| Area Cleaned | Cleaning Tasks Included | Cleaning Frequency | Service Notes |
|---|---|---|---|
| Office workspaces and meeting rooms | Desks (clear surfaces), telephones, keyboards (external), touchpoints, floors vacuumed or mopped, bins emptied | Daily | Covers workstations, meeting rooms, and shared office areas |
| Staff kitchens and break areas | Worktops, sinks, tables, external appliances, touchpoints, bins emptied, floors cleaned | Daily | Food and drink areas cleaned to hygiene-controlled standards |
| Washrooms and hygiene facilities | Toilets, urinals, sinks, mirrors, dispensers, partitions, bins, floors cleaned, touchpoints sanitised | Daily | Hygiene-critical areas prioritised and monitored |
| Entrances, corridors, and internal floors | Vacuuming, mopping, entrance mat cleaning, spot cleaning of corridors and stairwells | Daily | Cleaning adjusted based on footfall and building usage |
| High-touch points and shared surfaces | Door handles, switches, lift buttons, handrails, and shared controls cleaned | Daily | High-contact areas cleaned across all applicable zones |
| Waste and recycling areas | Internal bins emptied, liners replaced, waste transferred to agreed disposal points | Daily | Recycling handled according to site procedures |
| Washroom consumables and hygiene supplies | Soap, paper towels, and toilet paper monitored and replenished where included | Scheduled | Ensures continuous washroom usability |
| Cleaning supervision and quality checks | Supervisor inspections, checklist verification, and service audits | Scheduled | Ensures cleaning meets contract standards |
| Health, safety, and COSHH compliance | Cleaning delivered under risk assessments, COSHH controls, and safe working procedures | Ongoing | Supports safe commercial cleaning delivery |
| Building Area | Repairs and Maintenance Tasks | Service Frequency | Scope and Exclusions |
|---|---|---|---|
| Offices and Workspaces | We adjust doors, repair loose fixtures, patch minor wall damage, and replace lighting components during scheduled maintenance visits. | As agreed within contract | Major refurbishments and specialist trades excluded |
| Doors and Ironmongery | We maintain door hardware and alignment to ensure safe and compliant operation. | 3× per week / Weekly | Specialist security systems excluded |
| Walls and Interior Surfaces | Patch repairs, minor surface damage correction, and maintenance of internal commercial wall surfaces | Weekly | Decorative painting and major surface restoration excluded |
| Lighting and Fixture Fittings | We maintain non-specialist lighting and internal fittings. | 3× per week / Weekly | Certified electrical installations excluded |
| Kitchen and Break Areas | Adjustment and repair of cabinets, fixtures, and seals within workplace kitchens and staff areas | Weekly | Appliance repair and specialist plumbing excluded |
| Washrooms and Kitchens | We maintain fixtures and fittings in workplace welfare areas. | Weekly | Specialist plumbing and appliance repair excluded |
| Flooring and Threshold Areas | We correct minor safety issues and maintain internal flooring elements. | Weekly | Structural flooring replacement excluded |
| Area | Cleaning Tasks | Frequency | Exclusions |
|---|---|---|---|
| Offices | Desks, chairs, screens, keyboards, shelving, skirting boards, window sills, radiators, light fittings. Dust, allergens and bacteria removed from all hard and soft surfaces including areas behind monitors and underneath furniture. | Quarterly or as required | IT equipment internals, ceiling void access |
| Meeting Rooms | Tables, chairs, AV equipment surfaces, whiteboards, glass partitions, floors and soft furnishings deep cleaned and sanitised. All high-touch surfaces wiped down. | Quarterly or as required | AV and electronic equipment excluded |
| Reception areas | Entrance lobbies, waiting areas, seating, display areas, signage and all visitor-facing surfaces. Floors machine scrubbed or deep vacuumed. | Quarterly or as required | External glazing (covered by window cleaning service) |
| Washrooms | Full sanitisation of toilets, urinals, sinks, taps, mirrors, dispensers, partitions, grouting, tiles and extraction vents. Limescale, mould and bacterial contamination eliminated using hospital-grade disinfectants. | Monthly to quarterly depending on footfall | Plumbing repairs, blocked drains |
