Define what needs cleaning in each office area
Walk through reception, work areas, meeting rooms, kitchens and washrooms. Include stairs and shared circulation areas, together with any rooms that have limited access. Different surfaces and levels of use may call for different tasks or frequencies.
Be specific about the work you expect. Cleaning accessible desk surfaces is different from moving papers or handling equipment. Cleaning a kitchen worktop is different from emptying a fridge. Agree those boundaries before the first visit.
- Reception, meeting rooms and shared office spaces
- Accessible desks, floors and bins
- Staff kitchens, washrooms and communal facilities
Match the schedule to how your workplace is used
Share your opening hours and explain how occupancy varies. Hybrid working, meetings and visitors can change which rooms are used most often. A suitable routine should reflect that pattern rather than applying the same frequency to every space.
Consider which tasks can happen while people are working and which require a quieter period. Tell us about noise restrictions, rooms booked throughout the day and any drying time or access limitations that need to be allowed for.
Prepare access and a straightforward handover
Before cleaning starts, explain keys, passes, alarms and the areas the team is permitted to enter. Share sensitive access instructions through your agreed secure process. Identify the person to contact if entry arrangements change or a room is unavailable.
Confirm equipment storage, water and power access, waste collection points and responsibility for washroom supplies. Let colleagues know when cleaning takes place and how to leave accessible surfaces clear, with confidential papers and personal belongings secured appropriately.
Keep the specification useful as your office changes
An office cleaning specification should describe the actual work. Record which tasks happen at each visit and which are periodic, then use it when raising a question or reviewing a change. A room, surface and specific task are more useful than a general request to improve the cleaning.
If the office already needs a deeper clean, discuss that separately from the routine schedule. When requesting a quote, provide your location, approximate size, rooms in use, preferred frequency and intended start arrangements. This gives us a practical basis for discussing the service.