A comprehensive janitorial service contract template protects both the client and the cleaning company by clearly defining expectations, responsibilities, and remedies when issues arise. Without a proper written agreement, disputes over service quality, payment, and liability can damage business relationships and expose both parties to legal and financial risks.

This guide provides a detailed breakdown of the 15 essential sections every janitorial service contract should include, along with a complete template you can adapt for your Canadian business.

Why a Written Contract Is Essential

Verbal agreements or handshake deals create significant problems:

• No clear expectations: Different interpretations of “clean” lead to disputes
• Payment disputes: No documentation of agreed rates or billing schedules
• Liability exposure: Unclear who’s responsible for damages or injuries
• No recourse: Difficulty enforcing quality standards or terminating poor service
• Insurance gaps: No proof of coverage when claims arise

A well-drafted janitorial service contract addresses all these concerns and provides a framework for a successful, long-term business relationship.

Section 1: Parties and Effective Date

Every contract must clearly identify who is entering the agreement:

Essential Elements

• Client information: Legal business name, address, contact person
• Service provider information: Legal company name, business number, address
• Effective date: When the contract becomes binding
• Service commencement date: When cleaning services begin (may differ from contract date)

Sample Language

This Janitorial Services Agreement (“Agreement”) is entered into as of [DATE] (“Effective Date”) by and between:

CLIENT: [Legal Business Name], a [corporation/partnership/sole proprietorship] located at [Full Address] (“Client”)

SERVICE PROVIDER: [Cleaning Company Legal Name], a [corporation/partnership] located at [Full Address], Business Number [#######] (“Contractor”)

Section 2: Scope of Services

The scope of services section is the heart of any janitorial contract. Vague descriptions lead to disputes; detailed specifications prevent them.

What to Include

Service Areas

List every area to be cleaned with specific room numbers or designations:

• Office spaces (specify floors, wings, or suite numbers)
• Restrooms (number and locations)
• Kitchen/break rooms
• Conference rooms
• Reception and lobby areas
• Hallways and stairwells
• Storage or utility rooms

Task Specifications by Frequency

Daily Tasks:

• Empty all waste containers and replace liners
• Vacuum all carpeted areas
• Dust mop and wet mop hard floors
• Clean and disinfect restrooms (toilets, sinks, mirrors, floors)
• Restock restroom supplies
• Disinfect high-touch surfaces
• Wipe kitchen counters and clean sinks
• Spot clean glass doors and partitions

Weekly Tasks:

• Dust all horizontal surfaces
• Clean interior glass and windows
• Deep clean break room appliances
• Vacuum upholstered furniture
• Clean and sanitise phones and keyboards
• Dust light fixtures and vents

Monthly Tasks:

• High dusting (above 2 metres)
• Clean baseboards
• Polish metal fixtures
• Deep clean restroom tile and grout

Quarterly/Annual Tasks:

• Carpet shampooing
• Floor stripping and waxing
• Window washing (exterior)
• HVAC vent cleaning

Excluded Services

Explicitly state what is NOT included to prevent misunderstandings:

• Exterior grounds maintenance
• Snow removal
• Pest control
• Hazardous material handling
• Personal desk contents

Section 3: Service Schedule and Access

Schedule Specifications

• Days of service: Monday through Friday, excluding statutory holidays
• Service hours: 6:00 PM to 10:00 PM (or specific timeframe)
• Holiday schedule: List of observed holidays when service is not provided
• Make-up days: Process for rescheduling missed service dates

Access Provisions

• Key and access card procedures
• Alarm codes and security protocols
• Sign-in/sign-out requirements
• Restricted areas and special access procedures
• Emergency contact information for both parties

Sample Language

Contractor shall perform services between the hours of [TIME] and [TIME] on [DAYS]. Client shall provide Contractor with necessary keys, access cards, and alarm codes. Contractor shall maintain a log of all personnel accessing the premises and return all access devices upon contract termination.

Section 4: Pricing and Payment Terms

Pricing Structure Options

Monthly Flat Rate:

Client agrees to pay Contractor a monthly fee of $[AMOUNT] CAD for services described in Section 2, payable on the [1st/15th] of each month.

