Is Your Cleaning Contract Still Fit for Purpose? Seven Signs It Needs Reviewing

A commercial cleaning contract should make workplace hygiene easier to manage. You should be able to arrive each morning confident that washrooms are clean, bins have been emptied and shared spaces are ready for staff and visitors.

Unfortunately, cleaning requirements can change while the original contract remains the same. Your team may have grown, working patterns may have shifted, or parts of the building may now receive far more use than they did when the agreement began.

In other cases, standards have slipped.

If you are experiencing a poor office cleaning service, reviewing the contract can help establish whether the problem lies with the schedule, the agreed specification or the cleaning company itself. Here are seven signs that it may be time to update the agreement—or consider changing your commercial cleaning provider.

1. The Same Tasks Are Regularly Missed

An occasional oversight can happen, but recurring missed tasks suggest a wider problem.

You may notice bins left full, dust gathering beneath desks or washroom supplies not being replenished. Kitchens and breakrooms may appear acceptable at first glance while high-touch surfaces, appliances and floor edges are repeatedly overlooked.

A professional cleaning contract should state:

Which rooms are included
What must be cleaned in each area
How frequently each task will be completed
Which periodic jobs are required
Who monitors the standard of work

When the written specification is clear, but tasks are still missed, the provider should investigate and put corrective measures in place.

2. Complaints Are Becoming More Frequent

Comments from employees should not automatically be dismissed as personal preference.

Repeated complaints about smells, dirty toilets, sticky kitchen surfaces or overflowing waste bins can indicate that the current service is no longer meeting the building’s needs. These problems can also affect staff morale and the impression made on visitors.

Record complaints rather than dealing with each one informally. Patterns may reveal that a particular room, shift or task requires additional time.

A responsive provider should be willing to review the schedule and recommend practical changes rather than waiting for the situation to worsen.

3. Your Workplace Has Changed

Many cleaning contracts are created around how a building was used at one particular time.

Since then, your business may have:

Recruited more employees
Introduced hybrid working
Opened additional rooms
Increased customer visits
Changed its operating hours
Installed new flooring or furniture
Added shared kitchens or breakout areas
Begun hosting regular events

A smaller number of employees attending every day may reduce cleaning needs in some areas. However, hybrid working can also create sudden peaks in occupancy, with meeting rooms, kitchens and washrooms becoming especially busy on certain days.

Commercial cleaning should adapt to the way the workplace is currently used. BFA Cleaning creates tailored cleaning schedules that can be arranged daily, weekly or according to individual operational requirements, including early-morning, evening and weekend attendance.

4. Communication Is Slow or Unclear

Even a well-written cleaning specification needs active management.

You should know who to contact when a problem arises, how quickly concerns will be addressed and who checks that agreed standards are being maintained.

Warning signs include:

Emails repeatedly going unanswered
Different people giving conflicting information
No clear account manager
Problems being acknowledged but not resolved
Staffing changes without explanation
Little or no follow-up after complaints

Cleaning is an ongoing service, not a one-off transaction. Direct communication with a knowledgeable account contact can make it easier to adapt the service, arrange additional work and resolve quality concerns.

BFA Cleaning emphasises dedicated account management, direct client communication and cleaning plans adapted to each organisation’s premises and schedule.

5. Periodic Cleaning Has Been Forgotten

Daily cleaning deals with visible, recurring tasks, but workplaces also require less frequent specialist attention.

Carpets may gradually become marked, hard floors can lose their finish and dirt can build up on windows, upholstery and difficult-to-reach surfaces. These areas may not look severely dirty from one day to the next, but their condition declines over time.

A complete contract may need to include or schedule:

Carpet cleaning
Hard-floor polishing and maintenance
Internal and external window cleaning
Deep cleaning
Washroom hygiene services
Upholstery cleaning
High-level dusting
Post-event cleaning
Additional sanitisation

BFA’s commercial contract services can combine regular office cleaning with deep cleaning, carpet care, window cleaning, washroom hygiene and floor maintenance.

When these tasks are absent from the current agreement, ask whether they can be added as planned periodic services.

6. You Cannot See What You Are Paying For

A commercial cleaning contract should give you a clear understanding of the service being delivered.

If invoices are difficult to interpret or you are unsure how many hours are being worked, which products are supplied or whether periodic tasks are included, the contract deserves closer attention.

A review should clarify:

Cleaning hours and attendance frequency
Areas and tasks included
Supervision and quality checks
Equipment and product provision
Consumable and hygiene supplies
Specialist services
Additional-work rates
Notice periods
Procedures for reporting problems

The cheapest quotation is not always the best value. However, a higher fee should be supported by reliable staffing, effective management and consistently strong results.

7. Problems Continue After You Have Raised Them

A good provider should welcome constructive feedback and act on it.

If you have clearly explained the problem, allowed time for corrective action and still see the same shortcomings, the working relationship may no longer be effective.

Before deciding to change commercial cleaning company, arrange a formal review meeting. Bring photographs, complaint records and the current cleaning specification. Agree measurable improvements and a realistic review date.

If standards remain inconsistent, begin comparing alternative providers. Look for a cleaning company that will survey the premises, discuss how each area is used and create a detailed plan rather than offering a generic package.

How to Review a Cleaning Contract Properly

Start with a walk-through of the building at different times of day.

Pay particular attention to entrances, washrooms, kitchens, meeting rooms, flooring and high-touch areas. Speak to employees who regularly use the premises and identify where standards or cleaning frequencies need to improve.

Then compare your findings with the existing contract.

Ask:

Does the specification reflect current occupancy?
Are high-traffic areas cleaned frequently enough?
Are responsibilities clearly defined?
Is periodic cleaning included?
Are quality-control procedures working?
Does the current schedule minimise disruption?
Is the service still providing value?

The aim is not necessarily to add more cleaning hours. A better schedule may redistribute time towards the busiest spaces and reduce unnecessary work in rooms that are rarely occupied.

What Should a Good Commercial Cleaning Provider Offer?

A dependable cleaning partner should provide more than cleaners and equipment.

Look for:

A tailored cleaning plan
Trained and properly vetted staff
Reliable supervision
Clear account management
Flexible scheduling
Appropriate insurance
Safe, effective products
Documented quality controls
Specialist cleaning when required
A simple process for raising concerns

Environmental practices may also influence your decision. BFA Cleaning uses bio-based products and steam cleaning across much of its work and currently describes its operations as 67% chemical-free. Its staff are DBS checked, while the company carries public and employers’ liability insurance.

Is It Time to Change Your Cleaning Company?

Not every concern requires a new provider. A contract review may reveal that the cleaning team is following an outdated specification that needs to be adjusted.

However, persistent missed tasks, poor communication and repeated failures to improve are strong reasons to explore other options.

BFA Cleaning provides tailored contract and office cleaning services for businesses, schools, retail premises, healthcare environments and industrial sites across London and Surrey. Its services can include regular workplace cleaning, washroom hygiene, carpet and floor care, window cleaning, deep cleaning and additional specialist support.

If your current cleaning contract no longer reflects your workplace—or the results are falling below expectations—contact BFA Cleaning to arrange a free consultation and site survey. The team can review your requirements and create a flexible cleaning plan designed around your premises, schedule and expected standards.