Choosing the right commercial cleaning company protects your business, employees, and reputation. According to the Canadian Centre for Occupational Health and Safety, proper facility cleaning directly impacts workplace health and safety compliance.

Before hiring a commercial cleaning company, asking the right questions helps you avoid costly mistakes and find a reliable partner for your facility maintenance needs.

Why Vetting Cleaning Companies Matters

A poor choice in cleaning services can lead to:

• Security risks: Unvetted staff accessing your facility after hours
• Liability exposure: Damage to property without proper insurance coverage
• Inconsistent results: Unreliable service affecting workplace hygiene
• Hidden costs: Unexpected charges and contract disputes
• Compliance issues: Failure to meet industry-specific cleaning requirements

Taking time to properly evaluate providers saves money and headaches long-term.

9 Essential Questions to Ask

1. Are You Fully Insured and Bonded?

Every reputable cleaning company should carry:

• General liability insurance: Minimum $2 million coverage
• Workers’ compensation: Protects you if cleaners are injured on-site
• Bonding: Protects against theft or dishonest acts

Ask for: Certificate of insurance naming your business as additional insured.

2. What Background Checks Do You Perform on Staff?

Cleaners access your facility, often after hours. Verify the company conducts:

• Criminal background checks
• Employment verification
• Reference checks

Red flag: Companies unwilling to discuss their screening process.

3. What Training Do Your Employees Receive?

Professional cleaners should have:

• WHMIS certification: Required in Canada for handling cleaning chemicals
• Equipment training: Proper use of commercial cleaning equipment
• Industry-specific training: Healthcare, food service, or specialized facilities

4. What Services Are Included in Your Quote?

Get a detailed breakdown of:

• Specific tasks included in regular service
• Frequency of each task (daily, weekly, monthly)
• What counts as “extra” services and their costs
• Supplies and equipment provided vs. client-supplied

Tip: Request a written scope of work document.

5. How Do You Handle Quality Control?

Professional companies should have systems for:

• Regular inspections and checklists
• Supervisor oversight
• Client feedback mechanisms
• Corrective action procedures

Ask: “How will I communicate concerns and how quickly will they be addressed?”

6. What Cleaning Products Do You Use?

Important considerations:

• Health Canada compliance: Disinfectants should have a DIN number
• Eco-friendly options: ECOLOGO or Green Seal certified products if preferred
• Allergen concerns: Fragrance-free options for sensitive employees

7. What Is Your Cancellation Policy?

Understand the contract terms:

• Notice period required for cancellation
• Early termination fees
• Contract length and renewal terms
• Price increase policies

Tip: Avoid contracts with automatic renewals or excessive cancellation penalties.

8. Can You Provide References from Similar Businesses?

Request references from:

• Businesses similar in size to yours
• Companies in your industry
• Long-term clients (3+ years)

Questions for references: Reliability, responsiveness to issues, value for money.

9. How Do You Handle Emergencies or Special Requests?

Clarify procedures for:

• After-hours emergency cleaning
• Special event preparation
• Unexpected situations (spills, flooding)
• Additional cleaning during illness outbreaks

Red Flags to Watch For

• Unusually low prices: May indicate cutting corners, underinsured, or underpaying workers
• No written contract: Professional companies provide detailed agreements
• Reluctance to provide insurance certificates: Major liability risk
• High staff turnover: Inconsistent service quality
• No references available: New or problematic company
• Pressure tactics: Pushing for immediate commitment
• Vague pricing: Hidden fees and unexpected charges

Understanding Cleaning Contracts

Key Contract Elements

• Scope of work: Detailed list of all tasks and frequencies
• Pricing structure: Fixed monthly rate or hourly with estimates
• Payment terms: Due dates, accepted methods, late fees
• Insurance requirements: Coverage amounts and certificate provisions
• Term length: Contract duration and renewal terms
• Termination clause: Notice period and any penalties
• Liability limitations: Damage responsibility and claims process

Recommended Contract Terms

• 30-day cancellation notice (avoid 90+ days)
• No automatic renewal without written consent
• Annual price increase cap (e.g., 3-5%)
• Clear dispute resolution process

Hiring Checklist

Before signing with any commercial cleaning company:

• ☐ Verified insurance certificates (liability + workers’ comp)
• ☐ Confirmed background check policies
• ☐ Reviewed staff training documentation
• ☐ Received detailed written quote
• ☐ Understood all contract terms
• ☐ Contacted at least 2 references
• ☐ Clarified emergency procedures
• ☐ Confirmed products meet your requirements
• ☐ Reviewed quality control processes

Frequently Asked Questions

How many quotes should I get before hiring a cleaning company?

Get at least 3 quotes from different companies to understand market rates. Compare not just price but also scope of services, insurance coverage, and contract terms.

Should I choose the cheapest cleaning company?

Not necessarily. Unusually low prices often indicate corners being cut—inadequate insurance, undertrained staff, or poor-quality products. Focus on value rather than lowest price.

How long should a cleaning contract be?

For new relationships, start with a 3-6 month trial period. Once satisfied, annual contracts with 30-day cancellation clauses offer good balance of commitment and flexibility.

What if I’m not satisfied with the cleaning service?

Professional companies should have clear complaint resolution procedures. Document issues, communicate promptly, and give reasonable time to correct. If problems persist, review your contract’s termination provisions.

How much does commercial cleaning cost in Ottawa?

Commercial cleaning in Ottawa typically costs $30–$50 per hour or $0.08–$0.20 per square foot monthly. Get quotes from multiple providers to ensure competitive pricing.

Conclusion

Hiring a commercial cleaning company is an important decision that affects your facility’s hygiene, security, and professional image. By asking the right questions about insurance, training, quality control, and contract terms, you can find a reliable partner that delivers consistent results.

Take time to vet providers thoroughly, check references, and understand all contract terms before committing. A good cleaning company becomes a valuable long-term partner for your business.

Looking for a trustworthy cleaning partner? Contact GoodCleaner for professional commercial cleaning services in Ottawa!