Key Takeaways:
- Compare industry experience, insurance coverage, professional training, cleaning procedures, quality assurance, and contract terms.
- Request proof of insurance, references from similar facilities, and written quotes outlining services, frequency, and pricing.
- Watch for unclear pricing, missing documentation, inconsistent communication, and limited quality-control procedures.
- Use a structured checklist and ask detailed questions before committing to a commercial cleaning provider.
Choosing the right provider starts with understanding the commercial cleaning services your facility needs and how different companies approach those services. Knowing how to choose a commercial cleaning company is critical for your facility’s safety and compliance. Careful consideration of your facility’s needs, industry-specific cleaning requirements, and budget will help you find a reliable long-term partner.
At JAN-PRO Cleaning & Disinfecting, we have years of experience delivering certified commercial cleaning services for a wide range of industries. Here’s how to choose a commercial cleaning company that suits your facility.
What to Look for in a Commercial Cleaning Company
Before hiring a commercial cleaning company, confirm:
- Licensing and business registration: Ensure the company is properly registered and holds any licenses or permits required in your area.
- Insurance coverage: Request proof of general liability insurance and workers’ compensation coverage where required. Review coverage limits, exclusions, and applicable requirements to make sure they align with your facility’s needs.
- Industry certifications: Professional training supports consistent cleaning procedures and proper equipment use. Look for relevant professional training and credentials.
- Facility-specific experience: Ask whether the company has cleaned businesses similar to yours. Medical facilities, schools, offices, and manufacturing environments have different cleaning requirements. Look for a provider with experience delivering industry-specific cleaning services.
- Cleaning protocols and products: Review the company’s equipment, cleaning methods, and products. If you need commercial disinfection services, ask about EPA-registered disinfectants and product contact times.
- Staffing and training: Ask who performs the cleaning, how personnel are screened and trained, and who oversees service quality.
- Quality assurance: Choose a provider with documented inspections, clear communication procedures, and a process for addressing service concerns.
Questions to Ask a Commercial Cleaning Company Before Hiring
Knowing which questions to ask a commercial cleaning company helps you confirm qualifications, services, and expectations with your facility’s needs.
Ask these questions during your initial consultation or walkthrough.
- Are you properly registered, licensed where required, and insured? A reliable company should send proof without hesitation.
- How do you screen and train cleaning personnel? Ask about background-screening procedures, professional training, and ongoing supervision.
- Have you cleaned facilities similar to ours? Request references from businesses with comparable cleaning needs.
- Which cleaning products and disinfectants do you use? Ask about cleaning products and request EPA registration numbers for disinfection services.
- How do you monitor cleaning quality? Look for documented inspections, performance evaluations, and service reporting procedures.
- Who will perform the cleaning? Confirm whether employees, franchise owners, or subcontractors oversee services.
- What happens if we’re dissatisfied with the service? Expect a clear re-service or remediation policy in writing.
- Which services are included in the quoted price? Clarify whether carpet cleaning, floor care, window washing, and disinfection treatments involve additional charges.
- How do you maintain staffing consistency? Ask how the company handles personnel changes and backup coverage.
- What notice period is required to terminate the contract, and are there early-termination fees? Anything over 30 days’ notice or stiff cancellation penalties may be a red flag.
A reliable commercial cleaning provider should answer these questions clearly and provide supporting documentation.
How to Compare Commercial Cleaning Quotes and Contracts
Commercial cleaning quotes should reflect your facility’s requirements, cleaning frequency, and requested services. Both flat-rate and itemized quotes can be useful when their scope and exclusions are clearly documented.
How to Compare Commercial Cleaning Quotes
Give every company the same information about your facility, including square footage, building type, cleaning schedule, and required services.
When reviewing proposals:
- Compare Services: Confirm which cleaning tasks and areas are included.
- Review Cleaning Frequency: Check how often each service will be performed.
- Identify Additional Charges: Ask about supplies, equipment, and specialized cleaning services.
- Evaluate Pricing: Review flat-rate or itemized pricing alongside the written scope of work.
For example, one company might include routine floor care in its monthly rate, while another charges separately. Understanding these differences provides a more accurate cost comparison.
