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Janitorial Service MSA

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JANITORIAL SERVICE MASTER SERVICES AGREEMENT

Parties

Recitals

WHEREAS, Service Provider is engaged in the business of providing janitorial, custodial, building maintenance and related cleaning services and possesses the skill, experience, personnel and equipment necessary to perform such services; and

WHEREAS, Client desires to retain Service Provider to provide janitorial and related services at the locations and on the schedule set forth in this Agreement, and Service Provider desires to perform such services under the terms and conditions set forth herein; and

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained in this Agreement and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows effective as of Effective Date:

Scope of Services

Service Provider shall provide janitorial and related services as described below at the locations identified by Client. Services shall include, but are not limited to, routine cleaning, waste removal, floor care, restroom sanitation, replenishment of consumables, and periodic deep cleanings as specified in the schedule attached or set forth below. Service Provider shall furnish all labor, supervision, equipment, materials (unless otherwise specified), and management required to perform the services in a professional manner consistent with industry standards.

Payment Terms

Client shall pay Service Provider the fees set forth below in consideration for the Services. All fees are exclusive of applicable sales, use, consumption or other taxes, which shall be paid by Client.

Service Provider shall submit invoices in accordance with the Billing Frequency. Unless Client timely disputes an invoice in good faith with written notice specifying the basis for dispute within ten (10) days of receipt, Client shall be deemed to have accepted the invoice and shall pay undisputed amounts in accordance with the Payment Terms.

Term and Termination

This Agreement shall commence on Commencement Date: and shall continue until Termination Date: unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for convenience upon providing written notice of Termination for Convenience to the other party at least days prior to the effective termination date. Either party may terminate this Agreement immediately upon written notice if the other party materially breaches its obligations and fails to cure such breach within thirty (30) days after receipt of written notice specifying the breach.

Upon termination, Service Provider shall promptly return Client property, deliver final invoices for services performed through the effective date of termination, and cooperate with Client in an orderly transition of services as reasonably requested by Client. Payment for all undisputed services performed through the effective date of termination shall be due in accordance with the Payment Terms.

Confidentiality

"Confidential Information" means information disclosed by one party ("Disclosing Party") to the other ("Receiving Party") in connection with this Agreement that is marked confidential or that, by its nature, should reasonably be understood to be confidential. Confidential Information includes pricing, fee structures, client lists, cleaning schedules, security procedures, facility floor plans, key or access codes, and other business information.

The Receiving Party shall: (a) protect Confidential Information with the same degree of care it uses to protect its own confidential information but not less than a reasonable degree of care; (b) use Confidential Information solely to perform its obligations under this Agreement; and (c) not disclose Confidential Information to any third party except to employees, agents, or subcontractors who have a need to know and who are bound by confidentiality obligations at least as protective as those herein. Confidential Information does not include information that: (i) is or becomes generally available to the public through no fault of the Receiving Party; (ii) was rightfully in the Receiving Party's possession prior to disclosure by the Disclosing Party; (iii) is obtained by the Receiving Party from a third party without breach of an obligation of confidentiality; or (iv) is independently developed without use of the Disclosing Party's Confidential Information.

The obligations in this Section shall survive termination or expiration of this Agreement for a period of three (3) years, except that trade secrets shall remain protected for as long as they constitute trade secrets under applicable law.

Insurance and Indemnification

Service Provider shall maintain and provide proof of commercial general liability insurance, workers' compensation, and automobile liability insurance with limits adequate for the Services and as reasonably requested by Client. Service Provider shall indemnify, defend and hold harmless Client and its officers, directors and employees from and against any third-party claims, losses or liabilities to the extent arising out of Service Provider's negligent acts, omissions or willful misconduct in performing the Services, provided that Service Provider shall not be liable to the extent such claims arise from Client's negligence or willful misconduct.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles. The parties agree that jurisdiction and venue for any dispute arising under this Agreement shall be exclusively in the state and federal courts located in that state.

