How To Choose A Commercial Cleaning Company
Opening Summary
Choosing a commercial cleaning company means evaluating licensed, insured providers who offer the right services for your facility’s needs, industry requirements, and budget. It matters because cleanliness directly impacts employee health, customer perception, regulatory compliance, and facility longevity. The most important takeaway: never choose based on price alone—the cheapest contract often delivers inconsistent staffing, inadequate scope, and poor outcomes that cost 15–30% more in the long run.
This article will show you how to assess your cleaning needs, verify credentials (licensing, insurance, certifications like ISSA CIMS, OSHA, IICRC), evaluate service scope, check references and reviews, compare detailed quotes, understand quality-control systems, and avoid common mistakes. You’ll learn what questions to ask before hiring, how to spot red flags, and why an experienced commercial cleaning professional helps you succeed. Whether you’re a small office manager hiring your first janitorial service or a facility director managing multiple buildings, expert guidance ensures you get reliable, high-quality cleaning without overspending.
What Is Choosing a Commercial Cleaning Company and How Does It Work?
Choosing a commercial cleaning company is the process of selecting a qualified janitorial service provider to maintain your facility’s cleanliness, safety, and compliance. Unlike residential cleaning, commercial cleaning follows industry standards, often requires after-hours service, and must meet regulatory requirements for health and safety.
Key roles involved:
| Role | Responsibility |
|---|---|
| Facility Manager/Decision-Maker | Defines needs, requests quotes, evaluates providers, signs contract |
| Commercial Cleaning Company | Provides staff, equipment, supplies; executes cleaning per scope |
| Quality Control Supervisor | From cleaning company; oversees performance, handles issues |
Governing rules and industry standards:
- OSHA: Workplace safety, chemical handling, PPE requirements
- EPA: Environmental compliance, EPA-registered disinfectants
- ISSA CIMS: Cleaning Industry Management Standard certification
- IICRC: Institute of Inspection, Cleaning and Restoration Certification[
- GBAC STAR: Infection prevention accreditation
- Green Seal: Environmental cleaning standards
Common variations:
- Routine Janitorial: Daily/weekly cleaning—trash, vacuuming, restrooms
- Deep Cleaning: Quarterly/annual—carpet shampooing, floor waxing, high-dusting
- Specialized Services: Medical disinfection, post-construction, industrial cleaning
General process flow:
- Assess needs: Measure facility, count restrooms, determine frequency based on industry
- Research providers: Find companies with strong reviews, industry experience, transparent pricing
- Request quotes: Get 3+ detailed proposals with service breakdowns
- Verify credentials: Check licensing, insurance, bonding, certifications
- Interview candidates: Ask about training, quality control, staffing consistency
- Compare & select: Evaluate value—not just price—scope, credentials, communication
- Sign contract: Review terms, cancellation policy, guarantees
- Monitor performance: Regular reviews, feedback, quality checks
What’s included vs. not included:
| Typically Included | Typically Not Included (Add-On) |
|---|---|
| Trash removal, vacuuming, restroom cleaning | Carpet shampooing, floor waxing |
| Surface disinfection, supply replenishment | Window washing, post-construction cleanup |
| Daily/weekly routine janitorial | Eco-friendly options (may be add-on) |
Real-world example: A medical office needs daily cleaning with high-touch disinfection, while a retail store needs weekly cleaning focusing on entrances and displays. Choosing the right company means matching their industry experience to your specific needs.
10 Key Things to Know About Choosing a Commercial Cleaning Company
1. Reputation and Experience Are the Most Reliable Indicators
What it is: The company’s track record—online reviews, testimonials, case studies, years in business, and experience with similar businesses.
Why it matters: A company’s reputation reflects service quality, reliability, and customer satisfaction. Experienced cleaners handle cleaning challenges more effectively.
Real-world consequence: A company with 5+ years in business and 100+ positive Google reviews is far more reliable than one with no history. Hiring an unestablished company risks inconsistent staffing, inadequate training, and poor outcomes.
How to handle it: Check:
- Online reviews: Google, Yelp, Better Business Bureau
- Testimonials: From businesses similar to yours
- Years in business: At least 3–5 years for stability
- Industry experience: Medical, retail, industrial, office—match to your type
Ask: “How many years have you been in business? What accounts do you service similar to mine?”
2. Licensing, Insurance, and Bonding Are Non-Negotiable
What it is: Legal credentials protecting you from liability—general liability insurance, workers’ compensation, bonding for employee-related risks.
