Choosing who cleans your office, practice or shop is a decision you live with every working day. This guide is for owners and office managers of small and medium businesses in and around Woking who want to know how businesses evaluate a cleaning contractor in practice. The short answer: agree the scope in writing, check insurance and references, find out who will actually do the work, and be clear on how problems are put right.
Before you ask for quotes
Contractors can only quote fairly if they know what you need, and you can only compare quotes that describe the same job. Write down:
- the rooms and areas to be cleaned, from reception and meeting rooms to kitchens and toilets
- floor types: carpet, vinyl, tiles or wood
- how often each area needs cleaning, and at what times the building is empty
- how cleaners will get in: keys, fobs, alarm codes
- anything sensitive, such as confidential paperwork or equipment that must not be moved
Give the same brief to every company you approach.
Questions to ask every contractor
- Are you insured? Ask to see the public liability certificate and check the dates.
- Can you give references from similar premises? An office reference means more for an office contract than a domestic one.
- Who will clean, and who checks their work? Ask whether the same person comes each time and who your contact is.
- How do you handle keys and alarms? Ask how keys are stored and who has access to codes.
- What happens if your cleaner is ill or on holiday? You need to know the visit will still happen.
- Will you visit before you quote? A walk round lets the contractor see the building rather than guess.
What a good proposal includes
A proposal you can hold a contractor to sets out:
- a task list for each area, with how often each task is done
- the days and times of each visit
- who supplies consumables such as bin bags, hand towels and soap, and who supplies cleaning products
- how you report a problem, and how quickly it is dealt with
- the price, what it covers and what counts as an extra
- the contract length and the notice needed to end it
If two quotes differ a lot, the task lists usually explain why.
Warning signs
Be cautious about a contractor who:
- sends a generic proposal without asking about your premises
- quotes without seeing the building or asking detailed questions
- cannot show an insurance certificate
- pushes for a long contract before you have seen their work
- is vague about who will clean and who to call when something goes wrong
- quotes far below everyone else without saying what is left out
Price against value
There is no single “best professional cleaning” company for every business; the right choice is the one whose scope, hours and price fit your premises. A very low quote can be genuine, but it often means fewer hours on site, tasks quietly left off the list, or products you are expected to supply. Compare the hours and tasks behind each figure, not just the total. A contract that is slightly dearer but lists everything in writing is easier to manage than a cheap one you have to keep chasing.
A checklist for your shortlist
- Written scope by area and frequency
- Visit times that fit your working hours
- Public liability insurance certificate seen
- References from similar premises checked
- Named contact for problems
- Key and alarm arrangements agreed
- Cover for sickness and holidays explained
- Consumables and products agreed
- Contract length and notice period clear
How we approach commercial cleaning
For our own office and commercial cleaning in Woking, we agree the tasks and timings with you first and clean around your working hours, on any day of the week. Where possible the same cleaner looks after your premises each visit, and we quote for each workplace once we know what it needs. We are fully insured, and our cleaners are DBS-checked.
If you are setting up cleaning for the first time, read what turnkey cleaning means for businesses, and our guide to keeping an office clean between professional cleans.
To talk through your premises, call 01483 773531 or send us a message.