Entire Agreement; Amendments

This Agreement, including any exhibits or schedules attached hereto, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous oral or written understandings, agreements, proposals and communications. No amendment, modification or waiver of any provision of this Agreement shall be effective unless in writing and executed by authorized representatives of both parties.

Miscellaneous Provisions

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect. Neither party may assign this Agreement without the prior written consent of the other party, except that Client may assign this Agreement to an affiliate or successor in interest in connection with a merger or sale of substantially all of its assets. The parties are independent contractors; nothing in this Agreement creates an employment, partnership or joint venture relationship.

Service Provider (Printed Name):

By:

Date:

Client (Printed Name):

By:

Date:

Enter text✕

What a Janitorial Service MSA Covers

A Janitorial Service MSA (Master Services Agreement) is a contract that sets the long-form terms governing ongoing cleaning and facility maintenance services between a client and a service provider. It defines scope of work, performance standards, pricing and invoicing, insurance and indemnity, confidentiality, data handling, subcontracting rules, and termination rights. The MSA creates a consistent legal framework so individual work orders or statements of work reference a single set of contractual terms, reducing negotiation time for routine site-level engagements and clarifying responsibilities for both parties.

Why an MSA Benefits Facility Management

A Janitorial Service MSA centralizes terms for recurring cleaning services, lowers administrative burden, and reduces contract negotiation for individual sites. It clarifies liabilities, service levels, billing cycles, and helps manage subcontracting and insurance requirements.

Why an MSA Benefits Facility Management

Who Typically Relies on a Janitorial Service MSA

Organizations that use an MSA include property managers, multi-site employers, facility services companies, and large custodial contractors who need consistent terms across locations.

  • Property management firms and landlords who manage multiple buildings and require consistent service obligations across leases.
  • Large corporate workplaces and campuses that centralize procurement and need vendor performance and insurance standards enforced.
  • Cleaning contractors and franchised janitorial providers that want standardized service terms and subcontractor controls across accounts.

The MSA suits both single-provider long-term relationships and vendor panels where individual work orders define site-specific tasks under the master agreement.

Core Clauses to Include in a Janitorial Service MSA

A robust MSA groups operational and legal terms so site-level statements of work remain short. Include service definition, performance measures, commercial terms, and dispute and termination mechanics.

Scope of Services

Precisely describe tasks, frequencies, excluded items, and how site-specific statements of work attach to the master agreement as enforceable exhibits.

Service Levels

Define KPIs, response times for incidents, cleaning frequency, inspection procedures, and remedies or credits for missed service levels.

Pricing & Invoicing

State pricing method (flat fee, per-square-foot, hourly), billing cycle, required backup for invoice line items, and late payment terms.

Insurance & Indemnity

Specify minimum insurance limits, certificate requirements, indemnities for bodily injury/property damage, and additional insured obligations.

Term & Termination

Set initial term, renewal mechanics, termination for convenience and cause, cure periods, and obligations on termination including final invoicing.

Confidentiality

Address protection of client information, limited use of access credentials, and data handling when janitorial staff encounter sensitive records.

Step-by-Step: Completing a Janitorial Service MSA

Follow these sequential steps to prepare, review, and sign the master agreement and any initial work orders.

  • 01
    Draft Core Terms: Populate scope, term, pricing, insurance, and service levels before attaching site exhibits.
  • 02
    Internal Review: Have procurement, legal, and operations review the draft to confirm feasibility and risk allocation.
  • 03
    Client Negotiation: Share marked-up redlines and finalize exhibits such as the initial Statement of Work.
  • 04
    Execute and Distribute: Sign the MSA and distribute countersigned copies to operations, finance, and the vendor for service start.

Typical Digital Workflow Settings for a Janitorial Service MSA

Configure digital templates and routing so each new site adds only a short work order while relying on the master terms.