Why it matters: Without insurance, you’re liable if a cleaner is injured on your property or damages your equipment. Licensing ensures legal operation; bonding protects against theft.
Real-world consequence: Hiring an uninsured company could cost you $10,000–$50,000 if a cleaner falls and injures themselves on your property. Many businesses skip this check, then face massive liability.
How to handle it: Request:
- Certificate of Insurance: From their agent, sent directly to you
- General liability insurance: Minimum $1 million coverage
- Workers’ compensation: For all employees
- Bonding: For employee theft protection
Verify by checking the state’s website or contacting the insurance provider directly. Never sign a contract without proof.
3. Staff Training and Screening Standards Determine Quality
What it is: How the company screens, hires, and trains cleaning staff—background checks, OSHA training, cleaning technique certification.
Why it matters: Trustworthy, reliable, properly trained staff deliver consistent quality. Poor screening risks theft, damage, or unsafe cleaning practices.
Real-world consequence: A company without background checks might hire someone who steals from your office. Untrained staff may use wrong chemicals, damaging floors or surfaces.
How to handle it: Ask:
- “How do you screen employees?” Background checks? Reference checks?
- “What training do employees receive?” OSHA 10-hour? Cleaning technique certification?
- “Are cleaners certified?” ISSA, IICRC, or other industry certifications
- “Will the same cleaner maintain my facility?” Consistency matters for quality
Look for companies requiring OSHA 10-hour training for janitorial staff and documented training before placement.
4. Comprehensive Service Scope Matches Your Needs
What it is: The full range of services offered—routine janitorial, deep cleaning, specialized services, eco-friendly options.
Why it matters: A company offering only basic vacuuming and trash removal won’t meet medical facility disinfection needs. Match services to your industry requirements.
Real-world consequence: Hiring a company that doesn’t offer carpet shampooing means you’ll need a separate provider, adding cost and coordination hassle. Limited scope leads to gaps in cleanliness.
How to handle it: Ask about:
- Daily/routine janitorial: Trash, vacuuming, restrooms, surface cleaning
- Deep cleaning: High-dusting, floor care, carpet shampooing
- Specialized services: Medical disinfection, post-construction, industrial
- Eco-friendly options: Green cleaning products and equipment
Get a detailed list of services with check-offs for completed tasks. Ensure they offer customized cleaning plans tailored to your facility.
5. Quality-Control Systems Prevent Performance Issues
What it is: The company’s method for monitoring cleaning quality—supervisors, checklists, inspections, customer feedback loops.
Why it matters: Without quality control, cleaning standards drift over time. Regular oversight ensures consistency and quick issue resolution.
Real-world consequence: A company without quality control might skip restrooms for weeks before you notice. Poor oversight leads to complaints, dissatisfaction, and contract termination.
How to handle it: Ask:
- “Do you have a quality-control system?” Supervisors, inspections, checklists
- “How do you monitor performance?” Regular walkthroughs? Customer surveys?
- “Who is my point of contact?” Dedicated supervisor for issues
- “How quickly do you respond to complaints?” Response time expectations
Look for companies providing detailed service lists with check-offs for each completed task. Regular performance reviews and feedback ensure needs are met.
6. Customized Cleaning Plans Fit Your Facility
What it is: Tailored cleaning schedules and scopes based on your facility’s size, traffic, industry, and specific concerns.
Why it matters: A one-size-fits-all plan won’t address high-traffic entrances, sensitive equipment, or industry-specific needs like medical disinfection.
Real-world consequence: Generic plans miss critical areas. A retail store with heavy entrance traffic needs daily mat cleaning, but a generic plan might only clean weekly.
How to handle it: Ask:
- “Do you provide customized cleaning plans?” Tailored to your needs
- “Can you walk through my facility?” On-site assessment for accurate scoping
- “What areas do you focus on?” High-traffic zones, restrooms, sensitive equipment
- “Is scheduling flexible?” Around business hours, after-hours options
Provide a list of all areas needing cleaning and particular concerns (high-traffic, sensitive equipment).
7. Transparent Pricing Prevents Hidden Fees
What it is: Clear cost breakdowns showing what’s included—services, frequency, supplies, equipment, overtime, special requests.
Why it matters: Prices that seem too good to be true often hide fees for supplies, overtime, or add-ons. Transparent pricing protects from surprises.
