Commercial buildings in Canada must meet various cleaning and maintenance standards to ensure occupant health, safety, and satisfaction. Building cleaning standards encompass regulatory requirements, industry certifications, and best practices that define what “clean” means for different facility types.

This comprehensive guide covers the Canadian regulatory framework, major certifications like BOMA BEST and CIMS, and practical guidance for implementing and maintaining cleaning standards in your building.

Why Building Cleaning Standards Matter

Adherence to building cleaning standards benefits property owners, managers, tenants, and occupants:

Health and Safety

• Reduced illness transmission through proper disinfection
• Better indoor air quality from dust and allergen control
• Fewer slip-and-fall accidents from maintained floors
• Protection from chemical hazards through proper handling
• Compliance with health regulations

Legal Compliance

• Meeting federal and provincial safety regulations
• Avoiding fines and penalties
• Reducing liability exposure
• Demonstrating due diligence

Building Value

• Well-maintained buildings command higher rents
• Better tenant retention
• Enhanced property reputation
• Competitive advantage in the market

Tenant Satisfaction

• Clean buildings attract quality tenants
• Reduced complaints and turnover
• Positive work environment for occupants
• Professional image for tenant businesses

Environmental Responsibility

• Sustainable cleaning practices
• Reduced environmental footprint
• Meeting corporate sustainability goals
• Green building certification support

Regulatory Framework in Canada

Building cleaning in Canada is governed by multiple regulatory levels:

Federal Regulations

Key federal requirements affecting building cleaning:

• Canada Labour Code: Workplace health and safety for federally regulated industries
• WHMIS 2015: Chemical safety and hazard communication
• Health Canada: Disinfectant product approval and guidelines
• Canadian Environmental Protection Act: Environmental requirements

Provincial/Territorial Regulations

Each province has its own occupational health and safety legislation:

• Ontario: Occupational Health and Safety Act (OHSA)
• British Columbia: Workers Compensation Act and OHS Regulation
• Alberta: Occupational Health and Safety Act
• Quebec: Act Respecting Occupational Health and Safety

Municipal Requirements

• Local health department regulations
• Fire code compliance for chemical storage
• Building code maintenance requirements
• Waste management and recycling bylaws

Industry Standards

Voluntary but widely adopted standards:

• BOMA BEST (Building Environmental Standards)
• CIMS (Cleaning Industry Management Standard)
• LEED (Leadership in Energy and Environmental Design)
• CSA (Canadian Standards Association) standards

BOMA BEST Certification

BOMA BEST is Canada’s largest environmental assessment and certification program for commercial real estate:

What Is BOMA BEST?

• Building Environmental Standards program
• Developed by Building Owners and Managers Association of Canada
• Voluntary certification for existing buildings
• Covers 10 areas including health, comfort, and cleaning

Certification Levels

• Level 1: Good environmental practices in place
• Level 2: Better performance with documented programs
• Level 3: Best performance with comprehensive systems
• Level 4: Excellence in building performance

Cleaning-Related Requirements

BOMA BEST evaluates cleaning in several categories:

Indoor Air Quality

• Use of low-VOC cleaning products
• Proper ventilation during cleaning
• HEPA filtration vacuums
• Green cleaning product policies

Custodial Effectiveness

• Documented cleaning procedures
• Quality assurance programs
• Staff training requirements
• Performance measurement

Health and Wellness

• Restroom maintenance standards
• Entry mat programs
• Pest management
• Waste and recycling programs

Benefits of BOMA BEST

• Demonstrates building quality to tenants
• Differentiates property in competitive market
• Identifies improvement opportunities
• Benchmarking against peer buildings
• Recognition for environmental performance

CIMS Certification

CIMS (Cleaning Industry Management Standard) is the cleaning industry’s management standard:

What Is CIMS?

