Crafting the Perfect Cleaning Service Agreement: A Quick Guide

Introduction

This Cleaning Service Agreement (“Agreement”) is entered into between [Client’s Name], residing at [Client’s Address] (“Client”), and [Cleaning Service Provider’s Name], a [State] corporation with its principal place of business located at [Provider’s Address] (“Service Provider”). This Agreement sets forth the terms and conditions under which the Service Provider shall provide cleaning services to the Client. The purpose of this Agreement is to define the scope of services, payment terms, and other obligations and understandings between the parties. By entering into this Agreement, both parties agree to abide by the terms set forth herein. Effective Date: [Insert Effective Date]

Parties Involved

Client: Full Name: ________________________________ Address: ________________________________ Email Address: ________________________________ Phone Number: ________________________________ Service Provider: Company Name: ________________________________ Business Type: ________________________________ (Sole Proprietor, Corporation, etc.) Address: ________________________________ Contact Person: ________________________________ Email Address: ________________________________ Phone Number: ________________________________ By entering this Agreement, the Client wishes to engage the services of the Service Provider, and the Service Provider agrees to provide such services, all in accordance with the terms and conditions set forth in this Agreement.

Type of Property

Property Description: Type: ________________________ (e.g., Residential, Commercial, Vacation Rental, etc.) Address: ________________________ Number of Floors: ________________________ Square Footage: ________________________ Specific Areas to be Cleaned: Living Areas Bedrooms Kitchen Bathrooms Outdoor Spaces Others (please specify): ________________________ Special Instructions/Considerations: By specifying the type of property and the areas to be cleaned, this section aims to set clear expectations for both the Client and the Service Provider. This helps in avoiding any future misunderstandings or disputes. __________________________________________________________________________________ Note: The Client and Service Provider should complete this section together, ensuring that all information is accurate and agreed upon.

Rates for Services

Standard Cleaning Rate: Hourly Rate: $__________ per hour OR Flat Rate: $__________ per cleaning session Deep Cleaning Rate: Hourly Rate: $__________ per hour OR Flat Rate: $__________ per cleaning session Additional Services: Carpet Cleaning: $__________ Window Cleaning: $__________ Laundry Services: $__________ Others: ________________________ ($__________) Frequency of Cleaning: Daily Weekly Bi-weekly Monthly Custom (please specify): ________________________ Payment Method: Cash Check Credit/Debit Card Bank Transfer Other (please specify): ________________________ Payment Terms: Due on receipt OR Net 30 days from the date of service OR Custom Terms: ________________________ Late Payment Penalties: A late fee of $__________ will be applied if payment is not received by the due date. This section outlines the agreed-upon rates for the cleaning services provided. The Client and Service Provider should fill out and agree on the terms to ensure mutual understanding.

Who Provides Supplies and Equipment?

Cleaning Supplies: Service Provider will supply all necessary cleaning products. Client will supply all necessary cleaning products. Equipment: Service Provider will provide all necessary cleaning equipment (vacuum, mop, etc.) Client will provide all necessary cleaning equipment. Special Supplies: If any special cleaning supplies or equipment are required, list them here: Replenishment: In case the Client is providing supplies, the Service Provider is [ ] / is not [ ] authorized to purchase any depleted items on behalf of the Client. Additional charges may apply. Quality of Supplies: If the Client has any preferences or specifications regarding the quality or brand of cleaning supplies, please specify:

Use of Chemicals

Chemical Use Approval: Service Provider is authorized to use standard cleaning chemicals. Service Provider must obtain Client approval for any non-standard, specialized, or harsh chemicals. Allergies or Sensitivities: Does anyone in the household have allergies or sensitivities to specific chemicals or fragrances? Yes [ ] No [ ] If Yes, specify: ________________________ Environmental Concerns: Service Provider is requested to use eco-friendly cleaning supplies. No preference on the eco-friendliness of cleaning supplies. Storage of Chemicals: Service Provider will store all chemicals securely when not in use. Client will provide a designated storage area for cleaning chemicals. Chemical Disposal: Service Provider agrees to dispose of any used or excess chemicals in a manner compliant with local, state, and federal regulations. Emergency Procedures: In case of accidental spillage or harmful exposure to chemicals, the Service Provider is required to follow these emergency procedures:

