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Cleaning Services Addendum

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CLEANING SERVICES ADDENDUM

Effective Date:

RECITALS

WHEREAS, Client and Service Provider entered into an agreement entitled Cleaning Services Agreement (the "Agreement") dated concerning cleaning and janitorial services at the Service Location; and

WHEREAS, the parties desire to modify certain terms of the Agreement with respect to the scope, schedule, and compensation for specified cleaning tasks; and

WHEREAS, the parties intend for this Addendum to supplement and form part of the Agreement and to be binding on the parties as provided herein.

SCOPE OF WORK

Routine Services Frequency: Weekly Biweekly Monthly On demand

PAYMENT TERMS

Base Service Fee (per billing period or per service): $

Late Payment Fee:

Client shall pay invoices within days of receipt unless otherwise agreed in writing. Service Provider shall submit itemized invoices describing dates and tasks performed.

TERM AND TERMINATION

This Addendum commences on and continues until unless earlier terminated as provided below.

Either party may terminate this Addendum for convenience upon written notice to the other party delivered at least days prior to the effective termination date. Termination for cause may be immediate if the non‑breaching party provides written notice and the breaching party fails to cure within a commercially reasonable period where cure is practicable.

CONFIDENTIALITY

Each party acknowledges that in performing under this Addendum it may receive confidential or proprietary information of the other party ("Confidential Information"). Confidential Information excludes information that is or becomes publicly known through no breach of this Addendum, was independently developed without use of the other party’s Confidential Information, or is rightfully received from a third party without restriction. Each party agrees to (a) use Confidential Information solely for performance under this Addendum, (b) restrict disclosure to employees, agents or subcontractors with a need to know, and (c) employ reasonable safeguards to protect confidentiality. Upon termination, Confidential Information shall be returned or destroyed upon request, except to the extent retention is required by law or ordinary recordkeeping practices.

INSURANCE AND INDEMNIFICATION

Service Provider shall maintain commercial general liability and workers' compensation insurance in amounts customary for similar services and shall indemnify, defend and hold harmless Client from and against claims arising out of Service Provider’s negligent acts or omissions in performing services under this Addendum, except to the extent caused by Client's gross negligence or willful misconduct.

GOVERNING LAW

This Addendum shall be governed by and construed in accordance with the laws of the state of without regard to its rules governing choice of law.

ENTIRE AGREEMENT

This Addendum, together with the Agreement and any documents expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior negotiations, representations or understandings. Any amendment or modification of this Addendum must be in writing and signed by authorized representatives of both parties.

MISCELLANEOUS

If any provision of this Addendum is held invalid or unenforceable, the remaining provisions will remain in full force and effect. Headings are for convenience only and do not affect interpretation.

Acknowledgment: Each signatory represents and warrants that they are duly authorized to execute this Addendum on behalf of the party for whom they sign.

Client

Printed Name:

By:

Date:

Service Provider

Printed Name:

By:

Date:

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What a Cleaning Services Addendum Covers

A Cleaning Services Addendum is a short, binding contract attachment that specifies the scope, schedule, and standards for cleaning work tied to a primary agreement such as a lease, service contract, or property management agreement. It clarifies responsibilities, access protocols, materials and supplies, pricing adjustments, insurance and liability limits, termination rights, and remedies for substandard performance to reduce disputes and enable enforceable expectations between parties.

Why include a Cleaning Services Addendum

A clear addendum reduces ambiguity about cleaning duties, establishes measurable standards, and protects both parties. When executed properly it creates enforceable obligations and evidence of consent under federal electronic signature law (ESIGN, 15 U.S.C. ch. 96) and state UETA frameworks.

Why include a Cleaning Services Addendum

Who typically completes this addendum

The Cleaning Services Addendum is used by landlords, property managers, commercial tenants, facility managers, and independent cleaning contractors to document service scope and payment terms.

  • Property managers documenting recurring janitorial standards and access hours for multiple units or buildings.
  • Commercial tenants specifying office or retail cleaning schedules, supplies, and damage repair responsibilities.
  • Independent cleaning contractors defining hourly rates, insurance coverage, and cancellation policies.

Use the addendum whenever cleaning terms need to be recorded separately from a main agreement or updated during a tenancy or project.

Who should sign and their roles

Property Manager

A person with contractual authority for the property signs to bind the landlord or management company. This signer should be authorized in writing or by corporate resolution to avoid later disputes about authority.

Cleaning Contractor

An authorized representative of the cleaning vendor signs to accept terms and confirm insurance, licensing, and scope compliance. Include printed name and title to evidence signer capacity and attribution.

Essential elements to include in the addendum

A professional addendum is concise but precise: it ties directly to the main contract, lists duties, sets service frequency, defines acceptable standards, and specifies remedies and insurance requirements.

Scope of Work

List tasks (floor care, trash removal, restroom cleaning), excluded services, and any special processes such as electrostatic disinfection.