• First consensus-based management standard for cleaning organisations
• Developed by ISSA (International Sanitary Supply Association)
• Accredited by ANSI (American National Standards Institute)
• Certifies cleaning organisations, not buildings

CIMS Components

CIMS addresses six management categories:

Quality Systems

• Quality management approach
• Customer satisfaction measurement
• Continuous improvement processes
• Service delivery systems

Service Delivery

• Documented cleaning procedures
• Workloading and scheduling
• Inspection programs
• Equipment and supply management

Human Resources

• Recruitment and selection
• Training and development
• Performance management
• Employee retention

Health, Safety, and Environmental Stewardship

• Safety programs and training
• Environmental sustainability
• Green cleaning practices
• Chemical safety

Management Commitment

• Leadership involvement
• Resource allocation
• Policy development
• Strategic planning

Operations and Performance

• Financial management
• Operational procedures
• Information systems
• Risk management

CIMS-GB (Green Building)

Enhanced certification with green building focus:

• Meets green cleaning requirements for LEED
• Additional environmental criteria
• Supports LEED O+M certification

Why Choose CIMS-Certified Providers

• Verified management systems
• Commitment to quality and improvement
• Trained and developed workforce
• Documented procedures and accountability
• Third-party verification

LEED and Green Building Standards

LEED certification includes specific cleaning requirements:

LEED O+M (Operations and Maintenance)

Cleaning-related credits in LEED O+M:

EQ Credit: Green Cleaning—Products and Materials

• Use of certified green cleaning products
• ECOLOGO, Green Seal, or EPA Safer Choice certification
• Documentation of product purchases
• Target: 75% or more by cost

EQ Credit: Green Cleaning—Custodial Effectiveness Assessment

• Quality audit system
• Regular inspections and scoring
• Action plans for deficiencies
• Documentation requirements

EQ Credit: Green Cleaning—Equipment

• HEPA filtration vacuums
• Ergonomic equipment
• Low-noise equipment
• Equipment maintenance programs

Green Cleaning Policy Requirements

LEED buildings typically require a written green cleaning policy covering:

• Product selection criteria
• Equipment requirements
• Training programs
• Quality assurance
• Continuous improvement

Documentation for LEED

• Product purchase records with certifications
• Staff training records
• Inspection results
• Equipment inventories
• Policy documents

Federal Standards and Requirements

Canada Labour Code

Applies to federally regulated workplaces:

• Workplace cleanliness requirements
• Sanitary facility standards
• Ventilation requirements
• Hazardous material handling

Canada Occupational Health and Safety Regulations

Specific requirements for building maintenance:

Sanitation (Part IX)

• Workplace maintained in sanitary condition
• Washroom cleanliness and supplies
• Potable water availability
• Waste disposal requirements

Hazardous Substances (Part X)

• Chemical storage and handling
• WHMIS compliance
• Personal protective equipment
• Emergency procedures

Health Canada Guidelines

Product and practice guidance:

• Disinfectant product approval (DIN numbers)
• Infection control guidelines
• Indoor air quality recommendations
• Chemical exposure limits

Provincial Requirements

Key provincial requirements affecting building cleaning:

Ontario

• OHSA: General workplace safety including cleanliness
• Regulation 851: Industrial establishments including sanitation
• Ontario Building Code: Maintenance requirements
• Health Protection and Promotion Act: Public health standards

British Columbia

• OHS Regulation: Workplace safety and sanitation
• Public Health Act: Building sanitation requirements
• Environmental Management Act: Waste and chemical disposal

Alberta

• OHS Act and Code: Workplace sanitation standards
• Public Health Act: Building maintenance requirements
• Environmental Protection and Enhancement Act: Waste management

Quebec

• RSST (Regulation respecting occupational health and safety): Sanitation standards
• Public Health Act: Building cleanliness requirements
• Environment Quality Act: Environmental requirements

Common Provincial Requirements

• Regular cleaning of work areas
• Adequate sanitary facilities
• Waste removal and disposal
• Pest control measures
• Ventilation and air quality
• Chemical safety and storage

WHMIS Compliance

WHMIS 2015 is fundamental to building cleaning operations:

