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Cleaning Services Agreement

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Cleaning or Janitorial Services Agreement

Agreement made this the day of ,

between corporation, having its principal place of business at , hereinafter referred to as Owner, and

corporation, having its principal place of business at , hereinafter referred to as Contractor.

Whereas, Contractor owns and operates a residential, commercial and institutional cleaning service; and

Whereas, Owner desires contractor to supply cleaning and janitorial services to its property located at ; and

Whereas, in this agreement, Owner’s property is referred to as the areas to be serviced;

Now, therefore, for and in consideration of the mutual covenants contained in this Agreement, the parties agree as follows:

1. Services

Beginning on the day of Contractor will provide and perform for Owner in the buildings and areas to be serviced, the services described in the schedule attached to this agreement, marked Exhibit A.

2. Employees, Taxes, and Insurance

All personnel furnished by Contractor will be employees of Contractor. Contractor will pay all salaries and expenses of these employees, as well as all federal and state tax withholding amounts, social security, federal and state unemployment taxes, and any similar payroll taxes relating to these employees.

Contractor will carry workers' compensation insurance for its employees as specified in Paragraph 4 of this agreement. Contractor will be considered, for all purposes, an independent contractor, and will not, directly or indirectly, act as an agent, servant or employee of owner, or make any commitments or incur any liabilities on behalf of Owner without Owner’s express written consent.

3. Safeguards

Contractor will provide for all proper safeguards, and shall assume all risk incurred, in performing its services under this agreement.

4. Insurance

Contractor will provide the insurance coverage set forth in this paragraph and deliver to Owner certificates of insurance on request, as follows:

a. Comprehensive liability: .

b. Workers' compensation coverage: .

5. Responsibility for Cleaning

Without limiting the responsibility of contractor for the proper conduct of its personnel and the cleaning of the areas to be serviced, the conduct of the cleaning personnel is to be guided by rules and regulations as agreed upon between Owner and Contractor and any additional special written instructions as may be issued by Owner to Contractor.

6. Supervision of Personnel

Contractor is responsible for the direct supervision of its personnel through its designated representatives. Contractor’s representatives will be available at all reasonable times to report and confer with the designated agents of owner with respect to services rendered.

7. Efficiency of Employees

Contractor agrees that the services to be provided under this agreement will be performed by qualified, careful and efficient employees in strict conformity with the best practices and highest applicable standards. Contractor agrees that, on request of Owner, Contractor will remove from its services under this agreement, any of its employees who, in the opinion of Owner, are guilty of improper conduct or are not qualified to perform the work assigned to them.

8. Hiring of Employees of Contractor

During the term of this agreement, and for days after the expiration of this agreement, Owner will not, directly or indirectly, hire any person employed by Contractor.

9. Payment for Services

In exchange for performance of services, Owner shall make payment to Contractor for services rendered under this agreement at the rate of $ per , payable on the first business day of the following the the services were performed. The consideration agreed upon is based on Contractor's current charges for like work at other locations, and is subject to change in the event of increases in the cost of providing employees to perform the services specified in this agreement. Contractor will give Owner at least days' notice of any price change for services rendered. Owner will notify Contractor of any changes in the use of the areas covered by this agreement and any changes in the furnishings, floors and wall and ceiling surfaces forming a part of Owner's premises.

10. Performance of Services

Contractor will perform all services required under this agreement, except when prevented by strike, lockout, act of God, accident or other circumstance beyond its control.

11. Termination of Agreement

This agreement shall continue in effect until terminated by either party. Termination shall be effected by giving days' written notice by registered mail addressed to the other party at the address set forth in this section, or such other address as the party may advise the other party from time to time.

12. Waiver and Release of Liability

Now, therefore, for and in consideration of being allowed to provide such services, does hereby release heirs, successors, and assigns (collectively, Releasees) from all liability for property damages and/or for any physical injury or death that results, directly or indirectly from performing said services. further agrees to indemnify, save and hold Releasees harmless from any loss, liability, attorneys' fees, damage, or costs that Releasees (or any of them) may incur arising out of or related to the performance of such services, whether caused by the negligence of the Releasees or otherwise.

Notice to Owner: (set forth complete mailing address, including zip code).

Notice to Contractor: (set forth complete mailing address, including zip code).

WITNESS our signatures as of the day and date first above stated.

Owner

Contractor

Enter text

What a Cleaning Services Agreement Covers

A Cleaning Services Agreement is a written contract between a service provider and a client that sets the scope of cleaning work, scheduling, payment terms, insurance and liability allocations, access rules, supplies or equipment responsibilities, and termination procedures. It documents performance standards, inspection and acceptance criteria, and dispute resolution methods. While usually used for recurring residential or commercial services, the agreement can also cover one-off projects or specialized tasks. Parties may execute it electronically where permitted by federal and state e-signature laws to speed execution and preserve an audit trail.

Why a Written Agreement Matters for Cleaning Services

A clear Cleaning Services Agreement reduces disputes, sets payment expectations, allocates insurance and liability, and creates an enforceable record. Where parties consent, electronic execution meets U.S. e-signature law standards (ESIGN and state UETA statutes) and supports reproducible audit trails for evidence.

Why a Written Agreement Matters for Cleaning Services

Who Typically Uses a Cleaning Services Agreement

Typical users range from individual homeowners to commercial property managers and institutional facility teams who need formal service terms.

