Can this agreement be signed electronically?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and in states that have adopted UETA. New York uses ESRA; ensure your e-sign method complies with the applicable state law.

Is notarization required?

Generally no for standard service agreements. Notarization is rarely necessary unless local law or a specific transaction requires it. Use a notary or RON only when the agreement will be recorded or specifically requests notarized acknowledgement.

What level of signer authentication is recommended?

For routine commercial cleaning agreements, email link or SMS code is typical. For high-value contracts or where access to secure facilities is granted, use stronger multi-factor authentication or identity verification.

How should insurance be verified?

Require a current certificate of insurance listing required coverages and limits; verify carrier name and policy dates before the first service visit.

How long must I keep the executed agreement?

Retain for at least the contract term plus three years; follow IRS guidance for tax records (IRC §6501) and HIPAA retention if PHI is involved (45 CFR §164.530(j)).

What if the signer’s name doesn’t match records?

A name mismatch can raise enforceability issues. Confirm the signer’s authority and, if necessary, obtain a corporate resolution or power of attorney showing signing authority.

Electronic Signature
Templates
Miscellaneous
Clean Services Agreement

Clean Services Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

CLEAN SERVICES AGREEMENT

This Clean Services Agreement ("Agreement") is entered into as of by and between Service Provider: with principal place of business at , and Client Name: with address at .

RECITALS

WHEREAS, Service Provider is engaged in the business of providing professional cleaning and janitorial services and represents that it has the qualifications, personnel, equipment and licenses necessary to perform the services described in this Agreement; and

WHEREAS, Client desires to retain Service Provider to perform cleaning services at the premises located at on the terms and conditions set forth in this Agreement.

NOW, THEREFORE, in consideration of the mutual covenants and promises contained herein, the parties agree as follows:

SCOPE OF WORK

Service Provider shall perform cleaning services at the Service Location. Specific tasks, frequencies and performance standards are described below and in any attachments incorporated by reference. Service Provider shall furnish labor, supervision and equipment necessary to perform the services unless otherwise specified.

Detailed Scope of Work Service Frequency Service Hours / Access Requirements

PAYMENT TERMS

Client shall pay Service Provider for the performance of services as follows. All amounts are stated in U.S. dollars unless otherwise agreed in writing.

Contracted Amount (per billing period or lump sum) Billing Schedule Deposit or Upfront Payment (if any)

Payment is due within days of receipt of invoice. Late payments shall incur a late fee of on any unpaid balance, together with collection costs and reasonable attorneys' fees incurred to collect overdue amounts.

Additional Reimbursable Expenses

TERM AND TERMINATION

The term of this Agreement shall commence on and shall continue until unless earlier terminated in accordance with this Agreement.

Either party may terminate this Agreement for convenience upon days' written notice to the other party. Either party may terminate immediately for material breach by the other party if the breaching party fails to cure such breach within days after receiving written notice of such breach.

CONFIDENTIALITY

Each party acknowledges that it may receive confidential information of the other party. Each party agrees to hold such information in strict confidence, not to disclose it to third parties except as required by law, and to use the confidential information only for the performance or enforcement of this Agreement. Confidential information does not include information that is or becomes publicly available without breach of this Agreement or is rightfully received from a third party without restriction.

INSURANCE, INDEMNIFICATION & LIABILITY

Service Provider shall maintain commercial general liability insurance and workers' compensation insurance as required by law. Service Provider shall defend, indemnify and hold harmless Client from and against claims, liabilities, damages and expenses arising out of Service Provider's negligence or willful misconduct in performing the services. Except for liability arising from gross negligence or willful misconduct, each party's aggregate liability under this Agreement shall be limited to the total amounts paid by Client to Service Provider under this Agreement during the twelve (12) months preceding the claim.

INDEPENDENT CONTRACTOR

Service Provider is an independent contractor. Nothing in this Agreement creates an employer-employee relationship, joint venture or partnership between the parties. Service Provider shall be responsible for withholding and paying all applicable payroll and other taxes for its employees.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its choice-of-law principles.