WHMIS Requirements for Building Cleaning

Product Labelling

• All cleaning chemicals properly labelled
• GHS-compliant hazard symbols
• Signal words and hazard statements
• Precautionary statements

Safety Data Sheets

• SDS available for all hazardous products
• Accessible to workers at all times
• Up-to-date versions (within 3 years)
• Organised and easily located

Worker Training

• WHMIS certification for all cleaning staff
• Product-specific training
• Understanding of labels and SDS
• Emergency procedures

Building Management Responsibilities

• Ensure contractor compliance with WHMIS
• Maintain SDS files for products used in building
• Coordinate with multiple cleaning contractors
• Verify worker training records

Common WHMIS Compliance Issues

• Unlabelled spray bottles (secondary containers)
• Missing or outdated SDS
• Expired training certifications
• Improper chemical storage

Indoor Air Quality Standards

Cleaning practices significantly impact indoor air quality:

Canadian IAQ Guidelines

• Health Canada residential IAQ guidelines (often referenced for commercial)
• ASHRAE 62.1 (ventilation standard)
• CSA Z317.2 (healthcare ventilation)

Cleaning Impacts on IAQ

Positive Impacts

• Dust and allergen removal
• Mould prevention
• Contaminant elimination
• Improved air quality perception

Potential Negative Impacts

• VOC emissions from products
• Fragrance irritation
• Dust redistribution without proper equipment
• Chemical residues

Best Practices for IAQ

• Use low-VOC and fragrance-free products
• HEPA filtration vacuums
• Adequate ventilation during cleaning
• Proper dwell time before reoccupancy for strong products
• Green certified product selection

Cleanliness Level Standards

Standardised cleanliness levels help define expectations:

APPA Cleanliness Levels

Commonly used benchmark system:

Level 1: Orderly Spotlessness

• Highest level of cleanliness
• Typically for operating rooms, clean rooms
• No visible dust, dirt, or stains
• All surfaces cleaned and polished
• Intensive labour requirements

Level 2: Ordinary Tidiness

• High level of cleanliness
• Suitable for executive offices, lobbies
• Minimal dust and dirt visible on close inspection
• All surfaces regularly cleaned
• Good first impression

Level 3: Casual Inattention

• Moderate cleanliness level
• Appropriate for general offices, classrooms
• Some dust accumulation acceptable
• High traffic signs may show
• Most common commercial standard

Level 4: Moderate Dinginess

• Lower cleanliness level
• Suitable for warehouses, storage areas
• Visible dirt and dust
• Basic cleaning only
• Budget-conscious option

Level 5: Unkempt Neglect

• Minimal cleaning
• Unacceptable for most applications
• Significant dirt accumulation
• Health and safety concerns

Selecting Appropriate Levels

Area Type	Recommended Level
Healthcare patient areas	Level 1-2
Executive offices, lobbies	Level 2
General offices	Level 2-3
Retail spaces	Level 2-3
Educational facilities	Level 3
Industrial areas	Level 3-4
Storage/warehouse	Level 4

Inspection and Audit Standards

Regular inspections ensure standards are maintained:

Inspection Types

Routine Inspections

• Regular quality checks by supervisors
• Weekly or monthly frequency
• Standardised checklists
• Scoring and documentation

Random Inspections

• Unannounced spot checks
• Prevents preparation bias
• Reflects typical performance

Client Inspections

• Joint walkthroughs with building management
• Addressing specific concerns
• Relationship building

Third-Party Audits

• Independent verification
• Certification audits (BOMA BEST, CIMS)
• Objective assessment

Inspection Criteria

Common elements evaluated:

• Floor cleanliness and condition
• Surface dusting
• Restroom cleanliness and supplies
• Glass and mirror cleanliness
• Trash removal
• Odour control
• Equipment condition
• Safety compliance

Scoring Methods

• Percentage-based (items passed/total items)
• Point scoring with weighted categories
• Pass/fail with minimum thresholds
• Deficiency counting

Documentation Requirements

Proper documentation demonstrates compliance and supports improvement:

