleaning Products Used

This matters more than you might think, especially if your team has allergies, sensitivities, or sustainability goals. Your janitorial services checklist should include:

Whether EPA-approved disinfectants are used.
The types of floor cleaners and degreasers.
If green or low-fragrance products are available.

Don’t hesitate to ask your provider for product sheets or Safety Data Sheets (SDS).

4. Staff Training and Background Checks

You’re trusting a team to be in your building, sometimes after hours. You deserve to know they’re trained and reliable. Your contract should confirm:

All staff are background-checked.
Employees are trained in OSHA safety, cross-contamination prevention, and equipment handling.
There’s consistent supervision and quality control.

You can also request that a consistent team cleans your building for added familiarity and peace of mind.

5. Health and Safety Compliance

Commercial cleaning companies must follow strict industry guidelines, especially in high-risk environments like healthcare or manufacturing. Your checklist should cover:

Use of PPE (personal protective equipment).
Procedures for cleaning bloodborne pathogens (if applicable).
Adherence to local, state, and federal health standards.

This section is especially important for buildings with food service areas, medical offices, or child care facilities.

6. Emergency or On-Call Services

Sometimes messes don’t stick to a schedule. Your contract should outline what happens in those off-hours situations. Look for clauses that explain:

Availability for emergency cleanup (flooding, spills, accidents).
Additional costs for after-hours service.
Response times and communication channels.

Having this spelled out prevents confusion when the unexpected happens.

7. Quality Assurance Measures

How will your provider ensure the work meets your expectations? A reliable company will have a system in place for follow-ups, inspections, and feedback. Make sure your janitorial services checklist includes:

Regular walk-throughs with a supervisor.
A process for reporting missed tasks or complaints.
A timeline for resolving issues.

Some providers use digital reporting apps to track performance. Ask if that’s available to you.

8. Supplies and Equipment

Who’s responsible for bringing what? Your contract should specify whether the cleaning company or your business provides:

Trash liners
Soap, paper towels, and restroom supplies
Vacuum cleaners, mops, and specialized equipment

Ideally, your provider supplies everything needed and restocks essentials automatically as part of their service.

9. Insurance and Liability Coverage

You hope accidents never happen, but if they do, your cleaning provider should be fully insured. Your janitorial services checklist should verify:

General liability and workers’ compensation coverage.
Bonding (in case of theft or damage).
A hold harmless clause that protects your business.

Request proof of insurance and keep it on file.

10. Contract Terms and Cancellation Policy

Every agreement needs an exit strategy. Understand how long your contract lasts and how to end it if things don’t go as planned. This section should explain:

Duration of service (month-to-month, annual, etc.)
Notice period for cancellation (typically 30 days)
Conditions for early termination

Avoid long-term commitments without a trial period, especially if this is your first time working with a provider.

Ramco Building Maintenance is ready to help you take the guesswork out of your regular cleaning. Check out more about what’s included in our commercial janitorial services checklist.

Commercial Cleaning in Wichita

Add-On Services to Consider

Many janitorial companies offer supplemental services that aren’t automatically included in basic contracts, but they can make a big difference.

Carpet Cleaning: Even low-pile carpet traps dust and allergens. Deep cleaning every 6–12 months maintains appearance and air quality.
Window Cleaning: Interior and exterior window cleaning keeps your building bright and polished. Frequency can range from monthly to quarterly depending on your location.
Hard Floor Maintenance: Stripping, waxing, and buffing help extend the life of tile and VCT flooring in high-traffic areas like break rooms and entryways.
Upholstery Cleaning: Office chairs, lobby seating, and other upholstered furniture benefit from occasional steam cleaning to remove oils, dust, and stains.
Disinfection Services: From cold and flu season to high-touch areas, scheduled disinfection adds a layer of protection that supports employee wellness.

How to Use the Janitorial Services Checklist Effectively

Having a list is only half the battle; knowing how to use it is the rest.

Review it before meeting with potential providers. Ask how they approach each category.
Use it to compare proposals. Don’t assume more expensive = better.
Include it as part of your official contract. Make sure it’s signed off by both parties.
Revisit the checklist quarterly to ensure services are still aligned with your current needs.
Share it with your internal facilities team. This helps everyone stay aligned on expectations and allows them to spot any service gaps early.
Use it during onboarding with new providers. Walk through the checklist together to make sure they understand your priorities from day one.
Request periodic audits based on the checklist. Ask your provider to conduct formal check-ins using the checklist as a benchmark for performance.
Update the checklist when changes occur. If you expand, renovate, or shift work schedules, revise the checklist to reflect your new needs.
Keep it accessible and visible. Store a copy where decision-makers and facility managers can easily reference it during reviews or service conversations.

Build a Smarter Janitorial Plan With Ramco Building Maintenance

At Ramco Building Maintenance, we believe great cleaning starts with clear expectations. Our janitorial services checklist is built into every contract we sign, so you always know what’s getting done, when, and by whom. From daily basics to deep cleaning extras, we’ll tailor a plan that keeps your space spotless and stress-free. Reach out to get the process started today.