A janitorial contract should attach a written scope, set a clear term and fair cancellation rights, define how and when price can change, require insurance and indemnification, govern building access and confidentiality, address staffing and screening, define quality standards and remedies, and plan for a clean transition at the end. This guide explains each clause in plain language so you know what to look for. It is general information, not legal advice. Have your attorney review any contract before you sign.
1. Scope of work
The contract should attach or incorporate a written scope listing tasks by area and frequency, plus exclusions. Without it, disputes about what is "included" are inevitable. Use our scope of work template.
Look for: a scope attachment, a defined process for changing it, and pricing tied to it.
2. Term and renewal
Contracts typically run month-to-month or for one to three years, often with automatic renewal.
Look for: a term that matches your plans, renewal notice dates you can track, and no automatic renewal for long periods without notice.
3. Cancellation
The most important clause in a cleaning contract. If service fails, you need a way out.
| Type | What it means |
|---|---|
| Termination for convenience | Either party can end the contract with notice, often 30 days |
| Termination for cause | Ending for failure to perform, usually after notice and a chance to cure |
| Cure period | Time the vendor has to fix problems after written notice |
Look for: reasonable notice for convenience terminations, clear cause provisions and a defined cure period. Be wary of contracts with no exit except at the end of a multi-year term.
4. Price and price changes
Look for:
- A fixed monthly price tied to the scope
- Defined triggers for change: scope changes, added space, a set annual review
- Advance notice before any increase
- How taxes are handled. In Minnesota, certain building cleaning and maintenance services are subject to sales tax, so Moorhead contracts should say how tax appears on invoices
- What is billed separately: consumables, extra visits, special requests
5. Insurance
The contract should require the vendor to carry general liability, workers' compensation and commercial auto, with stated minimum limits, and to provide certificates of insurance. The SBA describes these as common business coverages. Many buyers also require being named as an additional insured.
Look for: stated limits, additional insured wording where needed, and a requirement to provide updated certificates at renewal. See bonded vs insured.
6. Bonding
If the vendor claims to be bonded, the contract can reference the bond and its coverage. Bonds have their own claim conditions, so understand what proof of loss is required.
7. Indemnification
Indemnification allocates responsibility when someone is hurt or property is damaged. Typically the vendor indemnifies the client for losses caused by the vendor's negligence or misconduct, and sometimes the client does the same in return.
Look for: mutual, fault-based language, and alignment with the insurance the vendor actually carries. This is a clause for your attorney.
8. Access, security and confidentiality
Look for:
- Named personnel or notice before new staff receive access
- Credential logging, return and lost-key procedures
- Restricted areas
- Lock-up verification
- Confidentiality: staff will not read, copy or disclose documents or information. The FTC's guidance on protecting personal information recommends controlling physical access to sensitive records
- Return of all credentials at termination
See vendor key and access control.
9. Staffing and screening
Look for: background checks for all personnel with access, compliance with employment laws, the vendor's responsibility as employer, and your right to request removal of a specific person from your account.
10. Quality standards and remedies
Look for: a defined inspection process, deficiency response times, a re-clean remedy for missed work, and escalation to termination for repeated failures. A contract that says only "work will be performed in a professional manner" gives you little to enforce.
11. Safety and compliance
Look for: vendor responsibility for training its staff, hazard communication for its products, compliance with your site safety rules, and incident reporting.
12. Transition
Look for: cooperation at the end of the contract, return of keys and credentials, removal of vendor equipment and products, and final invoicing terms. See switching janitorial companies.
13. Subcontracting
Look for: whether the vendor may subcontract your work and, if so, whether it needs your approval and whether subcontractors meet the same insurance and screening requirements. If you are a prime contractor engaging a local partner, see janitorial subcontracting.
Contract red flags
- No written scope attached
- Multi-year term with no termination for convenience
- Automatic price increases without notice
- No insurance requirements or certificates
- No confidentiality or access provisions
- Liquidated damages or large early-termination fees
Frequently asked questions
How long should a janitorial contract be?
One year with renewal options is common, but terms vary. Whatever the length, make sure you can exit for cause after a cure period and, ideally, for convenience with reasonable notice.
What notice period is typical for cancelling a cleaning contract?
Thirty days is common for termination for convenience, but contracts vary. Read the clause carefully.
Should a cleaning contract include confidentiality terms?
Yes, especially for offices with client, patient or financial information.
Is this legal advice?
No. This guide is general information. Have an attorney review any contract before signing.
Sources
Published · Updated · Northmark Facility Services.