Insights
Written by the Nefeli's Dream team, based on our commercial cleaning experience in Belfast.
What an office cleaning plan should include
A written cleaning plan is the foundation of any well-managed office cleaning contract. It sets out what will be cleaned, how often, by whom and to what standard. A cleaning list only works when both the client and the cleaning company understand exactly what is included.
Areas to be covered
The plan should list every area of the premises that is included — open-plan offices, private offices, meeting rooms, reception, corridors, stairwells, washrooms, kitchens and any other spaces. Areas that are excluded should be stated explicitly. Ambiguity about what is in scope is one of the most common sources of problems in cleaning contracts.
Tasks for each area
For each area, the plan should set out the tasks to be carried out. In an office environment, this typically includes vacuuming or mopping floors, wiping surfaces, emptying bins, cleaning washrooms and servicing kitchen areas. Tasks that are not included — such as cleaning inside appliances, washing windows or moving furniture — should be stated.
Frequencies
Not every task needs to be carried out at every visit. The plan should set out how often each task is done — daily, weekly, fortnightly or monthly. High-traffic areas such as washrooms and reception may need daily attention; lower-traffic spaces may be covered less often. Frequencies should reflect the actual use of the premises.
Responsibilities
The plan should be clear about who is responsible for what. This includes which tasks are the cleaning company's responsibility and which remain with the client — for example, clearing desks before cleaning, managing access or reporting maintenance issues.
Exclusions
Stating what is not included is as important as stating what is. Common exclusions include external window cleaning, specialist equipment cleaning, deep cleaning of kitchen appliances and cleaning of areas under active construction. If a task is not in the plan, it should not be assumed to be covered.
Access arrangements
The plan should record how the cleaning team accesses the premises — key codes, fob access, security sign-in or supervised entry. It should also note any restrictions on when cleaning can take place and any areas that require special authorisation.
Consumables
The plan should state whether consumables — hand soap, paper towels, bin liners — are supplied by the cleaning company or the client. If the cleaning company supplies them, the plan should note which products are used and how replenishment is managed.
Periodic and one-off work
Routine cleaning maintains a premises; periodic work restores it. The plan should address how periodic tasks — deep cleaning, carpet cleaning, internal glazing — are handled. These may be included at defined intervals or quoted separately as required. Either approach is workable, but it should be agreed in writing.
Reviews and amendments
A cleaning plan should not be a static document. As the premises changes — new areas, different occupancy patterns, changes to access — the plan should be updated. The contract should include a process for requesting amendments and a review interval at which the plan is checked against current requirements.
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