Per-Square-Foot Rate:

Services shall be billed at $[RATE] per square foot per month, based on [TOTAL] square feet of cleanable area, for a monthly total of $[AMOUNT] CAD.

Hourly Rate:

Services shall be billed at $[RATE] per hour per cleaner, with an estimated [HOURS] hours per visit. Monthly estimates are provided; actual charges may vary based on time spent.

Payment Terms

• Invoice schedule: Monthly, bi-weekly, or per service
• Payment due date: Net 15, Net 30, or upon receipt
• Accepted payment methods: Cheque, EFT, credit card
• Late payment penalties: Typically 1.5-2% per month on overdue balances
• Returned cheque fees: $25-50 per occurrence

Price Adjustments

Contractor may adjust pricing annually with 60 days written notice. Annual increases shall not exceed [5%] or the Consumer Price Index (CPI), whichever is greater, without Client approval.

Section 5: Contract Duration and Renewal

Term Options

• Fixed term: One year from effective date
• Month-to-month: Continues until terminated by either party
• Multi-year: Two or three-year terms (often with pricing guarantees)

Renewal Provisions

This Agreement shall automatically renew for successive one-year terms unless either party provides written notice of non-renewal at least [60] days prior to the expiration of the then-current term.

Section 6: Termination Clauses

Termination for Convenience

Either party may terminate this Agreement without cause by providing [30/60/90] days written notice to the other party.

Termination for Cause

Either party may terminate this Agreement immediately upon written notice if the other party:

(a) Materially breaches any provision of this Agreement and fails to cure such breach within [15] days of written notice;

(b) Becomes insolvent, files for bankruptcy, or ceases business operations;

(c) Engages in illegal activity or gross misconduct on the premises.

Post-Termination Obligations

• Return of keys, access cards, and security codes
• Final payment for services rendered
• Return of client property and supplies
• Transition assistance (optional)

Section 7: Insurance and Bonding Requirements

Insurance provisions are critical for protecting both parties. In Canada, standard requirements include:

Required Coverage

• Commercial General Liability (CGL): Minimum $2,000,000 per occurrence
• WSIB coverage: Active coverage with clearance certificate (Ontario) or equivalent provincial workers’ compensation
• Property damage coverage: Protection for damage to client property
• Fidelity bond: $50,000-$100,000 for employee theft protection

Certificate Requirements

Contractor shall provide Client with Certificates of Insurance evidencing all required coverage prior to commencement of services and upon each annual renewal. Contractor shall name Client as an additional insured on the CGL policy and provide [30] days notice of any policy cancellation or material change.

WSIB Clearance (Ontario)

Contractor shall maintain active WSIB coverage and provide a valid WSIB Clearance Certificate prior to commencement of services and upon request throughout the contract term.

Section 8: Liability and Indemnification

Limitation of Liability

Contractor’s total liability under this Agreement shall not exceed the total fees paid by Client during the twelve (12) months preceding the claim. In no event shall Contractor be liable for indirect, incidental, consequential, or punitive damages.

Indemnification

Contractor agrees to indemnify, defend, and hold harmless Client from any claims, damages, or expenses arising from Contractor’s negligence, wilful misconduct, or breach of this Agreement, except to the extent caused by Client’s own negligence or wilful misconduct.

Damage Reporting

Contractor shall immediately report any damage to Client property discovered or caused during service. Minor damage under $[500] may be repaired or replaced by Contractor within [7] days. Damage claims exceeding $[500] shall be processed through Contractor’s insurance.

Section 9: Quality Standards and Inspections

Performance Standards

• All tasks completed as specified in scope of services
• All areas left in clean, orderly condition
• Lights turned off and doors secured upon completion
• Any issues or concerns documented and reported

Inspection Process

Client and Contractor shall conduct joint inspections [monthly/quarterly] to evaluate service quality. Contractor shall maintain a supervisor inspection program with documented results available to Client upon request.

Corrective Action

Client shall notify Contractor in writing of any service deficiencies within [48] hours. Contractor shall correct deficiencies within [24] hours of notification at no additional charge. Repeated deficiencies (three or more in any 30-day period) shall constitute grounds for termination for cause.

