A good commercial cleaning contract spells out exactly what gets cleaned, how often, who does the work, what it costs, and how either side can end the agreement. If any of those are vague, you will find out the hard way when a restroom is missed or an invoice does not match what you expected. Here are the nine things to look for before you sign, whether you manage an office, a medical practice, a retail store, or a multi-tenant building in Wilmington.

1. A Written, Room-by-Room Scope of Work

"General cleaning" is not a scope. The contract should include a checklist that names each area (lobby, offices, conference rooms, restrooms, break room, floors) and the tasks done there. The best scopes come from an on-site walkthrough, not a phone call, because the cleaner needs to see your floors, restrooms, and traffic patterns to price and plan the work accurately.

Watch for: a one-line description with no task list, or a quote given without anyone visiting your building.

2. Frequency for Each Task, Not Just Each Visit

Not every task happens every visit. Trash and restrooms are usually every visit, dusting weekly, and high dusting or baseboards monthly or quarterly. The contract should say which is which, so there is no argument later about whether something was "supposed" to be done.

If you are not sure how often your space needs cleaning, our guide on how often an office should be cleaned walks through it.

3. Days, Hours, and Access Procedures

The agreement should state the cleaning days and time window, such as after hours Monday, Wednesday, and Friday. It should also cover:

  • Who receives keys, fobs, or alarm codes, and how they are protected
  • Lockup and alarm-arming procedures at the end of each visit
  • What happens on holidays or when your office is closed

Only the crew assigned to your building should have access, and you should know who they are.

4. Who Does the Work: Employees or Subcontractors

Ask whether the company uses its own crews or passes your account to subcontractors. Subcontracting is not always a problem, but you should know who is in your building after hours. The contract should state that every person on site has passed a background check and is supervised by the company you hired.

5. Insurance and Bonding

This is the section most often skipped, and the one that matters most if something goes wrong. Look for:

  • Commercial general liability insurance, which covers property damage or injuries caused during cleaning
  • A janitorial bond, which protects you against theft by the cleaner's employees
  • Workers' compensation coverage as required by North Carolina law, so an injured cleaner does not become your liability

Ask for a certificate of insurance (COI) naming your business or property manager before work starts. Any established company can send one within a day or two.

6. Supplies and Equipment

The contract should say who provides what:

  • Cleaning equipment and chemicals (vacuums, mops, microfiber, disinfectants) are usually supplied by the cleaning company
  • Consumables (paper towels, toilet paper, hand soap, trash liners) are often supplied by the client, with the cleaner restocking them, but some companies supply them for an added cost

For medical, dental, and childcare spaces, the contract should specify EPA-registered disinfectants and how cross-contamination is prevented, such as color-coded microfiber.

7. Pricing, and What Changes It

Most recurring commercial cleaning is billed as a fixed monthly price based on the agreed scope and frequency. The contract should make clear:

  • What the monthly price includes
  • How one-time extras (carpet care, post-event cleanups, window washing) are quoted and approved
  • When and how the price can change, such as when you add space, change frequency, or at renewal

Watch for: vague "additional charges may apply" language with no explanation of when.

8. Quality Checks and How Problems Get Fixed

Every cleaning company misses something eventually. What matters is how it gets fixed. A good contract describes:

  • Supervisor inspections or spot checks, and how often they happen
  • How you report a problem (phone, text, email) and how fast the company responds
  • Whether missed items are re-cleaned at no charge

9. Term, Renewal, and Cancellation

Read this part twice. Check:

  • Length of the term. Be cautious of multi-year commitments, especially with a new provider.
  • Auto-renewal. If the contract renews automatically, know the date and the notice required to stop it.
  • Cancellation notice. A reasonable written notice period lets either side end the agreement without a fight. A company confident in its work does not need to lock you in.

Red Flags Before You Sign

  • No walkthrough before the quote
  • No written checklist, only a monthly price
  • Can't or won't provide a certificate of insurance
  • Long term with steep early-termination fees
  • No named contact for problems or complaints

This guide is general information, not legal advice. For large or unusual contracts, have your attorney review the agreement.

How We Handle It at Beauty & Muscle

Every commercial cleaning, office cleaning, and janitorial account we take on starts with a free on-site walkthrough and a written, itemized scope. Our crews are background-checked and supervised by our own team, we carry commercial general liability insurance and a janitorial bond, and we send a certificate of insurance on request. Our agreements do not include multi-year lock-ins.

Serving Wilmington, New Hanover, Pender, Brunswick, and Onslow counties. Request a walkthrough and we will send a written scope you can compare side by side with any other quote.