A cleaning contract is a document, not a handshake. This page sets out the mechanics: how the agreement starts, what goes into the scope of work, what service levels we commit to, how performance is measured and reported back to you, how the scope is varied mid-term, and what the exit terms are. Contracts run month-to-month with 30 days written notice — there is no lock-in period and no exit fee.
See rates and inclusions on the main Sydney commercial cleaning page.
Nothing is binding until the agreement is signed, and the agreement is not drafted until the scope is agreed. That order matters, because a quote produced without a site walk is a guess, and a guess is what gets renegotiated three months in. The sequence below is the one we run on every new commercial account, from a single tenancy to a multi-site portfolio.
A supervisor attends, measures the cleanable area, counts amenities and kitchens, and records access constraints — after-hours entry, alarm systems, lift bookings, dock times, secure or clinical areas that need separate handling.
Every area is listed with its tasks and the frequency each task runs at. Periodic items are separated from the recurring base so they do not silently inflate the standing rate.
Priced against the scope, not against a guess at hours. The quote states the periodic amount, what is included, and what sits outside as a separately priced item.
Terms signed, insurance certificates and police clearances provided, keys and access credentials issued and logged, site rules and emergency procedures walked through with the crew.
A supervisor attends the first visits with the crew until the scope is being run from memory rather than from paper. Any gap between the written scope and the real site is corrected at this point, in writing.
Free on-site assessment. Written quote within 24 hours.
Two cleaning quotes for the same building can differ by a wide margin and both be honest — because they are not describing the same job. The scope of work is what makes them comparable. It states, area by area, which tasks are performed and how often, so that a lower price is visibly a shorter scope rather than a better rate. Before comparing any two numbers, put the two scope documents side by side.
A workable scope has four parts. An area schedule listing every space by name and approximate size. A task matrix mapping each task against each area with a stated frequency. An exclusions list naming what is deliberately not covered — external windows above ground level, clinical waste disposal, tenant-owned equipment. And a consumables clause saying who supplies and who restocks hand towel, soap, bin liners and sanitary services, because that is the item most often assumed rather than agreed.
Once signed, the scope is the reference for everything downstream: the audit walks it, the invoice reconciles to it, and any variation amends it. That is the whole mechanism — there is no separate quality system sitting behind it.
The service level agreement turns the scope into commitments that can be measured. Four of them, each with a stated response, so that a complaint has a defined path rather than becoming a phone call to whoever answers.
The crew arrives within the agreed window on every scheduled visit. Attendance is logged per visit and reported against the schedule.
A defect you raise is acknowledged the next business day, with a named person owning it through to closure.
An agreed defect is corrected at the next scheduled visit at no charge — or sooner where it is a hygiene or safety matter.
A supervisor audit at an agreed interval, walking the same areas in the same order, scoring each scope line complete, partial or missed, with photographs on anything disputed.
For a multi-site account the same audit format is consolidated into a single report so a facilities manager reviews every site on one page instead of chasing each one individually. Where reporting is being used to manage a portfolio rather than a single tenancy, the account structure that supports it is covered on our corporate cleaning page.
Sites change. A floor is added, a tenancy is handed back, headcount doubles, a periodic item is no longer needed. Each of those is a written variation: it amends the scope document, is repriced against the same rate structure rather than renegotiated from scratch, and takes effect from an agreed date. Keeping variations in writing is what allows the audit and the invoice to keep reconciling against one current version of the scope.
Exit is deliberately simple. Thirty days written notice, service runs to the end of that period, and on the final visit all keys, access cards, alarm codes and client-supplied equipment are returned and signed for while our access credentials are revoked. There is no minimum term, no exit fee and no automatic rollover. If an incoming provider needs the scope document to price a takeover, we release it to you on request — the document belongs to the site, not to us.
Five steps, and none of them commit you until the last one. First a site walk, where a supervisor measures the areas, counts the amenities and notes access constraints. Second a draft scope of work listing every area, every task and the frequency each task runs at. Third a written fixed-price quote built against that scope. Fourth an agreement and an induction — keys, alarm codes, site rules, insurance certificates exchanged. Fifth a start date, with a supervisor present on the first two or three visits until the crew has the run down.
The scope of work is the contract. It lists each area of your premises, the tasks performed in it, and how often each task runs — daily, weekly, monthly, quarterly. Anything not on it is not being cleaned, and anything on it is billable if it is skipped. It matters because it is the only way to compare two quotes honestly: a cheaper price usually means a shorter scope, not a better rate. Ask for the scope before you compare the numbers.
The service level agreement covers four things: attendance, response, rectification and reporting. Attendance means the crew arrives within the agreed window on every scheduled visit. Response means a defect raised by you is acknowledged the next business day. Rectification means an agreed defect is corrected at the next scheduled visit at no charge, or sooner if it is a hygiene issue. Reporting means a documented supervisor audit at an agreed interval, shared with you.
Against the scope document, not against opinion. A supervisor audit walks the same areas in the same order and scores each line as complete, partial or missed, with photographs for anything disputed. Attendance is logged per visit. Defects are logged with the date raised and the date closed. For multi-site accounts the same format is consolidated so a facilities manager sees every site on one page rather than chasing each one separately.
No. Contracts are month-to-month with 30 days written notice to cancel, as published on our pricing page. There is no minimum term, no exit fee and no automatic rollover into a longer term. Scope can be increased or reduced during the agreement by written variation, which is repriced against the same rate structure rather than renegotiated from scratch.
Give 30 days written notice and the service runs to the end of that period. On the final visit all keys, access cards, alarm codes and any client-supplied equipment are returned and signed for, and access credentials are revoked from our side. Consumables stock left on site remains yours if you paid for it. If an incoming provider needs the scope document to price a takeover, we will release it to you on request.
Pro Clean Corp publishes a band of between $30 and $50 per hour, with ongoing contracts at the lower end and one-off work at the upper end. Contract pricing is quoted as a fixed periodic amount built from that band against the hours the scope requires, so the invoice does not move unless the scope does. Floor area, frequency, number of amenities, after-hours access and compliance requirements are what determine where inside the band a site lands.
Yes, by written variation. Add a floor, take on a new tenancy, drop a periodic item or move from four visits a week to five, and the variation is priced against the same rate structure and attached to the original scope document. The point of doing it in writing is that the audit and the invoice both continue to reconcile against a single current version of the scope.
Work out which services belong in your scope on the full service index, then check them against the rates and inclusions published for Sydney. If you are running a formal tender rather than a direct engagement, the compliance pack is set out on our contractor and procurement page.
Book a free site walk and we will draft the scope of work first, then quote against it. Month-to-month, 30 days notice, no lock-in.