Section 10: Personnel Requirements

Background Checks

Contractor warrants that all personnel assigned to Client’s premises have passed criminal background checks conducted within the past [12] months and are legally authorised to work in Canada.

Staffing Consistency

Contractor shall assign a consistent cleaning team to Client’s premises. Changes in personnel shall be communicated to Client in advance when possible. Client reserves the right to request removal of any individual for reasonable cause.

Supervision

Contractor shall provide supervisory oversight of all cleaning personnel. A designated account manager shall serve as Client’s primary point of contact and shall be available during normal business hours.

Uniforms and Identification

All Contractor personnel shall wear company uniforms and visible identification while on Client premises.

Section 11: Supplies and Equipment

Contractor-Provided

Contractor shall provide all cleaning equipment, tools, and supplies necessary to perform services, including but not limited to: vacuums, mops, brooms, cleaning solutions, microfibre cloths, and safety equipment.

Client-Provided

Client shall provide the following consumable supplies: toilet paper, paper towels, hand soap, hand sanitiser, and trash liners. [OR] Contractor shall provide all consumable supplies at an additional monthly cost of $[AMOUNT].

Product Specifications

Contractor shall use only Health Canada-approved disinfectants with valid Drug Identification Numbers (DIN). Client may specify preferred or required products; additional costs for premium products shall be agreed upon in writing.

Section 12: Confidentiality and Security

Confidentiality Obligations

Contractor acknowledges that its personnel may have access to confidential business information and agrees to:

(a) Maintain strict confidentiality of all Client information;

(b) Not disclose Client information to any third party;

(c) Not photograph or copy any Client documents or materials;

(d) Report any suspected security breaches immediately.

Security Protocols

• All doors locked upon completion of service
• Alarm system activated per Client instructions
• No unauthorised persons permitted on premises
• Lost keys or access cards reported immediately

Section 13: Regulatory Compliance

Legal Requirements

Contractor shall comply with all applicable federal, provincial, and municipal laws and regulations, including but not limited to:

(a) Employment standards and labour laws;

(b) Occupational health and safety regulations;

(c) WHMIS requirements for hazardous materials;

(d) Environmental regulations regarding waste disposal;

(e) Accessibility requirements under applicable human rights legislation.

Health and Safety

Contractor shall maintain a health and safety program compliant with the Occupational Health and Safety Act. Contractor shall provide Safety Data Sheets (SDS) for all chemicals used on Client premises upon request.

Section 14: Dispute Resolution

Informal Resolution

The parties agree to attempt in good faith to resolve any dispute through direct negotiation between authorised representatives before pursuing formal remedies.

Mediation

If direct negotiation fails to resolve a dispute within [30] days, either party may request mediation. Mediation costs shall be shared equally.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the Province of [PROVINCE] and the federal laws of Canada applicable therein.

Section 15: Amendments and General Provisions

Amendments

This Agreement may only be amended by written instrument signed by both parties. No oral modifications shall be binding.

Entire Agreement

This Agreement constitutes the entire understanding between the parties and supersedes all prior negotiations, representations, and agreements relating to its subject matter.

Severability

If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall continue in full force and effect.

Assignment

Neither party may assign this Agreement without the prior written consent of the other party, except that Contractor may assign to a successor entity in connection with a merger or acquisition.

Notices

All notices shall be in writing and delivered by email, registered mail, or courier to the addresses set forth above. Notices are deemed received upon actual receipt or three business days after mailing.

Complete Contract Template

Below is a simplified janitorial service contract template incorporating all essential elements. Adapt this template to your specific needs and have it reviewed by a legal professional before use.

JANITORIAL SERVICES AGREEMENT

This Agreement is made effective as of _____________, 20___ between:

CLIENT:
Business Name: _________________________________
Address: _________________________________
Contact Person: _________________________________
Phone: _____________ Email: _____________

CONTRACTOR:
Business Name: _________________________________
Address: _________________________________
Business Number: _________________________________
Contact Person: _________________________________
Phone: _____________ Email: _____________

1. SERVICES: Contractor agrees to provide janitorial services at Client’s premises located at _________________________________ as described in Exhibit A (Scope of Services) attached hereto.