| Commercial kitchens | Degreasing and sanitisation of worktops, splashbacks, appliances inside and out, cupboards, sinks, taps, floors and extraction hoods. All food contact surfaces cleaned to food safety standards. | Monthly to quarterly depending on usage | Ductwork cleaning (specialist service), pest control |
| Floor surfaces | Machine scrubbing, stripping, sealing and polishing of vinyl, tile, stone, concrete and hardwood floors. Protective coatings applied where needed. Carpet deep extraction where applicable. | Quarterly or as required | Floor repairs, re-laying |
| High-Touch Surfaces | Targeted sanitisation of door handles, light switches, lift buttons, handrails, shared equipment, printers and any surface frequently touched by multiple people. | Included in every deep clean | None |
| Area Type | Treatment Scope | Cleaning Method | Operational Notes |
|---|---|---|---|
| Open Office Carpeted Areas | Full vacuuming, deep fibre cleaning, and traffic lane restoration to improve appearance across workspaces | Hot water extraction or low moisture cleaning | Select method based on carpet fibre, condition, and drying requirements |
| Meeting Rooms | Vacuuming, deep clean, and targeted spot treatment to maintain presentation standards | Hot water extraction or low moisture cleaning | Focus on visible areas, under-table zones, and circulation paths |
| Reception and Circulation Areas | Traffic lane restoration and stain treatment to improve appearance in high-footfall zones | Hot water extraction | Prioritise high-visibility areas for consistent finish |
| Spot and Stain Treatment | Targeted stain removal with pre-treatment based on stain type and fibre | Specialist stain solutions | Match treatment to stain composition and carpet fibre |
| Edge and Skirting Detail | Edge vacuuming and detail cleaning to prevent soil build-up along perimeter areas | Mechanical agitation and extraction | Maintain finish in low-visibility but high-impact areas |
| Optional Upholstery Cleaning | Fabric vacuuming, spot treatment, and deep clean where included in scope | Low moisture or extraction method | Include only where agreed within service scope |
| Area | Tasks | Frequency | Notes |
|---|---|---|---|
| Lobbies & Reception Areas | Hard floor cleaning using machine scrubbing, scrub and seal, and floor polishing where required | Weekly / Monthly | Access planned around foot traffic |
| Corridors & Walkways | Hard floor cleaning with machine scrubbing and floor maintenance treatments | Weekly / Monthly | Slip risk controls applied |
| Entrances & Thresholds | Deep hard floor cleaning, strip and re-seal where required | Monthly / Quarterly | High-traffic areas prioritised |
| Vinyl Flooring Areas | Scrub and seal, protective sealing, ongoing floor maintenance | Monthly / Quarterly | Strip and re-seal applied when required |
| Tile & Stone Floors | Hard floor cleaning, machine scrubbing, strip and re-seal, floor polishing | Monthly / Quarterly | Decorative restoration excluded |
| Wood Flooring | Controlled hard floor cleaning, floor polishing as part of floor maintenance | Monthly / Quarterly | Structural floor repairs excluded |
| Area Cleaned | Cleaning Tasks Included | Cleaning Frequency | Service Notes |
|---|---|---|---|
| Office windows | External and internal glass cleaned using method matched to height and access | Scheduled / One-off | Includes standard glazing; frame repairs excluded |
| Shopfront glazing | Front-facing glass and display panels cleaned for visibility | Scheduled / One-off | Signage and non-glass elements excluded |
| Entrance glass | Door glass and surrounding panels cleaned for presentation | Scheduled / One-off | Door mechanisms excluded |
| Internal glazing | Interior glass in offices and shared areas cleaned as required | Scheduled / One-off | Decorative films excluded |
| Glass partitions | Meeting room and partition glass cleaned for clarity | Scheduled / One-off | Structural fittings excluded |
| Glass canopies | Accessible canopy glass cleaned where safe access allows | Scheduled / One-off | Structural works excluded |