  • Property managers and landlords who contract recurring janitorial or turnover cleaning services.
  • Small-business owners and office managers arranging scheduled or on-call cleaning.
  • Specialty contractors and residential cleaning companies documenting scope and payment terms.

Core Elements to Include in the Agreement

A professional Cleaning Services Agreement organizes responsibilities, schedules, and remedies so both sides understand obligations and risk allocation.

Scope of Work

Detailed list of tasks, areas to be cleaned, frequency, and any materials or methods excluded from the service scope, enabling objective performance checks.

Service Schedule

Regular start and end dates, time windows for visits, response times for special requests, and procedures for missed or rescheduled visits.

Pricing & Payment

Unit or lump-sum pricing, invoicing cadence, accepted payment methods, late payment penalties, and procedures for additional work authorization.

Insurance & Liability

Minimum insurance amounts, indemnity allocation, and proof-of-insurance requirements to reduce financial exposure for both parties.

Termination

Grounds for termination, notice periods, final accounting and return of keys or access devices, and obligations on termination.

Compliance & Safety

Requirements for background checks, OSHA or state safety standards, chemical handling rules, and any data privacy language for access to sensitive areas.

Step-by-Step: Completing the Agreement

Follow this order to prepare, sign, and store the agreement for operational and legal clarity.

  • 01
    Draft Terms: Define scope, schedule, and payment first.
  • 02
    Verify Parties: Confirm legal names and signatory authority.
  • 03
    Review Insurance: Attach proof of coverage before service starts.
  • 04
    Execute: Sign and retain executed copies for both parties.

Configuring a Digital Signing Workflow

Set up online fields and routing to minimize back-and-forth and ensure each signer completes required items in order.

Field Configuration
Signature Field Assign to signer; require date stamp
Initials Field Use for page-by-page acknowledgment
Attachment Field Require proof of insurance upload
Routing Order Set client then contractor signer sequence

Where to Send or File the Executed Agreement

After execution, centralize copies with accounting, operations, and the contracting parties for easy access and compliance.

  • Client Records: Store signed copy in client file
  • Contractor Archive: Keep a master copy for insurance audits
  • Accounting: Route invoice and contract to accounts payable
  • Compliance Folder: Include proof of insurance and certifications

Digital Signing and File Format Considerations

Choose a signing platform that supports common document formats and preserves an audit trail for each executed agreement.

  • Formats: PDF and DOCX supported
  • Integrations: Works with Google Workspace and MS 365
  • Audit Trail: Records timestamps and signer IP

Typical Dates and Timing to Track

Track contract and service deadlines to avoid missed payments or notice-period disputes.

Effective Date:

Contract start date; governs obligations

Payment Due Date:

When invoices must be paid (e.g., Net 30)

Service Window:

Scheduled recurring visit days/times

Termination Notice:

Notice period required to end services

Renewal Deadline:

Date to accept or decline renewal

Key Milestones from Contracting to Closeout

These sequential milestones track the main lifecycle events for a cleaning engagement.

01

Draft Approval

Finalize terms with stakeholders before signature.

02

Execution

Both parties sign and retain executed copies.

03

Service Commencement

Contractor begins scheduled cleaning services.

04

Final Inspection

Client inspects quality and closes out a project.

Common Preparation Mistakes to Avoid

  • Vague scope descriptions that lead to scope creep and billing disputes if tasks are not specified.
  • Missing proof of insurance or incorrect coverage limits that expose the client to liability after a loss.
  • Absent or unclear payment terms causing late payments, collection issues, or service interruptions.
  • Failure to confirm signer authority leaves the contract vulnerable to claims of invalid execution.

Risks and Potential Consequences of an Incorrect Agreement

Payment Disputes: Late fees or collection costs
Liability Claims: Uninsured loss or property damage
Void Contract: Missing or unauthorized signature
Regulatory Violations: Local licensing fines
Tax Exposure: Incorrect 1099 reporting
Data Breach: Exposure of sensitive client information

Who Can Sign the Agreement

Cleaning Contractor

Owner or an authorized company officer should sign; signatory authority ensures the contractor can bind the business to insurance and indemnity commitments.

Client Representative

An owner, property manager, or delegated authorized agent should sign with their title included; document evidence of delegated signing authority when appropriate.

Security and Compliance Checklist for Signed Agreements

Encryption: AES-256 at rest
Transport: TLS 1.2/1.3 in transit
Audit Trail: Timestamp and IP logs
HIPAA BAA: BAA available when required
Access Controls: Role-based permissions
Two-Factor: Optional advanced signer authentication

Real-World Examples of Digital Execution

Organizations across property management and services use electronic signing to reduce turnaround and centralize records.

Property Management — Martin Properties

Property managers needed a faster way to execute service agreements on mobile

  • Mobile signing reduced in-person meetings
  • I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently. — Tim Martin

Small Business — Optica Ventures

A small operations team wanted simple, reliable signing for vendor contracts

  • Cloud-based signing simplified customer interactions
  • The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers. — Brian Fitzgibbons

Frequently Asked Questions About Cleaning Services Agreements

Answers to common questions about validity, notarization, e-signatures, and recordkeeping for cleaning contracts.


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eSignature Platform Pricing and Feature Snapshot

A concise comparison of common e-signature plans and features relevant to executing Cleaning 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 No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
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