Before starting a new commercial cleaning contract, turn the accepted proposal into a clear site plan. Confirm the work, access, supplies and responsibilities in writing, then brief the team and arrange an early review. A verbal expression of interest is not enough to send cleaners to a site.
Confirm the agreement and start date
Check that the authorised client contact has accepted the current proposal and that both sides have the same version. Resolve any open conditions before fixing the first service.
- Site address, included areas and excluded work.
- Tasks, frequencies and agreed cleaning windows.
- Price, GST treatment, invoicing details and payment terms.
- Consumables, periodic work and any separately agreed initial clean.
- Start date, site contacts and how changes will be approved.
Use your commercial cleaning quote as the baseline. Do not silently turn an optional item into an included task during the handover.
Arrange access and a site-specific briefing
Agree how authorised staff receive keys, cards or codes, where they are kept and who handles returns. Keep access information in a controlled system, not in a shared cleaning checklist or unsecured group message.
Confirm lock-up, alarm and lost-key procedures with the client. Ask who to contact for a lockout, a security issue or an urgent site problem, including outside normal office hours.
Arrange the required site induction and discuss hazards, restricted areas, emergency arrangements and work that must stop until it can be assessed safely. Do not assume instructions from another building apply here.
Prepare people, products and equipment
Give the cleaning team a practical task schedule organised by area and frequency. Include agreed priorities and any surface or product restrictions recorded during the site walkthrough.
Check equipment availability, product instructions, secure storage and appropriate protective equipment before the first shift. Confirm who orders consumables and how low stock is reported. If the opening clean needs extra work, agree that scope and its cost before proceeding.
Name the person supervising the start and a backup contact. Check that any replacement cleaner can receive the same site briefing rather than relying on an informal handover.
Check the first service against the plan
Allow for access checks and orientation when planning the first shift. Afterwards, compare completed work with the agreed schedule and record any access failures, unavailable areas or unexpected conditions.
If the site takes longer than estimated, investigate the cause. Do not quietly omit tasks or treat unapproved extra work as an automatic charge. Discuss any necessary change with the client.
Agree an early review and reporting routine
Set a review date that allows the client to assess the service while leaving time to fix start-up issues. Ask for specific feedback by area or task, assign actions and confirm when they will be checked.
Agree a normal channel for service requests and a separate urgent contact route. Keep a record of approved scope changes so the client, supervisor and cleaners all work from the same instructions.
