How to write a cleaning specification for your premises

Why a Written Specification is Essential

Your site's colour coding system should be detailed in the specification, indicating which areas are cleaned by whom and when. For example, if your gym has different changing rooms for men and women, specify that male and female toilets are cleaned separately each morning.

• Detail specific tasks like toilet cleaning and floor sweeping
• Incorporate your site's colour coding system for clarity on areas
• Match the cleaning schedule with your business hours

Detailing Cleaning Tasks Room by Room

Detail each room's cleaning tasks in your specification. For example, list daily dusting of all surfaces and weekly deep clean of windows for the office area. Ensure specific examples are included to avoid ambiguity.

Include a weekly task such as vacuuming carpets and mopping hard floors in the gym or shop floor. Specify that this should be done after closing hours to minimise disruption.

List periodic tasks, such as carpet deep cleans, separately from the daily and weekly routine, and plan them for quiet times so they do not clash with your busiest hours.

• Dust all surfaces daily
• Mop floors weekly after closing
• Schedule periodic deep cleans separately

Defining Clean Standards

Specify what 'clean' looks like for each area. For example, in your shop, toilets should be spotless, mirrors free of streaks, and floors without any litter or water marks.

Use clear, checkable criteria so that everyone judges the work the same way, and state how often each task is done.

• Describe cleanliness standards in detail for each area.
• Set out specific frequencies for tasks like cleaning windows or emptying bins.
• Train all cleaners on the correct use of your site’s cleaning products and equipment.

Access, Keys, and Security

Provide access to your premises at times that suit both you and the cleaners. For example, if your shop opens early on weekdays, ensure they can enter before opening hours for a thorough clean.

Discuss security measures with the agency to ensure everyone is aware of the protocols. This includes how keys are managed and who has access during different shifts.

Make sure all staff have clear instructions on what areas they can access and when.

• Ensure keys are securely managed and handed over at agreed times.
• Review and agree security protocols with the agency before starting work.
• Define accessible areas in your site's procedure manual for each shift.

Supplied Materials and Equipment

Decide who will supply cleaning materials and equipment. For example, if you opt for a comprehensive service, ensure all necessary supplies are included.

Ensure that all required items are available at each shift. This includes disinfectants, cloths, mops, and any other cleaning tools needed for the day’s tasks. Your staff should not have to wait for supplies to complete their work.

They can advise on what is typically included in their contracts and ensure that your premises are adequately supplied.

• Decide whether you will supply cleaning materials or include them in the contract.
• Ensure all necessary items are available at each shift to avoid delays.

Reviewing the Specification After One Month

After one month, you should review your cleaning specification to ensure it meets your needs and assess the performance of your agency staff. This helps identify any areas that need improvement or adjustment.

For example, if the gym floor is still marked by stains despite regular mopping, you can request more frequent cleaning times or specific products.

• Review the cleaning specification after one month.
• Adjust the schedule based on feedback from your premises users.

Questions

Why should I write a cleaning specification for my premises?

A written specification avoids disputes by clearly defining what you expect from your staff. It ensures both parties understand their roles and responsibilities.

What areas of the premises should be included in the specification?

List all rooms and areas, specifying daily, weekly, and periodic tasks for each. This includes toilets, kitchens, offices, and any other relevant spaces.

How do I define 'clean' for different areas?

Describe what clean looks like for each area. For example, toilets should be spotless with no visible dirt or stains; floors should be swept and mopped without marks.

What should the specification cover regarding access and security?

Specify who has keys to which areas and how access is controlled. Ensure staff are aware of any specific security protocols they must follow.

Related guides

• How to brief a temporary cleaner on their first shift
• Building an office cleaning schedule for a hybrid office
• What to have ready to get a fast quote for temporary staff