ENTIRE AGREEMENT

This Agreement, including any attachments and schedules executed by the parties, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous agreements and understandings, whether written or oral. Any amendment or modification must be in writing and signed by both parties.

MISCELLANEOUS

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. Notices required by this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as a party may designate in writing.

Primary Contact for Service Provider Primary Contact for Client

Service Provider:

By:

Date:

Client:

By:

Date:

What a Clean Services Agreement Covers

A Clean Services Agreement is a written contract that defines the scope, schedule, payment, insurance, and responsibilities for janitorial, commercial cleaning, or residential cleaning services. It allocates risk between the property owner or manager and the cleaning contractor, sets performance standards and inspection rights, and records pricing, invoicing terms, and termination triggers. Properly drafted agreements reduce disputes about missed tasks, property damage, or invoicing errors and create an enforceable record of the parties' expectations under state contract law and general commercial practice.

Why a Clear Agreement Matters

A written Clean Services Agreement documents obligations, limits liability, and clarifies payment and termination mechanics so both parties can measure performance and enforce remedies if needed.

Who Commonly Uses This Agreement

The agreement benefits both service providers and recipients by creating a clear, enforceable basis for performance, billing, and dispute resolution.

Property managers and landlords who outsource recurring cleaning to control standards and invoicing.
Cleaning contractors and franchise owners who need consistent terms across client accounts.
Commercial tenants and facilities teams arranging periodic or one-time deep-clean services.

Core Clauses to Include

A professional Clean Services Agreement organizes obligations, timelines, payment, and protections so the parties can apply and enforce the contract consistently.

Scope of Work

Describe specific tasks, frequency, rooms/areas, materials supplied, and acceptable cleaning standards so there is no ambiguity about what the contractor will perform.

Schedule

Specify start date, recurring days/times, expected duration per visit, and procedures for rescheduling or emergency cleanings to manage expectations.

Compensation

Detail fixed fees or hourly rates, invoicing cadence, payment terms (net days), late fees, and any add-on charges for extra services or supplies.

Insurance & Liability

Require proof of general liability and workers' compensation insurance, specify minimum coverage limits, and allocate responsibility for property damage or theft.

Termination

State termination for convenience and for cause, notice periods, final accounting, and obligations that survive termination such as confidentiality.

Performance & Inspection

Include acceptance criteria, remedy timelines for missed work, repair obligations, and any service credits or deductions for unsatisfactory performance.

Step-by-Step: Completing the Agreement

Follow a logical sequence to ensure every essential clause and signature is completed before service begins.

01

Gather Parties: Confirm legal names and contact details for all contracting entities.
02

Define Scope: Write a clear task list and schedule that both parties approve.
03

Set Payment: Agree on fees, invoicing cadence, and late payment remedies.
04

Sign & Store: Have authorized signers date the document and retain an executed copy.

Configuring an Online Completion Workflow

Set up fields, signer order, and authentication to match the parties and the document’s legal needs.

Field	Configuration
Signer Order	Sequential or parallel by role
Authentication	Email link, SMS code, or higher assurance
Attachments	Allow certificates, proof of insurance, warranties
Audit Trail	Capture IP, timestamp, and action log

Where to Send and How Signatures Are Collected

Decide delivery and signing methods to match the contracting parties and regulatory requirements.

Email Delivery: Send signing links to each party’s email address for remote execution.
In-Person Signing: Use a device or tablet to capture signatures during site meetings.
Bulk Invitations: Send the same template to multiple clients or locations when standardized terms apply.
Attachment Upload: Collect insurance certificates and employee lists alongside the signed agreement.

Digital Signing and eSubmission Considerations

Preserve the audit trail and signed PDF; consider stronger authentication if the agreement governs high-value work or sensitive access.

Authentication Level: Email or SMS codes for routine agreements
Document Formats: PDF or DOCX for complete audit trails
Integrations: CRM or cloud storage connectors

Key Dates and Timing to Track

Document important dates to avoid service gaps, billing disputes, or missed termination windows.

