When it comes to choosing a commercial cleaning company, most businesses only consider the matter once, typically when the existing cleaning service is no longer effective. One missed shift, a poor quality or a vendor that does the bare minimum can make a simple service contract a recurring headache. Before you sign a contract, you will save time, money and frustration later on if you know the difference between a reliable provider and a risky one.
Start With Reliability And Track Record
Consistency is the most crucial thing to consider when selecting commercial cleaning services. A provider who appears on time, has a documented process, and provides the same level of work each visit is much more valuable than a provider who offers the lowest price with vague guarantees.
When evaluating a company's track record, there are a couple of tangible steps to take:
- Request references from clients, preferably from companies of comparable size and/or in a similar business
- Check the length of time the company has been operating in the area
- Check online reviews and see how the company reacts to negative feedback
- Inquire about staff turnover as it can cause inconsistent services if it is high
It's usually better to choose a company that has a long track record and a solid reputation, as opposed to a company that has mainly marketed itself.
Verify Licensing, Insurance, And Bonding
A reputable cleaning company will have general liability insurance, workers' compensation insurance and bonding. This will safeguard a business if an employee is injured on the premises or property is damaged during a cleaning visit. It is normal and reasonable to ask for proof of coverage before entering into a contract, rather than relying on a verbal promise.
Licensing requirements differ from place to place, so it is important to check the requirements locally and ensure that a potential vendor matches them.
Review The Range Of Services Provided
Not all providers have the same types of work. Some specialize in basic janitorial work, and some provide a wider range of services in a single contract, such as:
- Floor care, stripping, waxing and carpet cleaning
- Cleaning windows, interior and exterior
- Restroom sanitation and restocking
- Deep cleaning and detailed services as needed
- Pressure washing exterior surfaces and entryways
When businesses require several services, it's better to have one provider that can manage them all, instead of having to coordinate multiple vendors for each service. When services are spread across several companies, there is a greater risk of gaps in service and accountability becomes more difficult to track when something is missed.
Ask About Staffing And Supervision
The quality of service is largely dependent on the people doing the job and how it is managed. Some questions to consider before signing a contract:
- Do cleaning staff employees work for the company or are they subcontracted?
- Does the account have a dedicated account manager/supervisor?
- What if a staff member is not available when scheduled?
- How are new staff trained before being assigned to a site?
A company that has a stable, trained, directly employed staff and a clear supervision system is more likely to be reliable than a company that heavily depends on rotating subcontractors.
Understand Cleaning Products And Procedures
The products and methods used are important, especially when businesses have particular health, safety, or environmental needs. Compliance requirements are sometimes more stringent than cleanliness for healthcare facilities, food service establishments, and schools. It's reasonable to ask a provider:
- What cleaning products are used and if necessary, are safer or certified alternatives available?
- What protocols are there for disinfecting high touch surfaces?
- Whether documentation (e.g. cleaning logs) can be made available for audits or compliance checks
A provider that is able to clearly explain their protocols and provide documentation is more professional than one that cannot.
When Considering Pricing Structures, Compare Them Carefully!
The cost of commercial cleaning services depends on the size of the space, how often it is cleaned, and the extent of the cleaning. When looking at quotes, it is important to check the exact details of what is covered in each quote:
- Does the quote have a fixed schedule or does it change depending on need?
- Do they provide special services (e.g., carpet extraction, window cleaning) for free or as an extra charge?
- How to adjust services when business needs change?
If a quote is much lower than the rest, it is worth looking into. Lower prices can be due to fewer staff hours, less experienced staff, or lower quality products, which can impact the consistency of results over time.
Check Communication And Responsiveness
The way a company communicates prior to signing a contract can be indicative of the way it will communicate after the contract is signed. A provider who is ready to answer your questions quickly, give you clear answers and is willing to explain their process in detail is easier to work with in the long run. If the answer is vague or the pressure to sign is so great that they don't let you ask questions, it's a red flag.
Also, consider how problems are addressed once service starts. A defined process for reporting problems and a reasonable response time suggest that a company takes accountability seriously, and not one that views a signed contract as the end of the relationship.
Searching For "Cleaning Services Near Me"?
Many businesses start their search with a simple search for cleaning services near me, which yields a long list of local businesses with varying experience and quality of service. That's not enough to narrow the list down. Comparing licensing, insurance, service scope, staffing practices, and communication across a handful of local providers gives a much clearer picture of which company is actually equipped to handle a specific facility's needs, rather than relying on proximity or price alone.
Some Red Flags To Watch For
There are a few warning signs that tend to signal trouble in the future:
- Failure to present evidence of insurance or licensing
- No point of contact or account manager is evident
- Lack of willingness to give references for clients
- If the price is significantly lower than other quotes, it could be a red flag
- Lack of clarity or ambiguity in staffing and subcontracting responses
None of these are necessarily disqualifying, but if several of these are present, it is a good reason to look elsewhere.
Final Thoughts
When choosing a commercial cleaning company, it's not just about looking at price sheets. Factors that help determine if a provider will be consistently providing the same results a year into the contract include reliability, appropriate insurance coverage, a clear definition of the scope of services, stable staffing, and clear communication. When a business asks questions in detail instead of selling, they are more likely to have a long-term partnership with the vendor.
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