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Janitorial Services Agreement

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Janitorial Services Agreement

Parties

Recitals

WHEREAS, Service Provider is engaged in the business of providing commercial janitorial and cleaning services; and

WHEREAS, Client desires to retain Service Provider to perform janitorial services at the premises described in this Agreement; and

NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows.

Scope of Work

Service Provider shall perform janitorial services at the Client premises located at the address above. Specific services to be provided are described below and shall be performed in a professional and workmanlike manner consistent with industry standards.

Service Provider shall supply all labor, supervision, equipment and standard cleaning supplies necessary to perform the services unless otherwise specified in the Scope of Services. Client shall identify any restricted areas or special instructions in writing.

Service Frequency & Schedule

Frequency (select all that apply):

Regular service hours:

Payment Terms

Contract Amount/Rate: $ payable according to the following schedule:

Deposit (if any): $ — due upon execution of this Agreement.

Payment Terms: Invoices are due within days of invoice. Accepted payment methods: .

Late Fee: Unpaid amounts shall incur interest at the lesser of or the maximum allowable by law. In addition, a late processing fee of $ may be assessed for overdue invoices.

Term and Termination

Term Commencement Date: . Term Expiration Date:

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Either party may terminate immediately for material breach that remains uncured for a period of days after written notice of such breach.

Upon termination, Service Provider shall promptly remove its personnel and equipment and Client shall pay for services performed through the date of termination, including any reasonable costs incurred to effectuate termination.

Confidentiality

Each party acknowledges that in the course of performing this Agreement it may receive or have access to trade secrets or confidential information of the other party. Each party shall hold such information in strict confidence, shall not disclose it to any third party except to employees and subcontractors who have a need to know and are bound by confidentiality obligations, and shall not use such information except to perform its obligations under this Agreement. Confidential information does not include information that is publicly available through no fault of the receiving party or information required to be disclosed by law, provided the disclosing party is given prompt notice and an opportunity to seek protective relief.

Upon termination or written request, the receiving party shall return or destroy all confidential materials and certify such return or destruction in writing.

Insurance; Compliance

Service Provider shall maintain commercial general liability insurance, workers' compensation, employer's liability and, where applicable, automobile liability insurance with limits customary for the industry. Minimum limits: General liability $ per occurrence; Workers' Compensation statutory limits. Service Provider shall provide certificates of insurance upon request.

Service Provider shall comply with all applicable laws, regulations and building rules while performing services and shall ensure employees are trained and supervised.

Indemnification

Service Provider shall indemnify, defend and hold harmless Client and its officers, directors and employees from and against any claims, liabilities, losses, damages, costs and expenses (including reasonable attorneys' fees) arising out of or resulting from Service Provider's negligent acts, omissions or willful misconduct in performing the services, except to the extent caused by 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 its choice of law principles. Venue for any dispute shall be in the state or federal courts located within that state.

Entire Agreement; Amendment

This Agreement, together with any attachments or exhibits expressly referenced herein, constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements, representations and understandings. No modification, amendment or waiver of any provision of this Agreement shall be effective unless in writing signed by both parties.

Miscellaneous

Relationship of the Parties: Service Provider is an independent contractor and nothing in this Agreement shall be construed to create an employment, partnership, joint venture or agency relationship. Service Provider shall be solely responsible for all employer obligations for its employees.

Subcontracting: Service Provider may subcontract portions of the Work with prior written notice to Client, provided Service Provider remains responsible for payment and performance of its subcontractors and ensures compliance with the terms of this Agreement.

Service Provider (Print Name):

By:

Date:

Client (Print Name):

By:

Date:

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What a Janitorial Services Agreement Is and when it applies

A Janitorial Services Agreement is a written contract that sets out the scope, schedule, responsibilities, payment terms, insurance, and termination rules between a cleaning contractor and a client. It converts verbal understandings into enforceable obligations, clarifies who supplies materials and labor, assigns liability and insurance responsibility, and establishes performance standards and remedies for nonperformance. Well-drafted agreements reduce disputes and support compliance with labor, tax, and insurance requirements while creating a record for renewal, audit, or enforcement.

Why using a clear agreement matters for cleaning services

A written janitorial agreement protects both parties by defining expectations, limiting liability, and specifying payment and termination terms.

Why using a clear agreement matters for cleaning services

Who typically prepares and signs a Janitorial Services Agreement

Multiple stakeholders use this agreement type: procurement, property managers, cleaning contractors, and in-house facilities teams.

  • Property managers and building owners who need recurring cleaning and vendor risk controls.
  • Small business owners and office managers arranging third-party cleaning services for their premises.
  • Cleaning contractors and franchise operators issuing proposals, service schedules, and proof of insurance.

Each signer should have authority to bind their organization and provide required documentation such as insurance certificates and business licenses.

Core clauses to include in a professional Janitorial Services Agreement

A complete agreement organizes operational, legal, and financial terms so each party knows duties, remedies, and contact points.

Scope of Work

Describe tasks, frequency, locations, and any exclusions. Attach checklists or room-by-room schedules as exhibits to avoid ambiguity and disputes.

Service Schedule

Specify start date, recurring dates/times, holiday exceptions, response times for ad hoc requests, and procedures for schedule changes.

Payment Terms

State price, invoicing frequency, payment due date, late fees, and required supporting documents such as time logs or delivery receipts.

