When I walk an office before quoting it, I can usually guess where the friction will show up six months later. Most problems between a business and its cleaner trace back to a vague office cleaning contract, the kind that says “clean offices nightly” and leaves both sides guessing what that means. The crew thinks they did the job. The office manager thinks they skipped half of it. Both are reading the same sentence.

Eau Claire County had 2,753 employer establishments in 2023, according to the Census Bureau, and a lot of them are small offices with no facilities manager. If you inherited the cleaning account along with your other duties, this is what I would want you to get in writing. If you are still deciding whether professional cleaning is worth it, start there.

Start With a Cleaning Scope of Work by Area and Frequency

The contracts I write list every area separately: entry and lobby, open office, private offices, conference rooms, break room, restrooms, stairwells. Under each area I list tasks by frequency, meaning nightly, weekly and monthly. That is my own practice, not an industry standard.

A good cleaning scope of work should name the high-touch surfaces. The CDC’s guidance on cleaning and disinfecting a facility lists door handles, stair rails, elevator buttons, touchpads, restroom fixtures, desks and counters. The CDC also says that in most situations regular cleaning is enough to prevent the spread of germs. Disinfecting is called for where people have obviously been ill, and high-traffic areas may be cleaned more often or disinfected in addition to cleaning. Write down which surfaces get disinfected and when, so nobody assumes.

Green Seal’s GS-42 service standard is a useful reference here. It calls for disinfecting areas where pathogens collect, such as restrooms, door handles and faucets, using only EPA-registered disinfectants, and using reusable cloths or microfiber instead of paper. It covers indoor areas and the areas directly outside entryways, but not exterior grounds or parking lots.

Then list what is excluded or priced separately. I always break out carpet extraction, floor stripping and refinishing, and window washing. Windows in particular deserve their own line, and there is a good case for professional window cleaning for your home and business on its own schedule.

Know What the Price Is Built On

ISSA, the cleaning industry association, describes cleaning time as square footage divided by a production rate per hour. In its example, a 14-inch flat mop covers 1,000 square feet in about 11.2 minutes. That is why honest quotes for janitorial services are built from square footage and task mix, and why a vague scope produces a vague price.

It also explains why quotes are hard to compare. One pricing guide walks through the math: $0.08 per square foot per visit on a 10,000 square foot office is $800 a visit. At five visits a week, about 21.7 visits a month, that comes to roughly $17,000 a month. Treat that as a math illustration, not a market rate. The point is that two monthly prices mean nothing side by side unless the visit frequency and task list are identical.

Ask that the commercial cleaning contract state the pricing basis, the number of visits, and how price changes are handled, including how much notice you get.

Insurance, Workers’ Comp and the People Doing the Work

In Wisconsin, the Department of Workforce Development says an employer must carry workers’ compensation once it has three or more employees, or one or more employees paid $500 or more combined in a calendar quarter. A worker labeled an independent contractor may actually be a statutory employee unless they meet the state’s 9-point test. One employer also cannot provide workers’ comp coverage for another employer’s employees, even by contract. So ask for the cleaner’s own certificate, not a promise.

I also tell clients to request a general liability certificate. Bonds are a separate matter. Bond sellers explain that janitorial bonds mainly cover theft by the cleaner’s employees, not property damage, and that claims usually require a conviction.

The labor picture matters too. The Bureau of Labor Statistics puts the 2025 median pay for janitors and building cleaners at $17.71 an hour, with about 2.43 million jobs and about 321,800 openings projected each year. In May 2024, the building and grounds cleaning and maintenance group averaged $18.26 an hour in the Eau Claire metro, compared with $28.17 for all occupations there. Industry sources widely report high turnover in janitorial work. That is why consistency and supervision belong in writing: who supervises, whether background checks are done, and what happens when the crew changes.

Keys, Supplies, Safety and How Either Side Can Leave

Keys and alarm codes need a written process. I log every key and code, and the contract says what happens when someone on my staff leaves, including returning keys and changing codes.

Supplies cause more quiet disputes than almost anything else. GS-42’s product categories make a handy checklist: general-purpose, floor, bathroom, glass and carpet cleaners, floor finishes and strippers, hand soap, toilet tissue and paper towels. Mark each one as yours or the cleaner’s.

