Write a specification
Quotes are only comparable if every company is pricing the same job. A cleaning specification sets out the areas, tasks and frequencies – for example, 'washrooms: clean and restock daily; desks: wipe clear desks three times a week'. It also covers times of access, security arrangements and who supplies consumables such as hand towels and soap.
If you don't have one, ask companies to visit and propose a specification, then use the best as a base for comparing.
What to check
Ask any company you're considering about:
- Public liability insurance, and employers' liability insurance if they employ staff
- COSHH assessments and safety data sheets for the products they'll use
- Risk assessments and method statements for your site
- How staff are recruited, vetted and trained
- Uniforms and ID
- Key and alarm procedures
- References from similar clients
Quality and communication
Ask how the company checks quality – regular supervisor inspections, audits or a client app – and who your point of contact is. A named account manager who responds quickly is often worth more than a slightly lower price. Agree how issues will be reported and how quickly they'll be fixed.
Continuity of staff
The same cleaners on the same schedule learn your office and its quirks. Ask about staff turnover, holiday and sickness cover, and how new cleaners are briefed. It's reasonable to ask whether cleaners are paid at least the National Living Wage or the real Living Wage – some businesses prefer suppliers that pay the latter.
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Contract terms
Read the contract carefully, particularly:
- Length of contract and notice period
- Price review terms
- What happens if standards fall – and how to end the contract
- Who supplies equipment and consumables
- How additional or periodic work is priced
Questions to ask on a site visit
A good company will visit before quoting. Use the visit to ask:
- How many hours and cleaners would you allocate?
- Who supervises the cleaners, and how often do they visit?
- How do you handle keys, alarms and access cards?
- What happens if a cleaner is off sick?
- Can you supply references from similar clients?
- What are your COSHH and health and safety procedures?
- How do you report issues and fix complaints?
Red flags
Be cautious of quotes that are significantly lower than others without a clear reason – it may mean fewer hours, staff paid below legal minimums or corners cut on insurance. Vague answers about insurance, reluctance to provide references or pressure to sign a long contract quickly are also warning signs.
Comparing quotes
Compare the hours allowed, not just the total price. A quote that allows half the hours of another is unlikely to deliver the same result. Check VAT, consumables and periodic work. Our how to compare cleaning quotes guide applies to businesses too, and office cleaning prices give indicative rates.
