Key Takeaways

  • A cleaning contract clearly outlines payment terms, services performed, insurance requirements, and liability responsibilities.
  • Businesses can secure cleaning contracts by targeting the right markets, networking, and standing out with unique value propositions.
  • Additional strategies include building trust with certifications, offering competitive bids, and maintaining strong client relationships.
  • Contracts should define key terms such as duration, scope of work, termination clauses, and compliance with health and safety standards.
  • Digital presence, online reviews, and consistent customer communication significantly increase the chances of winning and retaining contracts.

Cleaning company contracts define an agreement between a client and the cleaning company. All cleaning services contracts are different, but most usually contain the following information:

  • How much the cleaner will be paid.
  • When the cleaner will be paid.
  • What services the cleaner will perform.
  • Responsibility in the event of an accident, including property damage or injuries.
  • Any insurances the cleaner is required to have.

In most contracts, there is an indemnity section that goes into greater detail on what each party can be held legally liable for. Typically, this section is non-negotiable for the cleaning company. Most contracts state that the cleaner will be responsible for any injuries, theft, or property damage that occurs during the job.

Types of Cleaning Contracts

The most common types of cleaning contracts include:

  • Vendor agreements, which define a cleaner's relationship with the various vendors that supply them with cleaning equipment, cleaning agents, and other materials.
  • Client services contracts, which define the type of cleaning a cleaner will perform. This might include office cleaning contracts, janitorial cleaning contracts, or another commercial cleaning contract.
  • Lease agreements, which is when the cleaner rents an office or storefront to act as their headquarters. In many cases, these contracts require general liability insurance to protect the building in case of an accident.

Key Elements in a Cleaning Contract

Every cleaning contract should include essential components to protect both the client and the service provider. These include:

  • Scope of work – Defines what services will be provided (e.g., daily janitorial work, deep cleaning, or specialty services like carpet shampooing).
  • Service frequency – Clarifies how often cleaning will occur (daily, weekly, or monthly).
  • Payment structure – Outlines whether payment is hourly, per visit, or on a flat monthly fee.
  • Liability and insurance – Specifies who is responsible in case of accidents, property damage, or theft.
  • Termination clause – Provides conditions under which either party may end the agreement.
  • Health and safety requirements – Ensures compliance with OSHA or local regulations for safe cleaning practices.

Obtaining a Cleaning Contract

If you are a cleaning company looking for a contract, you know how difficult it can be. Simply hanging up flyers or passing out business cards isn't enough anymore. Instead, you need to develop a systematic approach that utilizes a combination of public relations, referrals, networking, and online marketing. To better visualize the approach, pretend you are a cleaning company that wants to sell janitorial services.

Strategies for Winning Competitive Bids

In commercial cleaning, contracts are often awarded through a bidding process. To improve success:

  • Research client needs – Understand the facility’s size, hours of operation, and type of cleaning required.
  • Provide competitive pricing – Offer clear, itemized proposals that balance affordability with quality service.
  • Showcase certifications – Credentials such as Green Seal or ISSA certification can distinguish your company.
  • Highlight experience – Share testimonials or case studies from similar industries (schools, medical facilities, offices).
  • Offer trial periods – A short-term contract or pilot project can build trust before committing long term.

Identify Your Target Market

Your first step would be to identify the target market and tailor advertisements to this demographic. For example, a cleaning company that wants to work with small businesses should not utilize a marketing campaign directed towards large offices.

Next, you should take a look at who your existing customers are and which accounts are the most profitable, which are the most satisfied, and which give you the most referrals. Focus on these clients and do everything you can to keep them happy. If you don't have any clients yet, try to network with other cleaning companies and businesses in your area.

The goal is to find out what your customers want. Once you've established their needs, you can use this information to better guide your marketing strategy. In all marketing materials, your pricing should be consistent and your services should be clearly defined in all different package levels.