What a Commercial Cleaning Contract Should Include
Before signing, review the agreement for:
- Scope of Work: Cleaning tasks, service areas, and frequency.
- Performance Standards: Documented cleaning expectations and quality benchmarks.
- Products and Equipment: Responsibilities for providing cleaning supplies and equipment.
- Staffing Arrangements: Who performs and supervises the cleaning.
- Insurance Requirements: Required coverage and applicable liability provisions.
- Service Corrections: Procedures for reporting and resolving cleaning concerns.
- Termination Terms: Cancellation procedures, notice periods, and applicable fees.
- Price Adjustments: Conditions governing future rate increases.
Red Flags to Avoid When Hiring a Commercial Cleaning Company
Recognizing early warning signs helps you avoid unexpected costs and inconsistent service.
Watch for:
- Missing Insurance Documentation: A provider that cannot verify its insurance coverage is a concern. Request current documentation before signing an agreement.
- Unclear Pricing: You should receive a written proposal defining cleaning tasks, service frequency, pricing, and exclusions before entering an agreement.
- Unclear Cleaning Procedures: Providers should explain their cleaning methods, products, and equipment.
- Inconsistent Staffing: Frequent personnel changes without a clear backup or training process may disrupt service. Ask how replacement personnel become familiar with your facility.
- Limited References: A company without relevant references or documented experience may require additional evaluation. Look for evidence that it understands your industry’s cleaning needs.
- Unusually Low Pricing: A significantly lower quote may exclude important tasks or supplies. Review the service scope before making a decision based on price.
- No Quality Assurance Process: Look for clear cleaning inspections, reporting, supervision, and complaint resolution procedures for consistent service.
Commercial Cleaning Company Evaluation Checklist
Knowing how to choose a commercial cleaning company involves more than comparing prices. Here’s a checklist you can use during vendor evaluation calls or walkthroughs.
Credentials & Compliance
[ ] Proof of general liability insurance
[ ] Proof of workers’ compensation coverage
[ ] Confirm business license for operating state
[ ] Verify industry certifications
Experience & References
[ ] At least two references from similar facility types provided
[ ] Contact and verify references contacted
[ ] Confirm length of time in business
Scope & Cleaning Protocols
[ ] Review written scope of work (tasks, areas, frequency)
[ ] Confirm EPA-registered disinfectants
[ ] Disinfectant application protocol explained
[ ] Confirm staffing model (employees vs. subcontractors)
[ ] Confirm background check process for all cleaning staff
Contract Terms
[ ] Itemized quote received (not bundled)
[ ] Service failure remediation policy in writing
[ ] Review termination clause and notice period
[ ] Review price escalation terms
Quality Assurance
[ ] QA/inspection process documented
[ ] Confirm client reporting or communication method
Frequently Asked Questions About Choosing a Commercial Cleaning Company
What is the difference between janitorial and commercial cleaning?
Janitorial cleaning generally covers recurring maintenance, such as trash removal, restroom cleaning, and mopping. Commercial cleaning is a broader category that also includes specialized services, such as carpet extraction, floor care, and disinfection. Read our guide to janitorial cleaning vs. commercial cleaning for more information.
How much does commercial cleaning cost for a business?
Commercial cleaning costs depend on facility size, location, cleaning frequency, and required services. Providers may charge hourly, by square footage, or through flat-rate agreements. Request a facility inspection and detailed quote for accurate pricing.
How often should a commercial facility be professionally cleaned?
Cleaning frequency depends on foot traffic, building use, and industry requirements. High-traffic facilities often need more frequent attention, while smaller, lower-traffic spaces may require fewer visits. A professional assessment will establish an appropriate cleaning schedule.
What insurance should a commercial cleaning company carry?
Commercial cleaning providers should maintain general liability insurance and workers’ compensation coverage where required. Additional coverage may be necessary depending on your facility’s risks and contract requirements. Request current documentation before services begin.
Find the Right Commercial Cleaning Company for Your Facility
Not sure how to choose a commercial cleaning company? Look for relevant industry experience, verified insurance coverage, documented cleaning procedures, and a clear quality assurance process.
Since 1991, JAN-PRO Cleaning & Disinfecting has provided customized commercial cleaning services through our national network.
Ready to get started? Find a JAN-PRO location near you to request an inspection.