Key takeaways
- A cleaning contract without a written task list is impossible to hold anyone to.
- Split tasks into daily, weekly, monthly and annual so nothing quietly disappears.
- Washrooms and kitchens generate almost all complaints. Protect those frequencies first.
- Periodic work — floors, glass, high level — needs scheduling in advance or it never happens.
Most cleaning disputes come down to the same thing: nobody wrote down what was supposed to be done. The client assumes skirting boards are included; the provider priced for vacuuming and bins. Six months later there's an awkward conversation and no way to settle it.
Below is the checklist we work from when writing client specifications. Take it, cut what doesn't apply to your building, and use it as the basis of your contract.
Daily tasks
Washrooms
- Clean and sanitise all WCs and urinals
- Clean and polish basins, taps and splashbacks
- Clean mirrors and glass
- Replenish paper, soap and sanitiser
- Empty and reline all bins
- Check and service sanitary units
- Mop floors with disinfectant
- Wipe touchpoints: handles, locks, dispensers
Kitchens and breakout
- Wipe worktops, splashbacks and tables
- Clean sink and taps
- Wipe exterior of fridge, microwave and appliances
- Empty food waste and recycling
- Sweep and mop floors
- Restock hand towels and washing-up items
Offices and circulation
- Empty all waste and recycling bins
- Wipe clear desk surfaces
- Sanitise shared touchpoints and door handles
- Vacuum main traffic routes
- Spot-clean marks on glass and doors
- Check reception is presentable
"Wipe desks" only works if desks are clear. If your team leaves paperwork out, agree in the specification that cleaners work around personal items rather than moving them — it prevents the two most common complaints at once.
Weekly tasks
- Vacuum all carpeted areas including under desks
- Mop all hard floors fully
- Dust desks, shelves, sills and ledges
- Clean internal glass and partitions
- Descale taps and around toilet bases
- Clean inside the microwave
- Wipe skirting boards in main areas
- Clean lift interiors and door tracks
Monthly and quarterly
- High-level dusting: tops of cupboards, frames, vents
- Clean light fittings and switches
- Deep clean fridge interiors
- Machine-scrub or buff hard floors
- Clean radiators and behind furniture
- Wash internal window frames and sills
- Clean bin stores
- Descale kettles and water dispensers
Twice-yearly and annual
- Carpet extraction cleanHot water extraction lifts ingrained soil that vacuuming can't. Twice a year in busy offices, annually in quieter ones.
- Hard floor strip and sealRemove old finish and re-seal to protect the floor and restore appearance.
- Full deep cleanKitchens, washrooms, high level and everything routine cleaning doesn't reach.
- External window cleanAt minimum annually; monthly or quarterly for customer-facing frontages.
- Upholstery cleanReception seating and soft furnishings.
How to use this as a specification
Turn the checklist into a table with three columns: task, area, frequency. Get your provider to sign it. Then two things become possible that weren't before — you can compare quotes properly, because everyone is pricing the same list, and you can audit performance objectively instead of arguing about impressions.
Review it every six months. Buildings change: a new kitchen, more desks, a busier reception. A specification written for last year's occupancy quietly stops matching reality.
Every AMA contract starts with a written specification like this, adapted to your building. Our supervisors inspect against it, and we review it with you regularly so it keeps matching how the site is actually used.
Frequently asked questions
How often should office washrooms be cleaned?
Daily as a minimum. Washrooms used by more than about 30 people, or open to the public, usually need a midday check as well.
Do cleaners wash up or empty the dishwasher?
Only if it's in the specification. Many contracts exclude it deliberately because it can absorb a lot of time. Decide, then write it down.
Should we supply the equipment and products?
Normally the provider brings their own equipment and chemicals, and can supply consumables under the same contract.
How do we check the work is actually being done?
Ask for signed check sheets or a supervisor inspection report against the specification, and do an occasional spot check yourself on a Monday morning.
More reading
Other guides from AMA
Free quote
Want this turned into a specification for your building?
We'll walk the site, agree the tasks and frequencies with you and quote a fixed monthly price against it.