Building Trust and Client Relationships

Beyond targeting, long-term retention depends on building strong client relationships. Key approaches include:

  • Regular check-ins – Proactively communicate with clients to address issues before they escalate.
  • Quality assurance – Implement inspection systems to ensure consistent cleaning standards.
  • Flexibility – Offer customizable cleaning packages to meet unique client needs.
  • Client feedback loops – Use surveys or follow-up calls to gather input and show responsiveness.

Developing trust not only helps retain contracts but also generates referrals that lead to additional opportunities.

Help Your Company Stand Out

After establishing your customer base and creating consistent marketing materials, you'll need to give your company something that differentiates it from the competition. There are a lot of cleaning companies out there, so you need something that makes prospective clients choose you over someone else. One method is to take a green-cleaning approach by using only natural products that are environmentally friendly.

Legal and Compliance Considerations

When drafting a cleaning contract, compliance with legal and industry regulations is crucial:

  • Employment laws – Ensure workers are properly classified and compensated.
  • OSHA compliance – Adhere to workplace safety standards, especially when using chemicals.
  • Confidentiality clauses – For offices handling sensitive data, contracts may include non-disclosure agreements.
  • Local licensing requirements – Many municipalities require janitorial companies to maintain business licenses or permits.

Including these elements in your contracts reduces risk and shows professionalism.

Develop an Online Presence

A statistic from the Janitorial Store states that 57 percent of customers make decisions on a company before contacting that company. This means that your online presence is essential to marketing your cleaning business.

You'll want to provide both new and old customers all the information they need on your business. You should keep your website and social media pages filled with useful, trustworthy, and up-to-date content.

On social media in particular, you may want to share videos, articles, or news stories about your services. Your website is a great place for a blog with regular updates. You can even create a frequently asked questions page that answers the inquiries you get the most.

Learning how to do all this can be intimidating, especially if you're not as familiar with computers. However, it's not something you can just gloss over. Having an online presence is critical to landing the best contracts.

Leveraging Reviews and Testimonials

Online reviews and testimonials carry significant weight in winning new cleaning contracts. Clients often check Google, Yelp, or LinkedIn before deciding on a provider. Encourage satisfied customers to leave positive feedback and display testimonials prominently on your website. Responding to reviews, both positive and negative, demonstrates accountability and customer focus.

Networking and Lead Generation

Networking is another great way to meet new clients. To start, attend as many local events as possible, acting as a sponsor if you have the funds. You want everyone in the community to know your name. Even if they aren't currently looking for an office cleaning service, you'll be the first company that pops into their head when they do.

Contract Renewal and Retention Strategies

Securing a cleaning contract is only the first step—renewal and retention are equally important. To maximize long-term contracts:

  • Exceed expectations – Deliver consistent service that goes beyond the minimum requirements.
  • Offer loyalty incentives – Discounts or added services for contract renewals can encourage long-term relationships.
  • Stay adaptable – Adjust contract terms when client needs change, such as increased cleaning frequency during flu season.
  • Track performance metrics – Use key performance indicators (KPIs) like response time to service calls or cleanliness ratings to demonstrate value.

Strong retention practices reduce the need for constant new client acquisition and build stable revenue streams.

Frequently Asked Questions

  1. What should be included in a cleaning contract?
    A cleaning contract should specify services, payment terms, liability, insurance, frequency, and termination conditions.
  2. How do cleaning companies win contracts?
    By researching client needs, submitting competitive bids, showcasing certifications, and demonstrating reliability through testimonials.
  3. Are cleaning contracts legally binding?
    Yes, a cleaning contract is a legally enforceable agreement once both parties sign it.
  4. Can a cleaning contract be customized?
    Absolutely. Contracts can be tailored to client needs, including service frequency, scope, and compliance requirements.
  5. How do cleaning companies retain clients?
    Through consistent quality, proactive communication, customer feedback, and offering incentives for contract renewals.

If you need help with cleaning company contracts, you can post your legal need on UpCounsel's marketplace. UpCounsel accepts only the top 5 percent of lawyers to its site. Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience, including work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.