| High-level glazing | Elevated glass cleaned using rope access, MEWP, or reach systems | Scheduled / One-off | Subject to access and safety assessment |
| Service Area / Hygiene System | Key Tasks | Frequency Basis | Compliance & Notes |
|---|---|---|---|
| Sanitary Disposal Units (Hygiene Bins / Feminine Hygiene Units) | Supply, install, service, and hygienically dispose of hygiene waste using sealed systems | Based on footfall, usage, and risk assessment | Controlled waste handled under duty of care with licensed waste carriers and waste transfer notes |
| Nappy Disposal Units | Install and service units with safe, sealed waste removal | Based on usage and facility type | Suitable for baby changing areas with compliant waste handling and documentation |
| Air Care Systems | Install and maintain air fresheners and odour control systems | Scheduled refill and maintenance based on usage | Maintains odour control in high-footfall washrooms and shared facilities |
| Soap & Paper Dispensers | Monitor, refill, and maintain dispensers and consumables | Scheduled checks based on usage levels | Supports hygiene compliance; consumables included where agreed |
| Waste Management (Hygiene Waste Collection) | Collect, handle, and transfer sanitary and hygiene waste | At each scheduled service visit | Managed under Environmental Protection Act with licensed carriers and full audit trail |
| Area Type | Consumables Supplied | Supply Approach | Operational Notes |
|---|---|---|---|
| Washrooms | Toilet paper, paper towels, soap refills, sanitiser cartridges | Scheduled restocking based on usage tracking | Maintain hygiene standards and ensure restock |
| Kitchens and Break Areas | Cleaning sprays, cloths, paper towels, washing-up liquids | Stock organised and refilled during delivery visits | Support daily hygiene in shared food preparation areas |
| Office Workspaces | Surface wipes, disinfectant sprays, general cleaning consumables | Supplies stored and restocked in cleaning cupboards | Provide easy access for cleaning teams during routine tasks |
| Waste and Bin Areas | Waste liners, recycling bags and disposal consumables | Restock according to waste usage levels | Maintain cleanliness and waste handling standards |
| Floor Care Areas | Mop heads, floor cleaning products and maintenance supplies | Delivered according to facility cleaning schedules | Support consistent floor hygiene across circulation areas |
| Cleaning Cupboards | Core consumables stock including hygiene supplies and cleaning materials | Managed stock levels with reorder points and delivery schedule | Ensure cleaning teams always have required supplies available |
| Area Type | Waste Scope | Handling Method | Compliance Control |
|---|---|---|---|
| Open Office Areas | General waste and dry mixed recycling | Segregated bins with scheduled collection | Clear waste segregation maintained |
| Meeting Rooms | Mixed waste and confidential materials | Dedicated bins and secure shredding | Chain of custody protected |
| Staff Kitchens | Food waste and general waste | Separate food waste caddy and residual bin | Simpler Recycling compliance supported |
| Reception & Circulation | High-volume daily waste from high-footfall zones | Increased collection frequency | Overflow and presentation risk prevented |
| Recycling Stations | Paper, cardboard, plastics, glass, metals | Labelled source segregation stations | Recycling reporting and diversion tracked |
| Storage & Holding Areas | Consolidated waste prior to uplift | Controlled holding and timed collection | Compliant transfer via licensed carriers |
| Confidential Waste Points | Sensitive documents and data carriers | Locked bins and BS EN 15713 destruction | Certificate of destruction issued |
| Factor | What Increases Cleaning Frequency | Why It Matters |
|---|---|---|
| Desk Density | Closely arranged or shared desks | More touchpoints and faster surface contamination |
| Footfall | Regular visitors and high staff movement | Reception, kitchens, and washrooms require daily control |
| Hybrid Policies | Desk sharing across different days | Cleaning must match rotation patterns, not headcount |
| Shared Facilities | Communal kitchens, lifts, washrooms | Usage increases even if one office has low occupancy |