Real-world consequence: A $1,000/month quote might become $1,400/month once supplies ($200), overtime ($150), and special requests ($50) are added. Hidden fees cost 15–30% more.
How to handle it: Request:
- Detailed proposal: Breakdown of services, frequency, materials included
- What’s included in base rate: Supplies? Equipment? Labor?
- What costs extra: Overtime, special requests, add-on services
- Contract terms: Duration, cancellation policy, guarantees
Get written estimates before signing. Avoid prices significantly below market averages ($0.10/sq. ft. or $30/hour).
8. Communication and Customer Support Are Critical
What it is: How the company communicates with clients—dedicated contact, response time, update, preferred channels.
Why it matters: Poor communication leads to unresolved issues, frustration, and contract problems. Clear communication ensures expectations are met.
Real-world consequence: A company without a dedicated contact might take 2–3 days to respond to urgent requests. Poor communication causes missed cleanings, dissatisfaction, and disputes.
How to handle it: Ask:
- “Will I have a dedicated point of contact?” Name and contact info
- “How quickly can you respond to urgent requests?” Response time expectations
- “What communication channels do you use?” Email, phone, in-person meetings
- “How often do you provide updates?” Weekly? Monthly reports?
Be clear about your expectations—update frequency and preferred channels. Gauge communication skills during the hiring process.
9. Sustainability Practices Matter for Many Businesses
What it is: Eco-friendly cleaning products, equipment, and waste-disposal practices aligned with Green Seal or LEED standards.
Why it matters: Green cleaning reduces environmental impact, improves occupant health, and may be required for LEED-certified facilities.
Real-world consequence: Using non-eco-friendly chemicals in a LEED facility violates certification requirements. Poor sustainability practices harm brand reputation for environmentally conscious businesses.
How to handle it: Ask about:
- Eco-friendly products: Green Seal-certified cleaners
- Eco-friendly equipment: Energy-efficient vacuums, buffers
- Waste disposal: Proper chemical disposal procedures
- Certifications: Green Seal, LEED alignment
Many businesses prioritize eco-friendly options despite 10–20% higher cost for health and environmental reasons.
10. Partnership Approach Ensures Long-Term Success
What it is: A company treating cleaning as a partnership—proactive communication, customized solutions, ongoing support, long-term focus.
Why it matters: A partnership approach means the company invests in your success, not just completing tasks. They address both immediate and long-term needs.
Real-world consequence: A transactional provider might clean per contract but ignore emerging needs (new equipment, seasonal spikes). A partnership provider anticipates issues and offers solutions.
How to handle it: Look for:
- Proactive strategies: Suggesting improvements, seasonal planning
- Long-term focus: Addressing future needs, not just current contract
- Willingness to adapt: Adjusting scope as needs change
- Customer satisfaction: Happy to share testimonials, case studies
Choose a company that treats cleaning as a collaborative relationship, not just a service.
The Real Cost of Getting Choosing Wrong
Financial costs: Choosing the wrong company leads to contract changes mid-year, paying premium rates for add-ons, or switching providers. The cheapest contract often costs 15–30% more due to inconsistent staffing and inadequate scope. Liability from uninsured cleaners can cost $10,000–$50,000.
Time costs: Re-negotiating contracts, searching for new providers, and managing disputes takes 2–4 weeks per incident, diverting staff from core work.
Emotional/relational costs: Inconsistent cleaning frustrates employees and customers. Poor cleanliness impacts morale and damages client relationships.
Long-term consequences: Skipping proper vetting leads to theft, equipment damage, or safety violations. Neglected cleaning accelerates facility wear, requiring costly replacements.
Most costs are avoidable: Proper planning—researching thoroughly, verifying credentials, comparing value over price, and choosing partnership providers—prevents 80%+ of problems.
How an Experienced Commercial Cleaning Professional Helps You Succeed
An experienced commercial cleaning professional provides:
- Guidance through every step: From needs assessment to quote comparison to contract negotiation
- Proper preparation: Accurate facility measurement, frequency planning, service prioritization
- Risk management: Verifying credentials, ensuring compliance, planning contingencies
- Dispute resolution: Handling service quality issues, adjusting scope, resolving conflicts
- Compliance: Ensuring providers meet OSHA, EPA, and industry regulations; verifying certifications
- Proactive strategies: Recommending optimal frequencies, identifying cost-saving opportunities, planning seasonal needs
Choosing a Commercial Cleaning Company Options and Strategies
Strategy 1: Focus on Value Over Price
How it works: Evaluate total value—services, credentials, communication, reliability—not just lowest quote.