Employee Vetting

Background Checks: Service Provider certifies that all employees assigned to the Client’s property have undergone thorough background checks and are eligible for employment in accordance with applicable laws. Training: Service Provider confirms that all employees have completed a standard training program that includes safety protocols and procedures specific to the cleaning industry. Confidentiality: All employees are bound by a confidentiality agreement to protect the Client’s personal information and the integrity of their property. Identification: Employees of the Service Provider will be clearly identifiable through company-issued uniforms and badges at all times while on the Client’s property. Subcontractors: Service Provider is permitted to use subcontractors after notifying the Client. Service Provider is not permitted to use subcontractors unless explicitly agreed upon in writing by the Client. Drug and Alcohol Policy: Service Provider confirms that it maintains a drug-free workplace and that employees are prohibited from consuming alcohol or using illegal substances while on duty. Complaints and Disciplinary Actions: If the Client has a complaint concerning any employee, it should be reported to the Service Provider immediately. The Service Provider agrees to take appropriate action, which may include retraining, reassignment, or termination of the employee. By agreeing to these terms, both parties ensure that the staff entering the Client’s property are vetted, competent, and respectful of the Client’s privacy and property.

Inspection Methods

Initial Walk-Through: Prior to the commencement of the cleaning services, an initial walk-through of the property will be conducted by representatives of both the Client and the Service Provider. This will establish the scope of work and any specific areas requiring attention. Quality Checks: Service Provider shall conduct regular quality checks to ensure the cleaning services meet or exceed the standards set forth in this agreement. Client Feedback: Client may utilize a feedback form or direct communication with the Service Provider to report any issues or concerns with the cleaning services provided. Scheduled Inspections: Service Provider agrees to scheduled inspections by the Client or their representative, provided reasonable notice is given. The purpose of these inspections will be to assess the quality and thoroughness of the cleaning services. Surprise Inspections: Client reserves the right to conduct surprise inspections without prior notice to ensure standards are maintained. Client agrees to provide prior notice for all inspections. (Choose one) Remedial Action: In the event that the cleaning services are found to be unsatisfactory during an inspection, the Service Provider agrees to take remedial actions at no additional cost to the Client. Photo Documentation: Where applicable, Service Provider may take before and after photos for their records and for quality assurance purposes, provided it has obtained written consent from the Client. By agreeing to these inspection methods, both parties establish a transparent and accountable framework for ensuring the quality of cleaning services rendered.

Coverage Types and Damage Reporting

General Coverage: Service Provider is responsible for performing cleaning services in accordance with the scope of work outlined in this agreement. Any damages occurring due to the negligence or fault of the Service Provider will be covered by the Service Provider’s insurance policy. Damage Reporting: Client is responsible for reporting any damages incurred during the cleaning service within 48 hours of service completion. Reports should be made in writing and sent to the designated representative of the Service Provider. Damage Responsibility: If the Client reports damage that is verified to be the fault of the Service Provider, the Service Provider will assume financial responsibility for repairs or replacements. If damages are incurred due to Client’s negligence, misuse of provided supplies, or not adhering to the guidelines set forth in this agreement, the Client will bear the financial responsibility for repairs or replacements. Exclusions: The Service Provider is not responsible for pre-existing damages, normal wear and tear, or damages resulting from situations beyond their control such as, but not limited to, flooding, fires, or other natural disasters. Additional Coverage: Service Provider offers additional coverage options at an extra cost to cover specific items or areas. No additional coverage options are available. (Choose one) Third-Party Insurance: It is advised for the Client to maintain an insurance policy that covers any potential damages not covered by the Service Provider’s insurance. This is especially important if the property contains high-value items. By understanding and agreeing to these coverage types and responsibilities, both parties are making a commitment to adhere to the established terms to ensure a fair and transparent arrangement for cleaning services.

Notice Period, Cancellation, and Confidentiality

Notice Period: Both the Service Provider and the Client are required to provide written notice at least [___] days before the termination of this cleaning services agreement. Fees for Cancellation: If the Client cancels a scheduled cleaning service with less than [] hours’ notice, a cancellation fee of []% of the total service cost will be charged. If the Service Provider cancels a scheduled cleaning service with less than [] hours’ notice, they will provide the next service at a []% discount or as otherwise agreed upon. Confidentiality: Both parties agree to maintain the confidentiality of all information obtained during the execution of this agreement. Neither party will disclose any confidential information to third parties without the written consent of the other party. Any breach of confidentiality can result in termination of this agreement and/or legal action. Non-Disclosure: Any proprietary cleaning methods, client lists, or other sensitive business information shared by either party remains confidential and should not be disclosed to any external parties. Exceptions: Exceptions to the notice and cancellation policy can only be made under extreme circumstances and must be mutually agreed upon in writing by both parties. By adhering to these terms for notice periods, cancellation fees, and confidentiality, both parties are committing to a respectful and transparent business relationship.