| Client-Facing Areas | Frequent meetings and visitor exposure | Higher presentation and hygiene expectations |
| Factor | What Increases Cleaning Frequency | Why It Matters |
|---|---|---|
| Desk Density | Closely arranged or shared desks | More touchpoints and faster surface contamination |
| Footfall | Regular visitors and high staff movement | Reception, kitchens, and washrooms require daily control |
| Hybrid Policies | Desk sharing across different days | Cleaning must match rotation patterns, not headcount |
| Shared Facilities | Communal kitchens, lifts, washrooms | Usage increases even if one office has low occupancy |
| Client-Facing Areas | Frequent meetings and visitor exposure | Higher presentation and hygiene expectations |
| Industry Type | What Drives Higher Frequency | Typical Focus Areas |
|---|---|---|
| Medical Offices | Elevated hygiene standards and steady visitor flow | Reception, waiting areas, washrooms, consultation rooms, touchpoints |
| Legal Firms | Client-facing meetings and reputation management | Reception areas, meeting rooms, executive offices |
| Corporate HQs | High staff density and regular events | Breakout spaces, kitchens, boardrooms, entrances |
| Shared Office Buildings | Multi-tenant usage and communal facilities | Lifts, shared kitchens, washrooms, corridors |
| Local Office Buildings & Serviced Spaces | Rotating tenants and shared amenities | Entrances, shared reception, communal facilities |
| KPI Area | Target | Frequency | Action Threshold |
|---|---|---|---|
| Washroom hygiene score | 90 to 95 percent | Weekly | below 85 percent |
| High touch surface checks | 95 percent pass | Weekly | below 90 percent |
| Consumables availability | 98 percent | Daily | below 95 percent |
| Issue response time | 2 to 4 hours | Per issue | over 6 hours |
| Audit compliance score | 90 percent | Monthly | below 85 percent |
| Area | What Must Happen | How It Is Measured |
|---|---|---|
| EMS | Environmental targets linked to cleaning activity | Targets reviewed monthly, responsibility assigned, corrective actions recorded |
| Chemicals | Use concentrates with controlled dilution | Chemical usage logged monthly (litres) |
| Dosing | Prevent overuse through calibrated systems | Dilution ratios defined and dosing checks documented |
| Microfibre | Reduce chemical reliance through mechanical cleaning | Laundering schedules and replacement cycles recorded |
| Water | Avoid excessive use during cleaning | Water use monitored and supervisor checks recorded |
| Consumables | Control soap, paper, and liner use | Monthly usage report with stock reconciliation |
| Plastic | Reduce single-use packaging through refill systems | Plastic reduction targets set and reviewed annually |
| Waste | Separate waste by stream at source | Waste volumes tracked monthly by stream |
| Documentation | Maintain lawful waste records | Transfer notes retained in line with duty of care requirements |
| Training | Staff trained in procedures and controls | Training records maintained and refresher dates logged |
| Reporting | Review environmental performance regularly | Monthly sustainability report issued and retained |
| Control Area | What Must Be Implemented | What Must Be Recorded |
|---|---|---|
| Concentrated chemicals | Use concentrated formulations instead of ready-to-use products | Monthly concentrate usage logged in litres |
| Dosing control systems | Use fixed or closed-loop dosing equipment | Defined dilution ratios and calibration records retained |
| Dilution control | Apply pre-set dilution standards and clear preparation methods | Dilution ratios documented and supervisor checks recorded |
| On-site chemical documentation | Maintain current chemical records on site | Chemical register, SDS available, and COSHH assessments for active products |
| Monthly usage reconciliation | Review chemical consumption against supply levels | Reconciliation of ordered volumes and site usage, with variances recorded |
| Area | Traditional Cleaning | Sustainable Cleaning |
|---|---|---|
| Chemicals | Ready-to-use products | Concentrates with dosing control |
| Monitoring | Limited tracking | Monthly usage reporting |
| Waste | Basic removal | Segregation with data reporting |
| Consumables | Replenishment only | Usage reconciliation |
