Maintaining a clean and productive office environment is critical for your business’s success.
However, managing your office cleaning in-house can be challenging, especially if you don’t have a dedicated cleaning team.
This is where outsourcing to a professional cleaning company can help - and can actually deliver better results compared to internal cleaning teams.But with so many cleaning companies available, selecting the right office cleaning partner can feel overwhelming.
Making the wrong decision can lead to unreliable services, substandard cleaning, hidden fees - and ultimately, a negative impact on your business. The COVID-19 pandemic highlighted the importance of having a robust cleaning partner that understands infection control and helps maintain the smooth running of your business.
To help you make an informed decision about which cleaning company is right for you, in this article we’re going to look at nine key factors you should consider before signing office cleaning contracts.
1. Check their company credentials
One of the first steps you should take before signing a cleaning contract is to make sure the cleaning company is legitimate
A good place to start is by checking if the company is registered with Companies House. A company’s registration provides basic information about its directors and date of incorporation - which can give you some insight into the length of time they have been trading, and the key people involved in running the business.
Companies House also lets you look at previously filed accounts, which we’d recommend reviewing. A financially stable company is more likely to provide consistent services without unexpected interruptions.
For further peace of mind, it’s also advisable to look at reviews, testimonials, and also ask for references from current or past clients.
Reviews and testimonials on websites can be carefully curated - but first-hand references can provide more authentic insight into the company's performance, reliability, and ability to handle your cleaning challenges.
2. Verify they have the right contract cleaning memberships
When you’re looking to hire a contract cleaning company, it’s important to check if they have memberships with professional bodies like the British Institute of Cleaning Science (BICSc).
BICSc membership reflects a commitment to maintaining high standards and staying informed about industry innovations.
Any contract cleaning company that holds a BICSc membership is more likely to prioritise ongoing training and development for their staff, making sure their team is trained to deliver the best possible service and clean your office to industry standards.
3. Check their accreditations
In addition to BICSc membership, accreditations like ISO 9001 and ISO 14001 are important indications of a commercial cleaning company’s reliability and commitment to quality.
ISO 9001 certification means that the office cleaning company has put in place processes to deliver consistent, high-quality services - giving you the peace of mind that you’ll receive the same standard of cleaning on every visit.
ISO 14001 certification demonstrates the company’s commitment to minimising its environmental impact, which is becoming increasingly important in the modern business world. Choosing a cleaning company with an ISO 14001 certification shows that they are aligned with environmental best practices, which can help your business meet its own ESG goals.
4. Ask about their insurance coverage for office cleaning
Before signing any office cleaning contracts, it’s important to confirm that your chosen cleaning company has appropriate insurance.
They should have Public Liability Insurance to cover damages or injuries that may occur either during or as a result of their cleaning services. This helps to protect your business from any potential liabilities in the event of an accident.
Additionally, they should have Employer’s Liability Insurance to protect their staff in case there are any work-related injuries.
It’s good practice to ask to see copies of their insurance certificates and make sure that their policies are up to date before you sign cleaning contracts.
5. Make sure your office cleaner is compliant with health & safety guidelines
It’s also important to ask your chosen contract cleaning company about their approach to health and safety compliance.
Making sure your cleaning company follows the right safety procedures and policies reduces the risk of accidents, and helps ensure that your office remains a safe environment for everyone.
Good questions to ask are around how your contract cleaning company approaches risk assessments, and how they train their staff on the safe use of cleaning equipment and chemicals.
To learn more about the importance of health and safety in office cleaning, download our free guide on office cleaning best practices.
6. Ask about green cleaning services and environmental compliance
Sustainability is becoming a top priority for many businesses, and it’s important to take note of the eco credentials of your chosen office cleaning company.
“Green cleaning” is becoming a bit of a buzzword in the cleaning industry - yet many companies that claim to be ‘green’ don’t actually fully embrace sustainability in their product selection or cleaning processes.
It’s important to ask your potential office cleaning partner if they’ve conducted an environmental impact assessment and how many of their cleaning products are truly eco-friendly products - easily biodegradable, and without any harmful chemicals.
You might also consider asking questions about the office cleaning company’s approach to using the latest equipment to reduce water usage, and how they approach waste management.
By asking these questions, you’ll get a clear understanding of whether your cleaning company really is ‘green’ or just jumping on trending buzzwords.
7. Check their approach to performance management
Before signing any cleaning contracts, it’s important to understand how the cleaning company manages and monitors performance.
Any reputable contract cleaning service should have clear quality control measures in place (and ideally ISO 9001 certification) to ensure their cleaning teams meet the highest standards consistently.
It’s also worth asking about their supervisory structure, how they handle feedback or complaints, and how often they perform performance evaluations.
Getting answers to these questions can help give you peace of mind that your office will remain consistently clean, and any problems will be addressed promptly.
8. Ask which supplies and equipment they will use for your office cleaning contract
This might get covered as part of your questions on how truly ‘green’ your cleaning company is - but it’s always worth asking your potential office cleaning partner to give you details on the specific supplies and equipment they will use to clean your office.
Ideally, they would be using sustainable, green cleaning products that are safer for both your office and the environment.
You might also ask about their approach to infection control, and the equipment they use to achieve their results. The Covid pandemic really highlighted how important infection control is in the workplace, and it’s important not to forget the lessons we all learned.
9. Check the fine print of your office cleaning contract
This is good advice for any type of contract - but before you commit to a commercial office cleaning company, make sure you carefully review the fine print.
It’s best practice to make sure your contract includes a clear statement of work outlining all services provided and their relevant costs. This will help you avoid any hidden fees or unexpected charges.
Depending on the nature of your office cleaning contract, you might also want to consider including a Service Level Agreement (SLA).
An SLA outlines the expected performance standards and provides an agreed course of action if those standards aren’t met. Especially for complex contracts, SLA can provide an extra layer of protection to make sure you’re getting the service you’re paying for and helps manage expectations on both sides.
Looking for a reliable, green cleaning partner in London?
Choosing the right office cleaning company is important if you want to maintain a clean, safe, healthy, and productive workplace.
But there’s a lot to consider if you’re going to choose the right partner for your specific business needs.
Hopefully, this article has helped identify nine of the key areas you should review to help you make a more informed decision.
Or if you’re looking for a company that excels in all the areas we’ve mentioned - speak to Green FM.
At Green Facilities Management, we’ve been providing green cleaning services across London for decades. Our team is highly trained, fully accredited, and backed by robust insurance coverage. We hold ISO certification, BICSc membership, and prioritise eco-friendly products.
We offer transparent, tailored cleaning contracts with no hidden fees, and office cleaning is one of our areas of expertise.
So whether you're looking for routine office cleaning or need a contract cleaning partner who is experienced in infection control and how to deep clean an office - we’ve got you covered.
Contact Green Facilities today to discuss your office cleaning needs.
Or if you want a more in-depth look at what to look for in an office cleaning contract, download our free guide.