Make the specification contractual
Identify each site and area, tasks, frequencies, service window, exclusions, consumables and periodic work. State who provides equipment, storage, electricity, water, keys and access systems.
Use version control for the specification. Informal additions create disputes over whether a task is part of the price and can hide an unplanned increase in labour.
Set useful service levels
| SLA topic | Possible measure | Contract detail |
|---|---|---|
| Attendance | Scheduled cleaner-hours or completed visits | How attendance is recorded and exceptions approved |
| Quality | Inspection score by area and task | Sampling method, frequency and pass threshold |
| Faults | Response and resolution time | Severity levels and escalation route |
| Periodic work | Completion against annual calendar | Evidence and rebooking process |
| Reporting | Monthly service report | Data, attendees and action log |
Price, variations and review
State the net price, VAT, invoice frequency and payment terms. List call-out, extra-work and specialist rates and say whether consumables are passed through, fixed or indexed.
Define when prices can change and what evidence is required. Scope changes should record the revised tasks, labour hours, price and effective date before work begins.
TUPE and workforce information
TUPE may apply when an in-house service is contracted out, a cleaning contract changes provider or work is brought in-house.
The parties need enough time to establish whether there is an organised group assigned to the activity and to meet consultation and information obligations.
The contract should allocate cooperation, workforce-information and indemnity responsibilities, but drafting does not decide whether TUPE applies. Take specialist advice on the particular transfer.
Termination and orderly exit
Set the initial term, renewal, notice, breach remedies and consequences of termination. Avoid an exit plan that depends on goodwill after notice has been served.
Require return of keys, passes, data, documents, customer-owned stock and equipment. Address final invoices, employee information, cooperation with a successor and continuity during the handover.
Frequently asked questions
How long should a commercial cleaning contract be?
There is no universal term. Balance the supplier’s mobilisation investment against your need for flexibility.
Examine the initial term, renewal, notice, price review and termination assistance together rather than focusing on one duration.
What is an SLA in a cleaning contract?
A service-level agreement defines measurable delivery, such as attendance, inspection scores, fault response, periodic-work completion and reporting. It should also explain evidence, exceptions, escalation and remedies.
Does TUPE apply when a cleaning contract changes?
It may. Changing contractor, outsourcing and insourcing can be service provision changes under TUPE.
Application depends on the facts, including the activities and employees assigned to them, so seek advice early.