| Compliance | Reactive | Documented and audited |
| KPI | Unit | Frequency |
|---|---|---|
| Chemical concentrate used | Litres | Monthly |
| Consumables used | Units | Monthly |
| Waste volumes by stream | Kilograms | Monthly |
| Recycling rate | Percentage | Monthly |
| Plastic reduction progress | Percentage against target | Monthly |
| Staff training completion | Percentage | Monthly |
| Audit compliance score | Percentage | Monthly |
| Criteria | Weighting |
|---|---|
| Environmental management | 20% |
| Chemical control and dilution | 15% |
| Waste compliance and segregation | 15% |
| Consumables and plastic reduction | 10% |
| Reporting and data quality | 15% |
| Training and staff competence | 10% |
| Commercial proposal | 15% |
| Office Size | Low Occupancy | Medium Occupancy | High Occupancy |
|---|---|---|---|
| Small | Daytime | Daytime | Hybrid |
| Medium | Daytime | Hybrid | Night |
| Large | Hybrid | Night | Night |
| Office Size | London | Cambridge | Manchester | Birmingham/Bristol |
|---|---|---|---|---|
| Small | £800–£1,500 | £600–£1,200 | £500–£1,000 | £500–£1,000 |
| Medium | £1,500–£3,000 | £1,200–£2,400 | £1,000–£2,000 | £1,000–£2,000 |
| Large | £3,000–£5,500 | £2,400–£4,500 | £2,000–£3,800 | £2,000–£3,800 |
| Enterprise | £5,500+ | £4,500+ | £3,800+ | £3,800+ |
| Floor Type | Low Traffic | Medium Traffic | High Traffic |
|---|---|---|---|
| Vinyl / LVT | Weekly scrub | 2–3 times per week | Daily scrub |
| Marble / Stone | Weekly clean | Weekly + monthly polish | Frequent polishing |
| Safety Flooring | Weekly scrub | 2–3 times per week | Daily mechanical scrub |
| Resin / Epoxy | Weekly machine clean | 2–3 times per week | Daily cleaning |
| Document | Purpose |
|---|---|
| Risk assessment | Identifies hazards specific to your lab type and ISO class |
| Method statement (RAMS) | Step-by-step safe cleaning procedure for each area |
| COSHH assessment | For each cleaning product used on site |
| Safety data sheets (SDS) | Manufacturer-provided chemical hazard information |
| Training records | Evidence of COSHH, GMP, or cleanroom training for each operative |
| Metric | Target | Method |
|---|---|---|
| ATP pass rate | ≥95% | Weekly swabs of 10+ surfaces |
| Particle counts | Within ISO class | Monthly monitoring |
| Audit score | ≥90% | Monthly scored inspection |
| Corrective action closure | ≤48 hours | Track from identification to resolution |
| Facility Type | Typical Monthly Cost | Key Cost Drivers |
|---|---|---|
| GP Surgery | £1,500 – £4,000 | Patient volume, clinical rooms, cleaning frequency |
| Dental Practice | £800 to £2,500 | Chair-side cleaning, surgery deep cleans, patient turnover |
| Care Home | £3,000 – £10,000+ | Resident care needs, communal areas, high-frequency cleaning |
| Frequency | Scope |
|---|---|
| Daily | Core hygiene across classrooms, toilets, dining areas, corridors |
| Weekly | Window ledges, skirting boards, high-level dusting, deep toilet cleans |
| Half-term | Carpet cleaning, floor restoration, kitchen deep clean |
| End of term | Full-site reset, outdoor areas, specialist treatments |
| Holiday programmes | Window cleaning, deep disinfection, fabric cleaning |
| KPI | Target | Frequency |
|---|---|---|
| Cleaning Audit Score | 90%+ | Weekly |
| Complaints | Decreasing trend | Monthly |
| Staff Attendance | Full coverage | Daily |
| Site Type | Typical Monthly Range |
|---|---|
| Small office (low footfall) | £300 – £800 |
| Medium office | £800 – £2,000 |
| Large office or multi-floor site | £2,000 – £5,000+ |
| Warehouse or industrial site | £1,000 – £4,000+ |
| Retail or customer-facing space | £1,200 – £3,500+ |
| Building Type | Typical Cost Drivers | Examples |
|---|---|---|
| Offices | Staff density, meeting rooms, washrooms, kitchens, layout | Daily-use office with shared desks, multiple meeting rooms, and staff kitchens |
| Warehouses | Floor area, dust levels, loading bays, welfare areas | Large open storage space with loading bays and on-site washrooms |
| Retail | Footfall, touchpoints, presentation standards, access hours | Customer-facing site cleaned early morning or late evening |
| Regulated environments (high-level) | Restricted access, procedures, supervision | Secure site with controlled entry and defined cleaning zones |