Required Documentation

Policies and Procedures

• Cleaning specifications by area
• Frequency schedules
• Product and equipment standards
• Quality control procedures
• Emergency response plans

Training Records

• WHMIS certification
• Safety training completion
• Task-specific training
• Ongoing education

Compliance Records

• Safety Data Sheets
• Product certifications
• Insurance certificates
• Background check confirmations

Performance Records

• Inspection reports and scores
• Complaint logs and resolution
• Corrective action documentation
• Trend analysis

Record Retention

• Training records: Duration of employment plus 2-5 years
• Safety Data Sheets: While product is in use plus 30 years
• Inspection records: Minimum 2-3 years
• Incident reports: 10+ years (check provincial requirements)

Implementing Standards

Steps to implement building cleaning standards:

1. Assess Current State

• Audit existing practices
• Identify gaps versus desired standards
• Evaluate current provider capabilities
• Review documentation completeness

2. Define Standards

• Select appropriate cleanliness levels by area
• Choose applicable certifications to pursue
• Develop written specifications
• Set measurable quality targets

3. Communicate Requirements

• Include standards in contracts
• Train cleaning staff on expectations
• Inform building occupants
• Establish reporting relationships

4. Implement Monitoring

• Deploy inspection programs
• Establish feedback mechanisms
• Create documentation systems
• Schedule regular reviews

5. Continuous Improvement

• Analyse performance data
• Identify improvement opportunities
• Update standards as needed
• Benchmark against peers

Working with Service Providers

• Include standards in RFPs and contracts
• Require certifications (CIMS, etc.)
• Establish performance metrics and SLAs
• Conduct regular performance reviews
• Support training and development

Frequently Asked Questions

What cleaning standards apply to commercial buildings in Canada?

Canadian commercial buildings must comply with federal WHMIS requirements, provincial OHS regulations, and may pursue voluntary certifications like BOMA BEST, CIMS, or LEED. Specific requirements depend on building type, location, and tenant needs. All buildings must meet basic sanitation and safety standards.

What is BOMA BEST certification?

BOMA BEST (Building Environmental Standards) is Canada’s largest environmental assessment and certification program for commercial buildings. It evaluates 10 areas including indoor air quality, custodial practices, and health/wellness. Buildings can achieve Level 1 through 4 certification based on performance.

How do I know if my cleaning contractor meets industry standards?

Look for CIMS certification, which verifies management systems, training, and quality processes. Also verify WHMIS training for all staff, insurance coverage, background checks, and documented procedures. Request references from similar buildings and conduct regular inspections.

What is a reasonable cleanliness standard for office buildings?

Most general office areas target APPA Level 3 (Casual Inattention), which allows minor dust accumulation while maintaining a clean, professional appearance. Lobbies and executive areas often target Level 2. Healthcare facilities require Level 1-2. Define standards by area in your cleaning specifications.

Is WHMIS training required for all cleaning staff?

Yes, WHMIS 2015 training is legally required for all Canadian workers who may be exposed to hazardous materials, including all janitorial staff handling cleaning chemicals. Training must cover hazard identification, labels, Safety Data Sheets, and safe handling procedures.

How often should building cleaning be inspected?

Weekly or monthly formal inspections are typical, with daily supervisor oversight. High-traffic or critical areas may need more frequent checks. Random spot inspections provide unbiased quality assessment. Inspection frequency should match cleanliness standards and building type.

Conclusion

Building cleaning standards in Canada encompass regulatory requirements, industry certifications, and best practices that together define quality cleaning for commercial properties. Understanding and implementing appropriate standards protects occupant health, ensures legal compliance, and maintains building value.

Whether pursuing BOMA BEST certification, working with CIMS-certified providers, or simply meeting regulatory requirements, a systematic approach to cleaning standards delivers consistent results and demonstrates professionalism in building management.

Need professional cleaning that meets Canadian building standards? Contact GoodCleaner today to discuss our janitorial services designed for commercial building compliance!