Key takeaways
- Without a specification you cannot compare quotes or challenge performance.
- It must state areas, tasks, frequencies, hours and exclusions.
- Exclusions matter as much as inclusions — write down what isn't covered.
- Review it every six to twelve months as the building changes.
A cleaning specification is the single document that determines whether a contract works. It converts "keep the office clean" — which means something different to everyone — into something specific enough to price, deliver and check.
If you take one thing from this guide: never buy cleaning without one, and make sure you own a copy.
What it must contain
- Site detailsAddress, floor areas, number of washrooms, kitchens, desks, floor types, access hours and security arrangements.
- Area-by-area task listEvery area with the tasks to be performed in it. Not "clean the office" but "empty bins, wipe clear desk surfaces, vacuum traffic routes".
- FrequenciesAgainst every task: daily, alternate days, weekly, monthly, quarterly, annually.
- Operative hoursHow many hours per visit and per week. This is the number that determines the price.
- Periodic works scheduleCarpet cleaning, floor maintenance, window cleaning, deep cleans, with dates or a cycle.
- ConsumablesWhat's supplied, by whom, and whether it's managed or ordered.
- ExclusionsWhat is explicitly not included. This prevents the most common disputes.
- Supervision and reportingWho inspects, how often, what record is kept and how you raise issues.
- Cover arrangementsWhat happens during holidays and sickness, and whether cover is charged.
- Review pointsWhen the specification will be revisited and by whom.
Why hours are the critical line
Two providers can quote the same task list at wildly different prices simply by assuming different hours. One prices 10 hours a week, the other 6, and the second looks 40% cheaper for what appears to be the same service. It isn't — those four missing hours come out of your building somewhere.
"How many operative hours per week is this priced on?" A provider who won't answer in writing is telling you the price only works if corners get cut later.
Write the exclusions down
Almost every cleaning dispute traces to something one side assumed was included. Common items worth deciding explicitly:
- Washing up and emptying the dishwasher
- Moving papers and personal items on desks
- Cleaning inside fridges and microwaves
- Cleaning IT equipment and screens
- External areas, car parks and bin stores
- Clinical or bodily fluid spillages
- Watering plants and stocking milk
- Emptying confidential waste bins
None of these are unreasonable to include. They just need pricing, so decide and record it.
How to write one for your building
- Walk the site and list every areaInclude the ones people forget: stairwells, cleaning cupboards, plant rooms, bin stores, lifts.
- List tasks per areaStart from a standard checklist and cut what doesn't apply.
- Assign frequencies honestlyBe realistic about where standards actually matter to your business.
- Ask providers to price it and state hoursSame document to everyone. Now the quotes are comparable.
- Agree exclusions before signingNot after the first complaint.
- Put a review date in the diarySix or twelve months, whichever fits your contract.
Using it after the contract starts
The specification isn't a procurement document you file. It's the reference for every conversation afterwards. When something slips, you're not saying "the office feels dirty" — you're saying "kitchen floors are specified daily and were missed on Tuesday and Thursday". That's a conversation that gets resolved.
We write the specification with you at the site visit and give you a copy regardless of whether you appoint us. You can hand it to any provider and get a genuine like-for-like comparison. We'd rather compete on service than on hidden hours.
Frequently asked questions
Should we write it or should the provider?
Either, as long as you hold a copy and agree it before signing. Providers usually draft it after a site visit, which is fine — read it properly before you accept it.
How detailed is too detailed?
If it's so granular that nobody reads it, it isn't working. Aim for one page per area with clear frequencies.
How often should it be reviewed?
At least annually, or whenever occupancy, layout or opening hours change significantly.
Can we use our existing specification with a new provider?
Yes, and you should — it's the fastest way to get comparable quotes. Just check it still matches how the building is used today.
More reading
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