Key points
- Put the same questions to every supplier and write the answers down, so you compare like with like.
- Ask for the public liability figure and the certificate, not a verbal assurance that they are insured.
- A scope names the areas, the tasks in each area and how often each task happens, with exclusions and extras listed.
- Get the minimum term, the notice period and the missed-visit remedy in writing before you sign, not after.
If you are comparing a commercial cleaning contract Manchester suppliers have sent over, the price is the easy part. It sits on one line and you can compare it in seconds. The rest of the document is where a contract goes right or wrong, and it is the part people skim.
Below is a list of questions to put to every supplier. Ask each one the same questions and write the answers down. Then you are comparing like with like, and you can see exactly where a proposal goes quiet.
Commercial cleaning contract Manchester: what should it cover?
Nine things. If a proposal does not answer one of them, that is the question to ask before you sign.
- Insurance. What is the public liability figure, and can you see the certificate?
- Scope. Which areas, and which tasks in each area?
- Frequency. How often does each task happen, and on which days?
- Access and keys. How do operatives get in, and who holds the keys?
- Consumables. Are bin bags, hand soap and toilet roll in the price or billed separately?
- Exclusions. What is not covered, and what does it cost when you need it?
- Notice and minimum term. How long is the first term, and how do you end it?
- Missed visits. What happens, in writing, when a visit does not happen or falls short?
- Point of contact. Who do you call, and how is a problem reported?
How do you write a commercial cleaning scope of work?
Name the area, the task and the frequency, every time. "Office cleaning, weekly" tells you almost nothing. "Reception: wipe desk and door handles, vacuum, empty bins, daily" tells you exactly what you are paying for.
Do it area by area: reception, open-plan floor, meeting rooms, kitchen or break room, restrooms. Each task gets its own frequency, because a task with no frequency has no standard to be measured against. If you are unsure how often each area needs attention, read our guide to office cleaning frequency.
Write the exclusions down as carefully as the inclusions. If carpets, windows or a periodic deep clean are not in the price, the scope should say so, and say what each costs when you want it. Regular clean vs deep clean explains why those two are different jobs.
Ask about consumables in the same breath. A quote that leaves out bin bags, soap and toilet roll can look cheaper than one that includes them. Ask every supplier the same question and the gap disappears.
What should you ask about commercial cleaning insurance?
Ask for the public liability figure, then ask to see the certificate. "Yes, we're insured" is not an answer you can write down.
- What is the public liability figure?
- Who is the insurer, and what dates does the certificate cover?
- Does the name on the certificate match the company on the proposal?
- Does your lease, landlord or biggest client set a minimum figure? Check that before you compare suppliers.
Ivory carries £2m public liability. Put the same question to every other supplier and compare the figures against what your own premises require.
How should access, keys and staffing be agreed?
Agree when the clean happens and how operatives get in. That means before opening, after closing or during the day, and whether they use a key, a code or someone lets them in. Vague access is how a visit gets missed without anyone noticing.
- Who holds the keys or codes, and what happens if they are lost?
- What is the plan for a locked door, an alarm or a bank holiday?
- Are the operatives employed by the supplier or subcontracted, and how are they vetted?
- Who is your one point of contact, and how fast do they reply?
If your site handles confidential papers or has out-of-hours access, say so up front. It changes what you should ask about vetting and key handling.
What should the cleaning contract terms say about notice and missed visits?
Ask three questions of every supplier, and get the answers in writing before you sign.
- Is there a minimum term, and how long is it?
- How much notice does each side give to end the arrangement?
- What happens when a visit is missed or falls short of the scope?
For the third, look for a concrete remedy rather than an apology. Is the visit made up, credited, or both? Is there a time limit? Who do you report it to? A contract that is silent on missed visits is the one most likely to leave you arguing later.
How do you compare two cleaning proposals side by side?
Put the answers into one grid. A proposal that cannot fill a row is telling you something.
| What to compare | A clear answer | A gap to chase |
|---|---|---|
| Public liability | A figure and a certificate you can read | "Fully insured" with nothing to show |
| Scope | Areas, tasks and frequency listed one by one | One line such as "office cleaning" |
| Access and keys | Named key holder and a plan for lockouts | Not mentioned |
| Consumables | Stated as included or priced separately | Silent, so assume nothing |
| Exclusions and extras | Listed, with a way to price them | "Extras on request" and no detail |
| Minimum term and notice | Both stated in the document | Only in the small print, or only when asked |
| Missed visits | A remedy and a time limit | No mention |
| Point of contact | A named person and how to reach them | A general inbox |
A cheaper proposal with a thinner scope is not cheaper. It is a different job. Where one supplier is silent, ask them to put the answer in writing rather than assuming the silence means yes.
Where does Ivory fit in?
We price commercial work after a site survey, so the scope matches your premises rather than a template. Ivory carries £2m public liability, and replies come back within 30 minutes.
Hold us to the same questions as everyone else. To request a site survey, start from our commercial cleaning page. If you are weighing up cleaners for a home as well as a site, how to find a trustworthy cleaner uses the same approach.
Questions people ask
Public liability insurance is the baseline, and you should ask for the figure and the certificate, not just confirmation that it exists. Check the figure against any minimum your lease, landlord or clients set. Ivory carries £2m public liability.
List exact tasks, by area, with a frequency for each. "Clean the kitchen" leaves room for disagreement, while a list of surfaces, appliances, bins and floors does not. The more specific the scope, the fewer arguments later.
There is no single right length, so ask every supplier for the minimum term and the notice period, and get both in writing before you sign. Then judge each answer by asking if you could live with it should the service slip.
That depends entirely on what the contract says, which is why you should ask before signing. Look for a written remedy: whether the visit is made up, credited or both, whether there is a time limit, and who you report it to.
Request a site survey. We price commercial work after the survey so the scope matches your premises, and you hear back within 30 minutes of asking.
Written by M.A. Published .
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