| Pricing Model | How Pricing Works | Best Suited For |
|---|---|---|
| Fixed monthly contracts | One set monthly fee for agreed routine cleaning | Stable budgets and predictable costs |
| Frequency-based pricing | Cost changes with cleaning frequency | Sites with changing usage |
| Variable scope pricing | Routine cleaning priced separately from specialist tasks | Keeping regular costs controlled |
| Aspect | Cleaning | Disinfection |
|---|---|---|
| Purpose | Removes visible dirt and organic matter | Reduces microorganisms on clean surfaces |
| Method | Detergent and water | Approved chemical disinfectants |
| When applied | First step in all areas | After cleaning, in higher-risk zones and on high-touch points |
| Role in standards | Prepares surfaces for safe use | Supports risk control under NHS cleanliness standards |
| Audit focus | Task completion and frequency | Correct product use, contact time, and COSHH control |
| Zone | Daily | Weekly | Periodic |
|---|---|---|---|
| High risk (Treatment, surgery, decontamination, clinical waste) | Surfaces, high-touch points, sinks, floors, waste | Doors, skirtings, vents | High-level areas, ventilation, hand-hygiene stations |
| Medium risk (Consulting, waiting, staff rooms, washrooms) | Desks, chairs, touchpoints, toilets, floors | Glass, seating, vents | High-level dusting, behind fixtures |
| Low risk (Offices, corridors, admin, meeting rooms) | Floors, bins, shared touchpoints | Skirtings, frames, glass | High-level dusting, storage areas |
| Control Area | Requirement | Evidence for Audits |
|---|---|---|
| SDS (Safety Data Sheets) | Current SDS for every product, accessible on site | SDS file or digital access for all chemicals |
| Storage | Locked, labelled, ventilated cupboards | Dedicated chemical storage with warning labels |
| Chemical segregation | Incompatible products stored separately | Segregation chart and cupboard layout |
| PPE | Gloves, eye protection, aprons as defined by risk assessment | PPE issue records and training logs |
| Ventilation | Adequate airflow in storage and use areas | Ventilated cupboards, sluice rooms, washrooms |
| Method | Average Drying Time | Best Use Case |
|---|---|---|
| Extraction | 4–8 hours | Deep cleaning, heavy soiling |
| Low-moisture cleaning | 1–2 hours | Maintenance, low disruption |
| Spot treatment | 30–60 minutes | Localised stains |
| Stain protector | Adds ~30 minutes | High-traffic zones |
| Feature / Aspect | Contract Cleaning | Ad Hoc Cleaning |
|---|---|---|
| Scope & Tasks | Every zone, task, and frequency is clearly written down | Tasks are informal and expand over time |
| SLA & Standards | Teams follow a defined SLA; KPIs maintain consistent standards | No SLA; standards vary by cleaner |
| Performance Tracking | Audits track performance regularly | No formal audits; missed tasks go unnoticed |
| Escalation & Responsibility | Defined escalation process; clear roles and timelines | Responsibility unclear; disputes can arise |
| Procurement & Quotes | Enables like-for-like comparison between suppliers | Hard to compare quotes fairly; each arrangement differs. For more on standards and delivery, see our contract cleaning overview |
| Area | Daily | Weekly | Monthly / Periodic |
|---|---|---|---|
| High-touch points | Door handles, switches | — | — |
| Washrooms | Toilets, sinks, floors | Descaling | Vents, high areas |
| Kitchens | Worktops, bins | Appliances | Cupboards, behind units |
| Open offices | Floors, bins | Skirting | High-level dusting |
| Meeting rooms | Tables, touchpoints | Glass | AV surrounds |
| Stairs & lifts | Floors, handrails | Wall edges | High areas |
| Area | Contract Cleaning | Deep Cleaning |
|---|---|---|
| Purpose | Maintain agreed cleanliness standards | Reset cleanliness beyond routine tasks |
| Frequency | Ongoing (daily, weekly, scheduled visits) | One-off or periodic |
| Scope | Visible surfaces and routine duties | High-touch points, hidden buildup, detailed zones |
| Time per visit | Fixed and limited | Extended and planned |
| Access | Standard access only | May require moved furniture or restricted access |
| Scheduling | During normal cleaning windows | Often out of hours or phased |
| Documentation | Task list and visit log | Zone checklist and completion sign-off |