Use of Client Information, NDA Clauses, and Legal Compliance

NDA Clauses (Non-Disclosure Agreement): Both the Service Provider and the Client agree that all information, whether oral or written, that is shared throughout the course of the cleaning services agreement is to be considered confidential. Such confidential information includes, but is not limited to, operational processes, client lists, pricing, and service methods. Legal Compliance: Both parties are obligated to adhere to all local, state, and federal laws pertaining to the collection, storage, and usage of personal and business information. Violations of such laws and regulations can result in immediate termination of this agreement and may be subject to legal actions. Restrictions on Use: Neither the Service Provider nor the Client shall utilize the other’s confidential information for any purpose other than those explicitly outlined in this agreement, unless otherwise permitted in writing. Client Information: The Service Provider shall not share, sell, or disclose any specific client information, including names, addresses, and contact information, with any third parties not directly involved in the execution of the cleaning services provided. Data Protection: Both parties must implement appropriate security measures to protect confidential information against unauthorized access, disclosure, alteration, and destruction. Exceptions: Any information that is publicly available, already known by the other party, or received from a third party who has the right to disclose it, is not considered confidential for the purposes of this agreement. By adhering to these terms concerning the use of client information, NDA clauses, and legal compliance, both parties are committing to a secure and lawful working relationship.

Adherence to Local, State, and Federal Laws & Dispute Resolution

Compliance with Laws: Both the Service Provider and the Client shall operate under the scope of this agreement in full compliance with all applicable local, state, and federal laws, regulations, and ordinances. Licenses and Permits: The Service Provider confirms that it holds all the necessary licenses and permits to carry out the cleaning services as described in this agreement. Failure to maintain such licenses and permits may result in the immediate termination of this agreement. Updates and Changes: Both parties are responsible for staying updated with changes in relevant laws, regulations, and ordinances that might affect the terms or execution of this agreement. Dispute Resolution: In the event of a dispute arising out of or relating to this agreement, both parties agree to attempt to resolve the matter amicably through direct communication. If an amicable resolution cannot be reached, the parties agree to enter into mediation before taking any further legal action. Should mediation fail to resolve the dispute, either party has the right to initiate legal proceedings. Such proceedings shall be governed by the laws of the jurisdiction in which the property receiving the cleaning services is located. By agreeing to these terms, both parties are committing to act lawfully and ethically throughout the duration of this cleaning services agreement, including adhering to all local, state, and federal laws, and engaging in good faith dispute resolution processes as necessary. Arbitration Clauses, Governing Law & Miscellaneous Arbitration: Any unresolved dispute arising from or relating to this agreement shall be settled by arbitration in accordance with the rules and regulations of the American Arbitration Association (or a similar body agreed upon by both parties). Arbitration Process: The arbitration will be conducted in the jurisdiction where the property receiving the cleaning services is located, unless both parties mutually agree to another location. Arbitration Costs: Unless otherwise decided by the arbitrator, the costs of arbitration shall be shared equally between the Service Provider and the Client. Governing Law: This agreement, as well as any disputes or claims arising out of or in connection with it, will be governed by the laws of the State in which the property is located. Miscellaneous: Any amendments or modifications to this agreement must be in writing and signed by both parties. This agreement constitutes the complete understanding between the parties and supersedes all prior oral agreements. In the event that one or more clauses in this agreement are found to be unenforceable, the remaining clauses will continue to be valid. By agreeing to these terms, both the Service Provider and the Client acknowledge that they understand and accept the arbitration procedures, governing laws, and miscellaneous terms stated herein.

Amendments, Entire Agreement & Signatures

Amendments: Any amendments or modifications to this agreement must be in writing and signed by both the Service Provider and the Client. No oral modifications will be considered part of this agreement unless both parties confirm the changes in writing. Entire Agreement: This agreement, including all its appendices and attachments, constitutes the entire agreement between the Service Provider and the Client, superseding any prior verbal or written agreements, proposals, or understandings between the parties. Signatures: By signing below, both parties acknowledge that they have read, understood, and agreed to all terms and conditions set forth in this Cleaning Service Agreement. [Client Signature] ____________________________________ [Client Name (printed)] ________________________________ [Date] _______________________________________________ [Service Provider Signature] ___________________________ [Service Provider Name (printed)] ______________________ [Date] _______________________________________________ Note: The signatures of both parties will serve as acceptance of all terms and conditions, amendments, and entire agreement clauses within this Cleaning Service Agreement. Both parties should retain a copy of the signed agreement for their records.