Insurance and Indemnity

Require commercial general liability, workers' compensation, and additional insured endorsements; allocate indemnity for negligence and third‑party claims.

Performance Standards

Define measurable standards, inspection protocols, cure periods for deficiencies, and remedies including service credits or termination rights.

Termination & Renewal

Include termination for convenience and cause, notice periods, renewal mechanics, and post‑termination transition obligations.

Step-by-step: completing the agreement from draft to signed copy

Follow these core steps to prepare and finalize the agreement with minimal rework.

  • 01
    Draft: Populate template with party names and scope.
  • 02
    Review: Have legal or procurement review key clauses.
  • 03
    Authorize: Obtain signatures from authorized signers.
  • 04
    Distribute: Send executed copies to all parties and retain records.

How to configure an online signing workflow

Set up roles and authentication to match your internal approval and compliance needs before sending for signature.

Field Configuration
Document Template Create reusable template | Lock key clauses
Signer Roles Assign primary signer | Assign approver or witness
Authentication Email link | Optional SMS or KBA
Notifications Auto reminders | Escalation contacts

Where to file, send, and archive the signed agreement

Decide recipients and secure storage before initiating signatures to ensure compliance and auditability.

  • Primary Recipient: Client retains original signed copy.
  • Contractor Copy: Contractor retains executed agreement for records.
  • Insurance Certificate: Send insurer/tenant as required.
  • Archive: Store in secure document repository.

Digital signing and technical requirements

Choose a platform that supports audit trails, strong encryption, and the authentication level you need.

  • Document Formats: PDF | DOCX supported
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication Levels: Email, SMS, KBA

Ensure the vendor provides tamper-evident signed files, accessible audit logs, and export options so executed agreements satisfy internal audits and external reviews.

Key deadlines and timing to track in the agreement

Include explicit dates and notice windows so both parties understand timing for start, renewals, and termination.

Effective Date:

Start date when obligations begin; enter as MM/DD/YYYY.

Notice to Cure:

Typical cure period is 7–30 days depending on severity.

Termination for Convenience:

Common notice 30–60 days before termination.

Renewal Window:

Auto‑renewal notice often required 30–90 days prior.

Invoice Due Date:

Net 15, Net 30, or specified day after invoice date.

Typical contract milestones from award to renewal

Track milestones as discrete stages so responsibilities and deliverables align with dates and approvals.

01

Award

Contract executed and effective; schedule finalization.

02

Mobilization

Initial staffing and supplies delivered to site.

03

Ongoing Performance

Regular cleaning, inspections, and reporting cadence.

04

Renewal or Closeout

Renewal decision or contract termination and handoff.

Common mistakes to avoid when preparing the agreement

  • Vague scope descriptions that omit specific tasks, frequencies, or areas cause recurring disputes and extra costs.
  • Failing to require proof of insurance and additional insured endorsements exposes owners to liability for contractor claims.
  • Using oral change orders without written confirmation leads to billing disagreements and contract breaches.
  • Omitting termination and cure procedures creates uncertainty and can delay corrective action when performance is poor.

Primary risks and potential penalties from incomplete or incorrect agreements

Contract Termination: Early termination for breach and related damages.
Liability Exposure: Uninsured claims for injuries or property damage.
Tax Treatment: Misclassification of workers may trigger penalties.
Regulatory Fines: OSHA or local code violations possible.
Payment Disputes: Late fees, collections costs, and interest.
Procurement Sanctions: Public contracts may require corrective action.

Required information and verification items to include

Insurance: CGL and workers' comp required
Business License: Valid local or state license
Background Checks: Crew screening where required
W-9 / TIN: For contractor tax reporting
References: Client or project references
Safety Plan: Site-specific safety procedures

Real-world examples of contract digitization and management

Organizations across sectors standardize janitorial agreements to accelerate onboarding and reduce administrative work.

Optica Ventures LLC

Optica standardized vendor contracts for recurring cleaning services to eliminate paper backlogs and unnecessary site visits.

  • Resulted in faster onboarding of subcontractors and cleaner audit trails.
  • The change reduced administrative delays and improved traceability for insurance certificates and performance records, making renewals simpler.

Martin Properties

Martin Properties moved lease‑adjacent cleaning contracts online for all properties.

  • This enabled remote execution across portfolio sites.
  • The firm reported fewer missing signatures, consistent insurance verification, and faster dispute resolution after switching to digital templates.

Practical tips to reduce disputes and speed execution

Adopt these practices to improve clarity, compliance, and operational handoffs for janitorial engagements.

Use detailed attachments
Attach room-by-room checklists and measurable cleanliness standards to avoid subjective disputes and to support inspection scoring and service credits.
Require insurance certificates
Mandate current certificates and additional insured endorsements up front; verify validity before mobilization and periodically thereafter.
Standardize change orders
Use written change orders with defined pricing and effective dates to prevent billing disagreements and scope creep.
Keep a single source of truth
Store executed agreements and insurance documents in a secure repository with version control and access logs for auditability.

eSignature vendor pricing and capability snapshot for contract execution

Comparison of typical starting prices and core capabilities to consider when choosing an eSignature provider for janitorial 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 Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Common questions about validity, signatures, and eSubmission

Answers to frequent legal and practical questions about executing and managing janitorial agreements, including eSignature considerations.


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