What to Include in a Commercial Cleaning Contract

Start with the facility, not a generic price

A useful cleaning proposal begins with how your building operates. An office with evening access, a busy restaurant and a venue hosting back-to-back events need different schedules and priorities. Before comparing quotes, prepare the same site information for each provider so you can compare equivalent work—not just different monthly totals.

For facilities across Maryland and Washington, DC, a walkthrough helps identify floor types, high-traffic zones, access restrictions and the work that needs to happen outside operating hours. Ask the provider to document assumptions and exclusions before you sign.

Separate recurring janitorial work from specialty cleaning

Janitorial service usually covers recurring upkeep such as trash collection, restroom cleaning and routine floor maintenance. Commercial cleaning is a broader category that may also include deep cleaning, carpet extraction and floor restoration. Those terms alone do not define what is included.

List daily, weekly and periodic tasks separately. Do not assume that floor stripping, high dusting, window cleaning or post-event cleanup is included in a recurring contract unless the proposal says so.

• Areas and surfaces included in the scope
• Service days, access times and completion windows
• Responsibility for supplies, consumables and equipment
• Specialty services, exclusions and separately approved work

Plan deep cleaning around actual use

Periodic deep cleaning addresses buildup that routine maintenance may not remove. The right schedule depends on foot traffic, surface condition, food service and your operating calendar. Review carpet condition, floor finishes, grout and hard-to-reach areas during the walkthrough rather than choosing an arbitrary frequency.

For an event facility, coordinate restoration work with the next room setup. Floors may need drying or curing time before furniture and guests return. The scope should protect that window instead of promising a turnaround that the surface cannot support.

Ask how cleaning and disinfection are handled

Cleaning removes dirt and residue; disinfection requires an appropriate product and correct use. Ask how the crew follows product labels, surface compatibility, dilution and required contact time. No cleaning provider should promise that a building will remain germ-free.

Your facility may have additional procedures for sensitive rooms or equipment. Share those requirements before work starts and identify any tasks that need specialist handling outside the agreed cleaning scope.

Agree on accountability and documentation

Name the person who receives site instructions, checks completed work and handles concerns. A checklist is most useful when it identifies the task, location and expected result. Agree how missed work will be reported, reviewed and addressed.

Vendor onboarding may require certificates, licenses or a certificate of insurance (COI). Montoya Solutions provides those documents directly to clients upon request; they are not public downloads. Ask for the documentation your facility requires before the proposed start date.

Prepare for a clear proposal

Send your facility location, approximate size, operating hours, preferred frequency and priority areas. Include photographs or a walkthrough request when a surface or access constraint needs explanation.

Montoya Solutions prepares commercial cleaning proposals around the agreed scope for businesses throughout Maryland and Washington, DC. Contact our team to discuss recurring janitorial care, periodic deep cleaning or a specific facility requirement.