Commercial Cleaning Service Checklist for Facility Managers
Introduction A well-structured commercial cleaning service checklist helps facility managers secure reliable outcomes, not just the lowest rate. This guide shows how to scope requirements, evidence compliance (Health & Safety and COSHH), compare proposals on like-for-like terms, and agree measurable KPIs so your sites stay clean, safe and cost-controlled. Snippet Definition A commercial cleaning service checklist is a step-by-step tool that helps facility managers define outcomes by area, verify compliance (H&S and COSHH), compare providers on like-for-like terms, and set service levels and KPIs. Use it to turn requirements into predictable, auditable cleaning results. Core Definitions Commercial cleaning service Planned and reactive cleaning delivered under a service agreement (routine, deep, periodic, hygiene, window, floor care, waste handling) with defined standards, schedules and reporting. Scope of works (SoW) A written list of tasks, frequencies, access requirements, risk controls and deliverables the provider must deliver. The Commercial Cleaning Service Checklist (Numbered) Use this commercial cleaning service checklist as your working tool: Define outcomes, not just tasks: Describe “what good looks like” for each space type (offices, washrooms, kitchens, receptions, welfare areas), including hygiene and presentation standards. Create a clear SoW and frequencies: Daily, weekly, monthly, quarterly; identify periodic tasks (descale, high-level dusting, carpet extraction, machine scrub). Map footfall and risk zones: Entrances, lifts, washrooms, canteens, kitchens, labs, workshops—set higher standards and frequencies where risk/traffic is high. Specify access and scheduling windows: Out-of-hours vs in-hours; keyholding; security clearances; lone-working procedures. List consumables & responsibilities: Who supplies paper, soap, bin liners, sanitary/hygiene services; replenishment standards and evidence. Demand compliance evidence: RAMS, COSHH, Safety Data Sheets (SDS), equipment PAT, insurance certificates, training matrix, method statements. Check quality systems and accreditation: ISO 9001/14001/45001, SSIP/CHAS/SafeContractor, environmental policy, waste carriers licence. Ensure staff vetting & supervision: Right-to-work, references/DBS where appropriate, supervisor ratio, site inductions, toolbox talks. Equipment & chemical plan: Who provides what; eco options; microfibre/closed-loop dosing; battery scrubber/dryer availability; downtime cover; maintenance logs. Reporting & communication: Issue logging, photo evidence, sign-off flow, response times, on-site logbook or app; monthly review cadence. KPIs & SLAs: Response time, audit scores, complaint resolution, attendance/adherence, periodic completion, hygiene swab (ATP) results where applicable. Like-for-like pricing comparison: Unit rates by frequency/area; periodic task pricing; call-out rates; change-control process. Periodic Tasks Matrix Make the periodic plan visible in the commercial cleaning service checklist and capture evidence for each item. Task Typical Cadence Evidence Required Carpet extraction 6–12 months (usage dependent) Photos, machine logs Descaling taps/fixtures Monthly–Quarterly Photos, checklist sign-off High-level dusting Quarterly–Bi-annual Photos, access method noted Machine scrub & polish (hard floors) Monthly–Quarterly Photos, PAD/machine log Deep clean (kitchens/washrooms) Monthly–Quarterly Photos, chemical batch/SDS Interior glass & partitions Monthly Photos, QA score Step-by-Step Buying Process Discovery: walk each area; capture footfall, risks, pain points. Define standards: link spaces to measurable outcomes (appearance + hygiene). Draft SoW & matrix: tasks × frequencies × areas. Invite proposals: share your commercial cleaning service checklist and SoW; request compliance pack and equipment list. Score fairly: use a weighted matrix (quality, compliance, price, capacity, references). Mobilise: agree start date, inductions, RAMS, consumables plan, comms routes. Operate & review: monthly QA audits, KPI dashboard, continuous improvement. Scenario Playbooks High-footfall reception with gloss floors Risks: slip, scuffing, visual downgrades. Controls: scheduled spot mopping, periodic polish, mats, after-rain surge plan. KPI: presentation score ≥ 95% at peak. Multi-tenant offices with in-hours cleaning Risks: disruption, access conflicts. Controls: micro-zoned schedules, quiet equipment, tenant comms board; lunchtime washroom refresh. KPI: complaint rate ≤ 1 per 1,000 occupants/month. Kitchenettes & break-out hygiene Risks: food residues, pests. Controls: daily sanitisation, weekly appliance touch-points, monthly deep, bin policy. KPI: hygiene spot checks pass ≥ 98%. Roles & Governance Client FM/Property: owns standards, approves SoW, signs off audits, raises change requests. Provider Supervisor/Manager: schedules labour, leads inductions, completes audits, reports KPIs, drives improvement. Cleaners/Operatives: deliver tasks safely, follow RAMS/COSHH, record issues, protect assets. H&S/QA Leads: review incidents, trends, training and compliance evidence. Clear roles make your commercial cleaning service checklist actionable and prevent scope drift. Compliance & Assurance Health & Safety: site-specific RAMS; RIDDOR awareness; manual handling; slips/trips controls. COSHH: labelled chemicals, SDS accessible, decant rules, closed-loop systems where possible. Accreditations: ISO 9001 (quality), ISO 14001 (environment), ISO 45001 (OH&S), SSIP/CHAS/SafeContractor. BICSc Electrical & equipment: PAT for vacuums/scrubbers; maintenance logs; battery safety. Insurance: employers’, public/product liability with sufficient limits. Sustainability: low-impact chemicals, dosing systems, microfibre, waste segregation. Documentation & Information Flow Mobilisation pack: SoW, RAMS, site rules, inductions, escalation tree. Issue management: app or logbook, photo evidence, timestamps, resolution notes. Periodic tracker: visible calendar for deep cleans, carpet extraction, descaling, high-level. Change control: documented request → impact/pricing → approval → schedule. Robust documentation underpins your commercial cleaning service checklist and keeps audits painless. KPIs & QA Audits Response time: urgent issues handled within agreed hours. Attendance & adherence: % of planned hours delivered; schedule adherence. QA audit score: monthly/quarterly average by zone. Complaint rate: per 1,000 occupants; closure time. Periodic completion: on-time % for deep/periodic tasks. Hygiene metrics: ATP/swab pass rates where used. Sustainability: chemical usage per m²; waste diversion rate. Add these measures to the commercial cleaning service checklist so performance is evidence-led. Comparison Tables In-Hours vs Out-of-Hours Cleaning Factor In-Hours Out-of-Hours Disruption Possible during peaks Minimal Visibility High (tenant reassurance) Low Access constraints Fewer (areas open) Keys/alarms needed Risk (security) Lower Higher (lone working/keyholding) Cost Sometimes lower Sometimes higher (unsocial hours) Provider Owns Kit vs Client Provides Kit Factor Provider Owns Kit Client Provides Kit Consistency High (standardised) Variable Maintenance Provider responsibility Client responsibility Downtime cover Faster swaps Dependent on client Cost profile Higher day-rate, fewer extras Lower day-rate, hidden costs likely Common Pitfalls & Fixes Vague SoW → write tasks by area and frequency; include outcomes. Price-only comparison → weight quality, compliance, capacity and references alongside price. No periodic plan → schedule deep cleans at mobilisation and track visibly. Consumables confusion → assign responsibility and replenishment targets. Weak comms → agree a single reporting channel and monthly review. Scope creep → use formal change control with impact and approval. Your commercial cleaning service checklist should