Schedule

Detail service frequency, time windows for access, and holiday or emergency exceptions to avoid scheduling disputes.

Performance Standards

Reference measurable standards (e.g., ANSI or industry benchmarks) or attach checklists that define acceptable cleanliness levels.

Pricing and Adjustments

Specify fixed fees, hourly rates, invoicing cadence, and conditions that permit price adjustments or surcharge billing.

Insurance and Liability

Require proof of insurance, minimum coverage limits, and indemnity clauses allocating responsibility for property damage or employee injury.

Termination and Remedies

Define cure periods, inspection rights, liquidated damages if applicable, and termination for repeated nonperformance.

How to complete the addendum step by step

Follow these four steps to fill, review, and finalize the Cleaning Services Addendum efficiently.

  • 01
    Prepare the base: Identify the related master agreement and insert its reference details.
  • 02
    Detail services: Complete the scope checklist and attach any inspection forms or exhibits.
  • 03
    Confirm insurance: Obtain contractor certificate of insurance showing required limits and additional insured status if required.
  • 04
    Sign and distribute: Collect signatures from authorized parties and distribute executed copies to all stakeholders.

Configuring a digital workflow for online completion

Set up fields, routing, and authentication in your document platform to streamline signature collection and recordkeeping.

Field Configuration
Party Name Field Text field, required, autofill from contact record
Signature Field Required, date-stamp enabled, signer attribution recorded
Insurance Upload File attachment field, required before final signature
Routing Order Sequential signing with property manager first, contractor second

Where to send or file the executed addendum

After signing, distribute copies to stakeholders and retain an executed version in both physical and digital records.

  • Property Owner: Keep the executed original or equivalent legally reproducible copy.
  • Contractor Records: Vendor retains a signed copy for insurance and invoicing reconciliation.
  • Property File: Attach to the tenant or project file for inspection and dispute evidence.
  • Digital Archive: Store in a secure document management system with an audit trail.

Technical and platform considerations for eSigning

Choose a platform that supports secure eSignatures, audit trails, and required integrations to preserve legal validity.

  • Authentication: Email link or SMS code; stronger KBA or 2FA if required
  • File formats: PDF and DOCX are widely supported
  • Integrations: Connectors for Google Workspace, Microsoft 365, or property management systems

Ensure the chosen solution can retain an audit trail and reproduce the signed record, and that any required BAA or compliance addendum is executed when handling protected health information.

Security and compliance basics

Encryption: TLS 1.2/1.3; AES-256
Audit Trail: Timestamp, IP, action log
HIPAA Support: BAA available
Authentication: Email, SMS, KBA
Certifications: SOC 2 Type II
Access Controls: Role-based permissions

Common preparation mistakes to avoid

  • Leaving the scope vague (for example, 'clean as needed') which leads to disputes over frequency and standards.
  • Failing to require proof of insurance or certificates listing the property owner as additional insured before work begins.
  • Using initials instead of full signatures where the document or jurisdiction requires an executed signature for enforceability.
  • Not synchronizing termination, notice, or cure periods with the primary lease or contract, creating conflicting obligations.

Consequences of an incorrect or incomplete addendum

Contract Ambiguity: May void remedies
Insurance Gaps: Liability exposure
Billing Disputes: Delayed payments
Site Access Issues: Operational interruptions
Regulatory Risk: HIPAA risk if PHI mishandled
Evidence Problems: Weakened enforcement

Timelines and processing expectations

Track key timing items: service start date, recurring schedule, inspection windows, invoice due dates, and cure or notice periods.

Service Start Date:

Begins on the Effective Date entered in MM/DD/YYYY format

Recurring Schedule:

Weekly/biweekly/monthly frequency specified in the schedule section

Inspection Window:

Owner may inspect within 24–72 hours after notice

Invoice Due Date:

Net terms (e.g., Net 30) specified under billing

Cure Period:

Commonly 7–30 days for cure before termination rights

Real-world examples of addendum use

These examples show how organizations apply a Cleaning Services Addendum to reduce disputes and document standards.

Martin Properties

Martin Properties used an addendum to standardize move-out cleaning across 200 units.

  • The addendum included a checklist and holdback terms.
  • The standardized approach reduced disputes and enabled consistent deductions from deposits with documented evidence for each charge.

Fertility Centers of Illinois

A healthcare clinic added sanitation protocols and training requirements for cleaners.

  • They required proof of specialized training.
  • This ensured compliance with clinic infection-control policies and provided documentation required during regulatory inspections and audits.

Comparison of common eSignature vendors for addendum signing

Select a platform that supports enforceable electronic signatures, audit trails, HIPAA BAA if needed, and the integrations your workflow requires.

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 Yes, 7-day 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

Frequently asked questions about the Cleaning Services Addendum

Answers to common legal and practical questions when preparing, signing, and storing a Cleaning Services Addendum.


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