When appropriate: All facilities, especially health-sensitive or high-traffic environments.
Limitations: Higher initial cost, but long-term savings outweigh differences.
Strategy 2: Get Multiple Quotes and Compare
How it works: Request 3+ detailed proposals, compare services and pricing structures side-by-side.
When appropriate: Initial selection process, contract renewals.
Limitations: Time-intensive, but prevents overpaying 15–30%.
Strategy 3: Prioritize Industry Experience
How it works: Choose companies with proven experience in your specific industry—medical, retail, industrial, office.
When appropriate: Specialized facilities requiring industry-specific cleaning.
Limitations: May limit provider pool, but ensures expertise.
Strategy 4: Verify Certifications Thoroughly
How it works: Check for ISSA CIMS, OSHA, IICRC, GBAC STAR, Green Seal certifications.
When appropriate: Health-sensitive facilities, LEED-certified buildings, government contracts.
Limitations: Fewer providers have all certifications, but quality is higher.
What to Do If You Are Currently Choosing a Commercial Cleaning Company
Step-by-step checklist:
- Define cleaning requirements: Assess facility size, count restrooms, determine frequency
- Research companies: Find providers with strong reviews, industry experience, transparent pricing
- Request 3+ detailed quotes: Get proposals with service breakdowns
- Verify licensing: Check state website for legal operation
- Request insurance proof: Certificate of Insurance from their agent
- Check bonding: Verify employee theft protection
- Ask about training: Background checks? OSHA training? Certifications?
- Evaluate service scope: Routine + deep cleaning + specialized services
- Assess quality control: Supervisors, checklists, inspections
- Check reviews and references: Google, Yelp, BBB; contact references directly
- Compare communication: Dedicated contact? Response time? Channels?
- Review contract terms: Duration, cancellation, guarantees
- Select based on value: Not just price—credentials, scope, communication
How to Choose the Right Commercial Cleaning Provider
Checklist:
| Criteria | What to Verify |
|---|---|
| Experience & Credentials | 3–5+ years in business; licensed, bonded, insured |
| Industry Expertise | Experience with businesses similar to yours |
| Clear Communication | Detailed quotes, no jargon, explains cost drivers |
| Availability & Responsiveness | Dedicated contact; quick response to issues |
| Comprehensive Approach | Routine + deep cleanings; customized plans |
| Long-Term Focus | Addresses future needs, not just current contract |
| Quality Control | Supervisors, checklists, regular inspections |
| Value Over Price | Balances cost with quality, reliability, expertise |
Common Mistakes People Make When Choosing a Commercial Cleaning Company
- Hiring based on price alone: Cheapest contract delivers inconsistent staffing, inadequate scope, worst outcomes
- Hiring without liability insurance: Exposes you to $10,000–$50,000 liability if cleaner is injured
- Skipping reviews and references: Misses reliability, quality, satisfaction insights
- Not checking licenses and insurance: Legal operation and liability protection ignored
- Not asking about services provided: Limited scope leads to gaps; need add-ons later
- Not interviewing multiple companies: Misses better value options; overpay 15–30%
- Not specifying what you want cleaned: Unclear expectations cause dissatisfaction
- Not having a written contract: No protection against surprises later
Frequently Asked Questions
How do I choose the best commercial cleaning company?
Research companies with strong reviews, proven industry experience, and transparent pricing. Verify licensing, insurance, and certifications. Request detailed proposals and compare value—not just price.
What certifications should a commercial cleaning company have?
Key certifications include OSHA Safety and Health, ISSA CIMS, GBAC STAR, Green Seal, and IICRC. These verify expertise in safety, hygiene, and environmental care.
How much should I expect to pay for commercial cleaning?
Average costs range from $0.10–$0.25 per square foot or $30–$60 per hour. Small offices: $100–$300/month; large facilities: $1,000–$5,000/month.
How many quotes should I get?
Get at least three detailed bids from qualified companies to compare pricing and service scope.
What questions should I ask before hiring?
Key questions: How many years in business? Experience with similar accounts? Employee screening and training? Insurance and bonding? Quality-control systems? CIMS certification?
Are cleaning supplies included in the contract?
Not always. Ask for a clear breakdown of what’s included in the base rate and what costs extra.
How do I verify insurance?
Request a Certificate of Insurance sent directly from their agent to you. Verify coverage amounts and contact the provider.