On safety, OSHA’s hazard communication standard requires safety data sheets for each hazardous chemical, readily accessible to workers. Ask the cleaner to keep SDS on site for products used there. OSHA does not generally consider janitorial staff in non-health-care facilities to have occupational exposure to bloodborne pathogens, but the employer must decide which tasks do, such as sanitary-napkin disposal. Spell out who handles that.

Quality checks keep janitorial contracts honest. I want a regular walkthrough with a named contact on your side, plus a communication log for requests and complaints. A good crew also notices things you might not, the kind of detail covered in why professional cleaners spot problems your DIY routine misses. The log is where those notes should land.

Finally, the exit. State the term length and a written termination notice period that applies to both sides.

A compact commercial office cleaning checklist for your contract:

• Scope by area, with nightly, weekly and monthly tasks
• Disinfecting schedule for high-touch surfaces and restrooms
• Excluded or separately priced specialty services
• Pricing basis, visit count and price change rules
• Workers’ comp and general liability certificates in the cleaner’s name
• Key and alarm code control, background checks, staff change process
• Who supplies each product category
• SDS on site and who handles sanitary-napkin disposal
• Walkthrough schedule, named contact, communication log
• Term and written notice period

Winter Floors Belong in the Office Cleaning Contract

The UW-Madison State Climatology Office puts Eau Claire’s average snowfall at 55.4 inches a year, based on 1991 to 2020 normals. The 2018 to 2019 season hit 98.8 inches. That snow walks straight into your lobby.

An ISSA study widely cited by matting suppliers found that 1,000 people a day entering a building over 20 days with no matting track in about 24 pounds of soil. Roughly 15 feet of entry matting is commonly recommended. In my experience, ice melt and sand grind down floor finish faster than anything else we deal with.

OSHA’s walking-working surfaces rule requires floors kept clean and, as far as feasible, dry, and free of hazards such as spills, snow and ice. When I put together a scope for office cleaning in Eau Claire, the winter section covers who owns or rents the mats, how often they are swapped or cleaned, extra entry mopping on storm days, and when salt-damaged finish gets restored. It also states who clears the walk outside, since that is usually snow removal rather than cleaning.

FAQ

How do I compare two quotes for professional office cleaning?

Make both bidders price the same written scope at the same visit frequency. If the task lists or visit counts differ, the monthly totals are not comparable, no matter how close they look.

Your office is a reflection of your business, sort of like the first handshake and hellos that you do when you meet someone new. Since first impressions are everything, an office that is neat, spotless, spick, and span is the office that will stand out in a positive way.  There is no denying that a nice and clean office environment makes all the difference in the world. Not only does it make it a lot more pleasant for your employees who spend several hours a day there, but your clients will view you favorably when they see the effort that you put into making your office spotless.  A hygienic office environment is just one of the many reasons a professional office cleaning service is a good idea. If you want something done right, it is always best to leave it to the professionals. There is a sense of satisfaction that comes from knowing you’ve hired the experts who know what they are doing to get the job done.  

Besides the hygiene aspect and the pleasant office environment that you will be left with once your office has gone through a proper cleaning job, here are some other reasons why hiring professional office cleaners is a good idea:  

You’re Assured Of A Job Well Done

The professionals have a reputation to uphold, so if you hire them, you can be assured of a job well done. Professional office cleaners make it a priority to do a thorough cleaning job in your office space because that is what their business is based on. They know the ins and outs of what it takes to keep an office clean, and they come with all the right tools and equipment needed to get the job done. As a professional cleaner, they will know precisely what your office needs. From vacuuming your carpets to sanitizing your workstations, professional cleaners are a team of people you can rely on to do a much more thorough job than just a quick vacuum and mop.   

They Will Clean Everything

When they say they will clean everything, they really mean it. Professional cleaners do everything from vacuuming your floors and cleaning your bathrooms, all the way to cleaning the windows, the blinds, the walls, and even your elevator if you need it. This kind of cleaning job is not something that can be done quickly, and since companies don’t have the manpower resources available to spend a couple of hours going through a detailed cleaning process, it is best to outsource it to the professionals. This way, your staff can focus on running and growing your business while the cleaning is left to the experts.   

Your Office Space Is A Much Healthier Environment

Office spaces get a high volume of traffic every day. People come in and out of your office all the time, and it is not just your employees alone. High-traffic areas are often the most prone to bacteria, and this is why it is important to keep your office as clean as possible to prevent the spread of disease and germs. A healthier environment means your employees are not going to fall sick as often too. That way, your business won’t be impacted by the absence of employees and everything can still run like clockwork. With professional cleaners, cleaning and sanitizing your office and its surfaces regularly is part of their job. With a healthy and hygienic environment and fewer sick leaves from your employees, your business is going to flourish.  

