Key Takeaways

  • Janitorial contracts clearly define cleaning services, payment terms, supplies, and dispute resolution, minimizing risks and misunderstandings.
  • Including detailed service scopes, safety protocols, insurance clauses, and compliance requirements can prevent legal disputes and clarify responsibilities.
  • Renewal, termination, and liability provisions protect both the cleaning company and the client, especially in long-term agreements.
  • A well-crafted proposal highlights company strengths, differentiators, testimonials, and measurable results, improving client trust and win rates.
  • Common disputes involve service quality, payment delays, contract interpretation, and liability — all of which can be mitigated with precise contract language and alternative dispute resolution clauses.

Janitorial Services Contract

A janitorial services contract is a contract between a home or business owner and an individual or company that provides cleaning services. This contract defines conditions of the agreement and is useful for setting up new clients and avoiding performing tasks not outlined in the arrangement.

Why Do I Need a Cleaning Services Agreement?

A cleaning agreement clearly communicates expectations from both parties and can be used to schedule recurring visits or big annual events. It also helps clients communicate the number of services and level of detail for each task. For business owners, it assists in laying out tasks like after-hours trash collection, and if you are a freelance cleaner, a contract can help you manage clients and maintain records. A legal document assures clients of your professionalism and ensures you are legally protected in the event of a dispute.

Benefits of a Janitorial Services Contract

Janitorial services contracts can keep your business organized and profitable. Clear expectations of services and obligations minimize the likelihood of payment issues, keeping your revenue consistent. Contracts are also great at risk management, serving as evidence in a possible lawsuit and keeping insurance premiums down.

6 Things to Include in Your Janitorial Services Contract

Janitorial contracts provide a set of guidelines that make things easier for everyone involved and help to avoid common pitfalls. Your contract should include the following sections:

Basic information

The contract should include the following information about both business and client:

  • Names
  • Addresses
  • Contact information
  • Business license number

Services

The more detailed the scope of services, the easier it is to manage client expectations. Ensuring the contract is clear helps to avoid future lawsuits. Be sure to include the following information:

  • Where the work will be done and what your business will and will not clean
  • The work schedule and length of each cleaning session
  • An itemized list of cleaning duties and frequency of each

Supplies

This section specifies whether or not your client needs to provide any of the supplies needed for cleaning or restocking of paper goods for businesses. Outline details about restocking, such as notification of low supplies and cost.

Renewal and Termination

While a long-term contract is not for every client, considering renewal and termination clauses is a good idea if:

  • You have month-to-month contracts
  • You allow a 30 day cancellation period

Payment Details

Clearly define how and when payment should occur. Include:

  • Payment amount
  • Due dates
  • Frequency of billing
  • Method of payment

Dispute Resolution

Resolving disputes over services or fulfillment of contract might require a lawyer's help.

Common Legal Issues and How to Avoid Them

Disputes arising from janitorial contracts often stem from vague terms, unmet expectations, or payment disagreements. To reduce the likelihood of litigation:

  • Define Performance Standards Clearly: Outline measurable standards, such as cleanliness levels, response times, and re-cleaning policies, to prevent disputes over service quality.
  • Use Detailed Payment Provisions: Specify payment schedules, late fees, and remedies for non-payment. Ambiguities in payment terms are a frequent cause of legal conflict.
  • Document Changes in Scope: Use written amendments or addenda to capture any changes in services, frequency, or pricing. Oral agreements can lead to enforcement issues.
  • Plan for Contract Breach: Outline specific remedies if either party fails to perform, including termination rights or financial penalties.
  • Alternative Dispute Resolution (ADR): Mediation or arbitration clauses often resolve disagreements faster and more affordably than litigation.

Additional Clauses to Strengthen Janitorial Contracts

Beyond the standard terms, several additional provisions can make janitorial contracts more robust and minimize legal or operational risks:

  • Insurance and Liability Coverage: Specify the types and amounts of insurance required, such as general liability, workers’ compensation, or property damage coverage. This protects both parties in the event of accidents or damage during cleaning services.
  • Health, Safety, and Compliance: Include language ensuring compliance with OSHA standards, local sanitation codes, and building-specific safety requirements. This demonstrates professionalism and reduces potential liability.
  • Emergency Response Protocols: Detail procedures for responding to emergencies like spills, hazardous material exposure, or property damage.
  • Confidentiality and Security: If the cleaning team has access to sensitive areas or documents, include confidentiality obligations to safeguard the client’s business.
  • Subcontracting Restrictions: Specify whether subcontractors are permitted and, if so, outline their qualifications and insurance requirements.
  • Inspection and Quality Control: Establish performance metrics and allow for regular quality inspections or audits, ensuring consistent service delivery and accountability.

How to Write a Winning Janitorial Services Proposal

  1. Tell them why you do what you do — communicate why your company exists.
  2. Show them how you're different; this should be threaded throughout your whole proposal, not just in one spot. If you're unsure of how you're different, ask yourself these questions: Is your turnover rate low because you treat your employees so well? Do you have a unique strategy to ensure quality? Is your technology innovative?
  3. Offer testimonials; more important than what you think about your company is what others think. A good cleaning proposal is sprinkled with social proof: reviews, ratings, opinions, etc. It's important to have a variety of testimonials from existing customers so you can choose from similar clients to the one you're proposing.
  4. Describe the impacts of your services — be specific so that your potential client can picture how your services will benefit them.
  5. Demonstrate your commitment — clearly define what the customer can expect from your cleaning company.
  6. Outline the next steps. This step is less about selling and more about leaving a clear impression and starting off on the right foot. Most important is to outline payment so there will be no surprises later on. Billing at the beginning of the month is a common practice to ensure being able to pay your cleaners in time.

Tips for Negotiating and Finalizing Janitorial Contracts

Even a well-written proposal and contract can fail without strong negotiation practices. Before signing, consider the following:

  • Assess the Client’s Priorities: Identify what matters most — cost, eco-friendly cleaning products, after-hours availability — and tailor your contract terms accordingly.
  • Clarify Term Length and Exit Options: Ensure that both parties understand renewal terms, early termination fees, and notice requirements.
  • Address Competitive Concerns: Non-solicitation or non-compete clauses can prevent clients from hiring your staff directly or contracting with competitors immediately after termination.
  • Secure Written Acceptance: A signed agreement is vital. Avoid beginning work based on verbal commitments alone, as courts often view written contracts as the primary source of truth in disputes.

Frequently Asked Questions

  1. What should a janitorial services contract include?
    It should cover service scope, schedule, supplies, payment terms, renewal/termination clauses, insurance, and dispute resolution provisions.
  2. How can I avoid disputes with clients?
    Use detailed performance metrics, written amendments for changes, and clear payment schedules. Including mediation or arbitration clauses can also help resolve conflicts quickly.
  3. Are janitorial contracts legally binding?
    Yes. Once signed, they are enforceable legal agreements, provided they include all essential terms and comply with state contract laws.
  4. Should janitorial companies carry insurance?
    Absolutely. General liability and workers’ compensation insurance protect both parties from potential property damage, accidents, or injuries on-site.
  5. How often should janitorial contracts be reviewed or updated?
    Review them annually or whenever service needs, legal requirements, or client expectations change. Regular updates help keep the agreement aligned with evolving obligations.

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