A commercial cleaning contract protects both your business and the cleaning provider—but only if it includes the right terms. Before signing, understand what should be included, what to negotiate, and what red flags to avoid. This guide covers everything Canadian businesses need to know about cleaning service agreements.

Table of Contents

Why Written Contracts Matter

A proper commercial cleaning contract provides essential protections:

  • Clear expectations: Defined scope prevents misunderstandings
  • Legal protection: Documentation if disputes arise
  • Quality standards: Measurable performance expectations
  • Cost certainty: Predictable pricing and payment terms
  • Liability coverage: Insurance requirements documented
  • Exit options: Clear termination procedures

Essential Contract Terms

Basic Information

  • Full legal names of both parties
  • Business addresses and contact information
  • Contract effective date and term length
  • Facility address(es) covered
  • Primary contacts for each party

Service Schedule

  • Days and times of service
  • Frequency (daily, 3x weekly, etc.)
  • Statutory holiday handling
  • Schedule change notification requirements
  • Access procedures and security protocols

Quality Standards

  • Performance metrics and expectations
  • Inspection and quality control procedures
  • Complaint resolution process
  • Response time commitments
  • Re-clean or credit provisions

Scope of Work Specifications

The scope of work is the heart of your commercial cleaning contract.

What to Include

Element Details to Specify
Areas covered List every room, zone, or area
Tasks per area Specific cleaning activities
Frequency How often each task is performed
Standards Expected quality level
Exclusions What is NOT included

Sample Scope Detail

Restrooms (Daily):

  • Clean and sanitise all toilets and urinals
  • Clean and polish sinks, counters, and fixtures
  • Clean mirrors streak-free
  • Mop floors with disinfectant
  • Restock paper products and soap
  • Empty and reline trash receptacles

Supplies Responsibility

Clearly specify who provides:

  • Cleaning products and chemicals
  • Paper products (toilet paper, towels)
  • Soap and hand sanitiser
  • Trash can liners
  • Specialty products if required

Pricing and Payment Terms

Pricing Structure Options

  • Fixed monthly fee: Most common for regular service
  • Per-visit pricing: For less frequent service
  • Per-square-foot: Scalable for large or changing spaces
  • Hourly rate: For variable scope work

Payment Terms to Specify

  • Payment due date (Net 15, Net 30, etc.)
  • Accepted payment methods
  • Late payment penalties
  • Invoice format and delivery
  • Disputed invoice procedures

Price Adjustment Provisions

  • Annual increases: Cap at reasonable percentage (2-5%)
  • Notice requirements: Minimum 30-60 days written notice
  • Cost-of-living ties: CPI or other index
  • Scope changes: Process for pricing adjustments

Insurance and Liability

Required Coverage

  • General liability: Minimum $2 million (many require $5 million)
  • Workers’ compensation: WSIB coverage in Ontario
  • Bonding: Employee dishonesty coverage
  • Additional insured: Your business named on policy

Contract Provisions

  • Proof of insurance required annually
  • Notification if coverage lapses
  • Indemnification clauses
  • Damage reporting procedures
  • Claims handling process

Termination Clauses

Standard Termination Terms

  • Notice period: 30-60 days written notice typical
  • For cause: Immediate termination for serious breach
  • Convenience: Either party can exit with notice
  • Early termination: Any penalties or fees

What to Avoid

  • Excessive notice periods (90+ days)
  • Large early termination penalties
  • Auto-renewal without notice requirements
  • One-sided termination rights

Good Termination Language

“Either party may terminate this agreement with 30 days written notice. Upon termination, Client shall pay for all services rendered through the termination date. No early termination penalties shall apply after the initial 90-day period.”

Red Flags to Avoid

Contract Red Flags

  • Long lock-in periods: Contracts exceeding 2 years without exit options
  • Automatic price increases: Without caps or notification
  • Vague scope: Undefined “cleaning services” without specifics
  • Hidden fees: Charges not disclosed in pricing
  • One-sided terms: Provider can terminate easily, you cannot
  • No insurance requirements: Missing liability protection

Warning Signs

  • Pressure to sign immediately
  • Unwillingness to negotiate terms
  • Missing or incomplete documentation
  • Verbal promises not in writing
  • Reluctance to provide references

Negotiation Tips

What’s Negotiable

  • Contract length and renewal terms
  • Notice periods for termination
  • Price increase caps
  • Service level commitments
  • Payment terms
  • Multi-location discounts

Leverage Points

  • Longer commitment: Trade for better rates
  • Multiple locations: Bundle for discounts
  • Off-peak scheduling: Lower rates possible
  • Prompt payment: Discounts for early payment

Before Signing

  1. Read every clause carefully
  2. Ask questions about unclear terms
  3. Request changes in writing
  4. Have legal review if significant value
  5. Keep signed copies for your records

Frequently Asked Questions

How long should a commercial cleaning contract be?

Start with 6-12 months to evaluate service quality. After establishing satisfaction, 1-2 year contracts offer pricing benefits. Avoid contracts exceeding 2 years without reasonable exit provisions. Always include a trial period for new relationships.

What if the cleaning company doesn’t meet contract standards?

Document issues in writing and report through established channels. Most contracts include cure periods (7-30 days to fix problems). If issues persist after documented complaints and cure periods, termination for cause provisions should apply.

Can I add or remove services during the contract?

Yes, most contracts allow scope modifications. Ensure the contract specifies the process for changes, including pricing adjustments. Changes should be documented in writing as contract amendments.

What happens at contract end?

Review auto-renewal provisions carefully. Many contracts renew automatically unless cancelled within a notice window. Understand renewal terms and pricing before the deadline. Use renewal periods to renegotiate terms if needed.

Conclusion

A well-drafted commercial cleaning contract protects your business while ensuring quality service. Focus on clear scope definitions, fair pricing terms, adequate insurance requirements, and reasonable termination provisions.

Take time to review contracts thoroughly before signing. The effort invested upfront prevents problems and disputes later. When in doubt, ask questions and request modifications—reputable providers expect and accommodate reasonable negotiations.

Need a cleaning provider with transparent, fair contracts? GoodCleaner’s commercial cleaning services feature clear agreements with no hidden terms. Contact us today to discuss your needs!