Commercial Cleaning Service Agreement Template

A well-crafted commercial cleaning service agreement template is crucial for both cleaning service providers and their clients. It serves as a legally binding document that outlines the scope of services, responsibilities, and terms of the cleaning engagement. This guide will provide insights into essential elements and design considerations for creating a professional and effective agreement template.

1. Define Scope of Services Clearly and Concisely

The agreement must explicitly define the scope of cleaning services provided. This includes:

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Frequency of Cleaning: Specify the cleaning schedule, such as daily, weekly, bi-weekly, or monthly.

Areas to be Cleaned: Clearly list all areas included in the service, such as offices, restrooms, break rooms, common areas, and any specific rooms or zones.

Specific Cleaning Tasks: Detail the specific cleaning tasks to be performed, such as dusting, vacuuming, mopping, sanitizing, emptying trash, and window cleaning.

Exclusions: Clearly state any areas or tasks that are not included in the service, such as high dusting, carpet cleaning, floor waxing, or window washing.

2. Establish Pricing and Payment Terms

Pricing Structure: Clearly outline the pricing structure, whether it’s based on square footage, hourly rates, or a fixed monthly fee.

Payment Schedule: Specify the payment terms, such as net 30 days, upon completion of services, or through automatic deductions.

Late Payment Penalties: Include provisions for late payment fees or penalties to ensure timely payments.

Taxes and Fees: Clearly state whether taxes and any applicable fees are included in the pricing.

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3. Define Client and Contractor Responsibilities

Client Responsibilities: Outline the client’s responsibilities, such as providing safe and unobstructed access to the premises, ensuring adequate supplies and equipment are available, and notifying the cleaning service of any special requests or concerns.

Contractor Responsibilities: Clearly define the cleaning service provider’s responsibilities, such as providing trained and insured personnel, using appropriate cleaning products and equipment, maintaining confidentiality, and addressing any client concerns promptly.

4. Address Insurance and Liability

Insurance Coverage: Require the cleaning service provider to carry adequate liability insurance, workers’ compensation insurance, and any other relevant insurance coverage.

Liability and Indemnification: Include clauses regarding liability for damages, injuries, and property loss, and indemnification provisions to protect both parties.

5. Include Contract Duration and Termination

Contract Term: Specify the duration of the cleaning contract, such as a one-year term with automatic renewal options.

Termination Clause: Include provisions for early termination by either party, with proper notice and conditions.

6. Data Privacy and Confidentiality

Data Protection: Include clauses regarding data privacy and confidentiality, especially if the cleaning service will have access to sensitive client information.

7. Dispute Resolution

Dispute Resolution Process: Include a clause outlining the process for resolving any disputes that may arise, such as mediation or arbitration.

8. Governing Law and Jurisdiction

Governing Law: Specify the governing law that will apply to the agreement.

Jurisdiction: Specify the jurisdiction for any legal proceedings arising from the agreement.

9. Legal Review and Updates

It is highly recommended to have the agreement reviewed by an attorney to ensure it complies with all applicable laws and regulations. The agreement should be reviewed and updated periodically to reflect any changes in circumstances or legal requirements.

Design Considerations for a Professional Agreement Template

The visual presentation of the agreement is equally important as its content. A well-designed template conveys professionalism and builds trust. Consider the following design elements:

Professional Font and Formatting: Use a clean and professional font such as Arial, Times New Roman, or Calibri. Maintain consistent formatting throughout the document, including font size, line spacing, and margins.

Clear and Concise Language: Use clear, concise, and easy-to-understand language, avoiding legal jargon whenever possible.

Headings and Subheadings: Utilize headings and subheadings to organize the agreement and improve readability.

White Space: Incorporate ample white space to improve readability and make the document visually appealing.

Professional Logo: Include the company logos of both the client and the cleaning service provider.

By carefully considering these elements and incorporating them into your commercial cleaning service agreement template, you can create a professional and legally sound document that protects the interests of both parties and ensures a successful cleaning service engagement.

This comprehensive guide provides a framework for creating a professional commercial cleaning service agreement template. By incorporating these elements and adhering to best practices, you can establish a clear and mutually beneficial agreement that fosters a strong and productive relationship between the cleaning service provider and their clients.