What’s the difference between routine and deep cleaning?
Routine: Daily/weekly—trash, vacuuming, restrooms. Deep: Quarterly/annual—carpet shampooing, floor waxing, high-dusting.
Should I choose a locally owned company?
Local ownership often means better accountability and community reputation. Check chamber of commerce membership.
How do I check a company’s reputation?
Read online reviews on Google, Yelp, BBB. Ask for references and contact them directly.
What is ISSA CIMS certification?
Cleaning Industry Management Standard—verifies company invests in training, uses proven methods, complies with regulations.
Do commercial cleanings need OSHA training?
Yes, OSHA 10-hour training is recommended for janitorial staff. Verify certificates.
How often should cleaning occur?
Frequency depends on industry: Medical/restaurants = daily; offices/retail = weekly/bi-weekly; warehouses = monthly.
What if a cleaner can’t make their shift?
Ask: “What’s the plan if an employee can’t make their shift?” Reliable companies have backup staff.
Do you provide your own equipment?
Professional companies should have their own equipment and supplies. Ask if you need to provide anything.
How do I know if a quote is too low?
Quotes significantly below $0.10/sq. ft. or $30/hour often exclude supplies, use inexperienced staff, or have inadequate scope.
What is eco-friendly cleaning?
Green Seal-certified products and energy-efficient equipment. Costs 10–20% more but improves health and environmental impact.
How do I monitor cleaning quality?
Request service checklists, regular supervisor walkthroughs, and customer surveys. Provide feedback regularly.
Can I customize the cleaning schedule?
Yes, reputable companies offer flexible scheduling around business hours, including after-hours options.
What if I’m not satisfied with the service?
Ask about their complaint resolution process. Good companies respond quickly and adjust service.
How long does the selection process take?
Typically 2–4 weeks: research, request quotes, verify credentials, interview, compare, sign contract.
Should I get a yearly contract?
Yes—annual contracts often provide 10–20% savings versus monthly agreements.
What is GBAC STAR accreditation?
Global Biorisk Advisory Council accreditation for infection prevention—critical for healthcare and sensitive facilities.
How do I specify cleaning expectations?
Discuss areas needing cleaning, required cleanliness level, and specific requests. Be clear upfront.
What red flags should I watch for?
No insurance proof, vague quotes, no references, significantly low prices, no quality-control system, poor communication.
Key Rules, Laws, and Standards You Should Know About Commercial Cleaning
OSHA (Occupational Safety and Health Administration): Requires workplace safety, hazard communication, PPE provision, chemical handling training. Janitorial staff should have OSHA 10-hour training.
EPA (Environmental Protection Agency): Regulates chemical disposal and requires EPA-registered disinfectants for health-sensitive facilities.
ISSA CIMS (Cleaning Industry Management Standard): Certification verifying management standards, training, and proven cleaning methods.
IICRC (Institute of Inspection, Cleaning and Restoration Certification): Internationally recognized standards for cleaning professionals.
GBAC STAR (Global Biorisk Advisory Council): Infection prevention accreditation for healthcare and sensitive facilities.
Green Seal: Environmental cleaning standards for eco-friendly products and practices.
State Licensing Requirements: Most states require commercial cleaning companies to be licensed. Verify via state website.
Conclusion
Choosing a commercial cleaning company requires thorough research, credential verification, and value-based evaluation. Never choose based on price alone—the cheapest contract often costs 15–30% more due to poor outcomes. Key steps include defining needs, getting 3+ quotes, verifying licensing/insurance/bonding, checking certifications (OSHA, CIMS, IICRC), evaluating service scope, assessing quality control, and reviewing references.
Most common mistakes—hiring based on price, skipping insurance checks, not asking about services—are avoidable with proper planning. Prioritize experience, credentials, communication, and partnership approach over lowest price.
Whether you’re currently choosing a cleaning company or planning ahead, consulting with an experienced commercial cleaning professional ensures you get reliable, high-quality service without overspending.
Ready to select the right commercial cleaning company for your facility? Contact RBM Services for guidance on assessing your needs, verifying provider credentials, comparing quotes, and avoiding common mistakes. Our experienced team helps businesses find reliable cleaning partners that deliver consistent quality and value.
Disclaimer: This article provides general guidance on choosing commercial cleaning companies. Credentials, requirements, and costs vary by location and facility type. Consult qualified cleaning professionals and verify all credentials directly before signing contracts.