2. SCHEDULE: Services shall be performed on _________________ (days) between _______ and _______ (hours).

3. TERM: This Agreement shall commence on _____________ and continue for a period of _____ months, automatically renewing for successive ___-month terms unless terminated with _____ days written notice.

4. COMPENSATION: Client shall pay Contractor $_________ per month, due on the _____ of each month. Late payments shall incur a ____% monthly fee.

5. INSURANCE: Contractor shall maintain: (a) Commercial General Liability of at least $2,000,000; (b) WSIB coverage; (c) Fidelity bonding of at least $50,000.

6. SUPPLIES: [ ] Contractor provides all supplies [ ] Client provides consumables

7. QUALITY: Deficiencies must be reported within 48 hours and corrected within 24 hours at no charge.

8. TERMINATION: Either party may terminate with _____ days written notice. Immediate termination permitted for material breach not cured within 15 days.

9. CONFIDENTIALITY: Contractor shall maintain confidentiality of all Client information.

10. GOVERNING LAW: This Agreement is governed by the laws of _________________ (Province).

SIGNATURES:

CLIENT: _________________________________ Date: _____________
Print Name: _________________________________ Title: _____________

CONTRACTOR: _________________________________ Date: _____________
Print Name: _________________________________ Title: _____________

Contract Review Checklist

Before signing any janitorial service contract, verify:

Essential Elements

• [ ] All parties correctly identified with legal names
• [ ] Scope of services detailed with specific tasks
• [ ] Service schedule clearly defined
• [ ] Pricing and payment terms specified
• [ ] Contract duration and renewal terms stated
• [ ] Termination provisions included
• [ ] Insurance requirements documented
• [ ] Quality standards and inspection process defined

Protection Clauses

• [ ] Liability limitations reasonable
• [ ] Indemnification provisions balanced
• [ ] Confidentiality obligations included
• [ ] Dispute resolution process specified

Documentation

• [ ] Insurance certificates received and verified
• [ ] WSIB clearance certificate obtained
• [ ] Background check policy confirmed
• [ ] Service checklist or Exhibit A attached

Frequently Asked Questions

What should a janitorial contract include?

A comprehensive janitorial contract should include: parties and effective date, detailed scope of services, service schedule, pricing and payment terms, contract duration, termination clauses, insurance requirements, liability provisions, quality standards, personnel requirements, supply responsibilities, confidentiality provisions, regulatory compliance, and dispute resolution.

How long should a janitorial contract be?

Most janitorial contracts range from one to three years, with automatic renewal provisions. Shorter terms (one year or month-to-month) offer flexibility, while longer terms may provide price stability. A 30-60 day termination notice period is standard.

What insurance should a janitorial company have?

In Canada, janitorial companies should carry Commercial General Liability (minimum $2 million), WSIB or equivalent workers’ compensation coverage, and fidelity bonding ($50,000-$100,000) for theft protection. Always request and verify current certificates of insurance.

Can I terminate a janitorial contract early?

Most contracts allow termination for convenience with 30-60 days written notice. Termination for cause (material breach, non-performance) may allow immediate termination. Review your specific contract terms for applicable provisions and any early termination fees.

Who provides cleaning supplies in a janitorial contract?

This varies by agreement. Many contractors include basic cleaning supplies and equipment, while clients provide consumables (toilet paper, paper towels, soap). Some contracts include full supply provision for an additional fee. Clarify this before signing.

Should I have a lawyer review a janitorial contract?

For significant contracts (large facilities, long terms, or high value), legal review is recommended. An attorney can identify unfavourable terms, suggest protective language, and ensure compliance with provincial laws. For smaller agreements, using a comprehensive template and checklist may suffice.

Conclusion

A well-drafted janitorial service contract template is essential for protecting your business and ensuring successful cleaning service relationships. By including all 15 sections outlined in this guide, you create a clear framework that prevents misunderstandings, protects both parties, and provides remedies when issues arise.

Take time to customise the template to your specific needs, verify insurance and credentials, and consider legal review for significant agreements. A thorough contract today prevents costly disputes tomorrow.

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