Field Configuration
Authentication Email link or SMS OTP for signer verification
Template Library Central MSA template plus blank SOW exhibits
Bulk Send Use bulk send for multi-site rollouts and renewals
Archive Location Save signed copies to secure cloud storage with retention labels

Digital Signing Workflow for a Janitorial Service MSA

A standard e-sign workflow reduces turnaround and preserves an audit trail required for enforceability and recordkeeping.

  • Upload MSA: Upload the master template and attach the initial statement of work.
  • Place Fields: Add signature, date, and initials fields and required data entry fields.
  • Add Signers: List authorized signatories and set signing order or parallel signing.
  • Send & Audit: Send for signature, capture timestamps, IP addresses, and the signed PDF for records.

Technical and Integration Considerations for eSigning

Ensure the chosen eSignature platform supports your file formats, integrations, and signer authentication needs when executing MSAs.

  • Integrations: Salesforce, NetSuite, or ERP integration for automatic contract storage
  • File Formats: Support for PDF, DOCX, and printable signed PDF output
  • Authentication: Email link, SMS OTP, or stronger methods for high-risk signers

Security and Compliance Items to Verify in the MSA

Data Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
HIPAA BAA: BAA required if handling protected health information
Audit Trail: Timestamped signing record with signer attribution
Access Controls: Role-based access and administrative logging
Electronic Signatures: ESIGN and UETA legal compliance
Retention Policy: Defined storage and deletion schedules

Key Risks and Consequences of an Inadequate MSA

Service Disputes: Ambiguous scope leads to performance claims
Financial Exposure: Uncapped liability or missing insurance increases risk
Regulatory Violations: HIPAA or other privacy breaches can trigger penalties
Tax Reporting Issues: Incorrect payee information can trigger withholding
Operational Interruptions: Short termination notices can disrupt service continuity
Invalid Signatures: Improper execution undermines enforceability

Common Preparation Errors to Avoid

  • Failing to attach clear statements of work for each site, which causes disputes about included tasks and frequencies.
  • Omitting explicit insurance limits and additional-insured language, leaving the client exposed on third-party claims.
  • Using vague payment terms such as 'net reasonable' rather than precise billing cycles and late fee mechanics.
  • Not confirming the signatory’s authority or omitting an authorized signatory block, which can invalidate execution.

Key Dates and Notice Periods to Include in the MSA

Clearly state effective dates, service start, invoicing cycles, and notice periods so operational teams can plan staffing and billing.

Effective Date:

Date the master agreement becomes operative

Service Commencement:

Date when on-site cleaning services begin

Invoicing Cycle:

Specify monthly, biweekly, or per-job billing frequency

Termination Notice:

Define notice period for convenience termination

Cure Period:

Set time allowed to remedy material breaches before termination

Real-World Examples of Electronic Contracting in Services

These examples show how companies used digital signing for recurring service agreements and related documents.

Martin Properties

Tim Martin used digital signing to process property service agreements quickly.

  • Practical one-person operations benefit from mobile signing during site visits.
  • He reported that executing contracts online allowed faster onboarding, consistent compliance across properties, and reduced time spent chasing physical signatures for recurring service relationships.

Fertility Centers of Illinois

John Butler highlighted flexible formats and integrations for signed documents.

  • Integration helped route signed templates to internal systems.
  • The ability to capture signatures online simplified administrative workflows, centralized contract records, and supported secure distribution to operations and finance teams.

Common eSignature Vendors for Executing a Janitorial Service MSA

Comparison of typical plan starting prices and key capability indicators across popular eSignature vendors; signNow is listed first per vendor ordering.

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 Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Varies by plan Varies by plan Varies by plan Varies by plan
HIPAA Compliant Yes Yes Yes No No

Frequently Asked Questions About Janitorial Service MSAs

Answers to common questions about validity, digital signing, insurance, and records retention for MSAs used in janitorial services.


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