Effective Date:

The date obligations begin; use MM/DD/YYYY.

Service Start:

When first cleaning visit occurs after execution.

Invoicing Cycle:

Monthly, biweekly, or per-visit invoicing dates.

Termination Notice:

Notice period for convenience termination, e.g., 30 days.

Insurance Renewal:

Track expiration dates for contractor coverage.

Common Preparation Mistakes to Avoid

Vague scope language that omits specific tasks and frequencies, which leads to performance disputes and unpaid claims.
Failing to require proof of insurance or outdated certificates, exposing the client to liability for on-site injuries or damage.
Not documenting access instructions, keys, or alarm codes, which causes missed visits and security incidents.
Using unsigned or initialed drafts in place of fully executed agreements, risking enforceability and payment recovery.

Risks and Legal Consequences of Errors

Contract Ambiguity: May void remedies

Missing Insurance: Shifts liability to property owner

Incorrect Signer: Agreement may be unenforceable

Late Termination: Leads to continued fees

Unauthorized Access: Breaches security obligations

Improper Records: Complicates dispute resolution

Essential Data to Capture and Protect

Client Name: Full legal name

Contractor Name: Business or DBA name

Service Address: Full site address

Fee Terms: Rate and invoicing cadence

Insurance Details: Policy types and limits

Authorized Signer: Name and title

Typical Signers and Their Roles

Property Manager — Operations Director

The property manager signs on behalf of the owner or facility and is responsible for approving scope, confirming access protocols, and enforcing service levels. They should ensure insurance verification and maintain a signed copy for facilities records.

Cleaning Contractor — Authorized Officer

An owner, manager, or officer of the cleaning company signs to bind the service provider. The signer confirms staff qualifications, insurance coverage, and acceptance of payment and termination terms.

Practical Examples of Use

These condensed scenarios show how the agreement is applied in common commercial and residential contexts.

Small Office Agreement

A tenant contracts nightly janitorial service for a 2,000 sq ft office with weekly deep-cleaning

scope lists exact tasks and supplies
The executed agreement reduces billing disputes and documents access permissions for night cleaning staff.

Residential Move-Out Clean

A landlord hires a contractor for turn-over cleans with a one-time fee and checklist

contractor provides insurance and bond details
The checklist and signed agreement support security deposit accounting and reduce tenant claims.

eSignature Vendor Comparison for Executing the Agreement

Vendor pricing and feature availability vary; the table below compares common criteria relevant when choosing an eSignature provider for Clean Services Agreements.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Key Processing Milestones

Track milestones from drafting through execution and post-execution follow-up to ensure timely service commencement and compliance.

01

Draft Complete

Finalize scope, fees, and insurance requirements

02

Send for Signing

Distribute to authorized signers with required attachments

03

Execution Confirmed

Collect signed PDFs and audit trail

04

Kickoff Visit

First scheduled cleaning and inspection

Frequently Asked Questions

Answers to common questions about completing, signing, and storing a Clean Services Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and in states that have adopted UETA. New York uses ESRA; ensure your e-sign method complies with the applicable state law.
Is notarization required?
Generally no for standard service agreements. Notarization is rarely necessary unless local law or a specific transaction requires it. Use a notary or RON only when the agreement will be recorded or specifically requests notarized acknowledgement.
What level of signer authentication is recommended?
For routine commercial cleaning agreements, email link or SMS code is typical. For high-value contracts or where access to secure facilities is granted, use stronger multi-factor authentication or identity verification.
How should insurance be verified?
Require a current certificate of insurance listing required coverages and limits; verify carrier name and policy dates before the first service visit.
How long must I keep the executed agreement?
Retain for at least the contract term plus three years; follow IRS guidance for tax records (IRC §6501) and HIPAA retention if PHI is involved (45 CFR §164.530(j)).
What if the signer’s name doesn’t match records?
A name mismatch can raise enforceability issues. Confirm the signer’s authority and, if necessary, obtain a corporate resolution or power of attorney showing signing authority.

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