It Is A More Cost-Effective Option

Hiring professional cleaners to clean your office is a lot more cost-effective than managing an in-house cleaning team. If you had to hire an employee just to handle the cleaning job, they would require a regular salary and benefits along with all the other employees. An in-house cleaner also means that you would have to bear the cost of buying all the cleaning and sanitation supplies. Therefore, in the long run, outsourcing your cleaning job is a much more cost-effective option, since professional companies will supply all the tools, cleaning supplies, and any equipment you might need for the job.   

You’re Getting the Benefit of Their Cleaning Experience

Another downside to hiring an employee to do the cleaning job is that the employee in question is not going to be experienced enough to do a thorough job. With cleaning companies, cleaning is their primary business and that is what they are all about. They ensure that their team knows everything there is to know about cleaning an office space and what it takes to get the job done right. Not to mention the fact that a team of professional cleaners has been specifically trained to clean well. They’ve been trained with all the skills they need and when they walk into your office, they know immediately what needs to be done.   

You Get to Choose Your Cleaning Schedule

Have your office space cleaned at a time that suits you best. Professional cleaners will offer you the flexibility to book a time slot that suits you. That way, you don’t have to feel like you are rushing through your cleaning job or trying to get it done by a specific time because you don’t have the manpower or resources needed to do it otherwise. A lot of companies prefer that their cleaning gets done after office hours to avoid disrupting the workflow during the day, and most professional cleaners will be happy to accommodate your request.   

Businesses love the convenience and the satisfaction that comes with knowing their office cleanliness have been left in good hands when you pick the right team to work with. When an expert is on the job, you know that you have nothing to worry about. A clean office is a happy office, not just for you and your employees, but for anyone who walks through your office doors. It’s always nice to leave a positive first impression, and what better way to do that than to welcome everyone with a nice, clean office.  

Here are five cleaning tips for all you clean freaks (well, and all you non clean freaks, too. You need to clean occasionally, as well!)

Photo: Pixabay

Collaboration

In order to get your desk actually clean and disinfected, you have to clean all of it. Taking everything off of the desk first – the mouse, computer, reports, paperwork, pens and those pictures of your girlfriend or grandmother. Everything has to be off. If it takes someone to help you, then ask. Return the favor when they need it.

Working together will get everything done faster and help avoid any problems (like dropping a monitor or breaking your back trying to move the filing cabinet).

And, if you’re all really lazy or the office needs a very deep clean, you could consider convincing the boss to hire someone that offers cleaning services in London, or wherever your office is located, to come help out and do a professional clean.

Go in order

The highest places should be cleaned first – the ceiling, walls, windows, and then the furniture. Why? Because the dust and dirt will fall and cover everything below. If you clean your desk, and then the ceiling… chances are you’ll have to clean the desk again.

Start high and work lower and lower until you end with a nice sweep, mop, or vacuum job.

Photo: PixaBay

Cleaning Electronics

Whenever you clean electronics, like the computer, for example, it should be done with a microfiber cloth that is slightly humid with a soap and water solution. The soap should be neutral.

They should never be directly dusted, and should be disconnected or unplugged and the battery taken out.

If you happen to be using a CRT monitor, which are now considered to be out of date (but hey, some of you out there still have them), make sure to clean using something with an alcohol base and never use cleaning product poured directly on the machine – on a cloth first.

LCD monitors are delicate and if you use a dry cloth, you could scratch it. Look for special screen cleaning products to be sure you won’t do them any damage.

Disinfecting phones

A lot of sicknesses and colds are passed around on the phone. People’s mouths are in close proximity to the microphone, thus, can carry a lot of germs. This means that it’s important to disinfect it. Maybe you hadn’t ever thought of that, but you’ll remember it from now on!

Furniture with Fabric

It’s a little more complicated to clean chairs, sofas, and other furniture that has a textile covering. They tend to get very dirty and to retain dust and dirt, which makes it difficult to clean with good results.

A good place to start would be to vacuum them daily. Every once in a while, you can try cleaning with a shampoo. It’s important not to get it too wet, as the dirt inside can rise to the surface and create more stains.