How to Hire a Commercial Cleaning Company: PA Business Guide

Hiring a commercial cleaning company sounds straightforward until you actually do it. Most business owners discover the process is full of variables, inconsistent pricing, vague contracts, companies that look great in a sales pitch and disappear after the first month. This guide walks you through every stage of the process so you can make a decision you won’t regret six months later.

Step 1: Define What You Actually Need

Before you contact a single company, get clear on your requirements. Write down:

• Square footage and layout. How many restrooms? Is there a break room or kitchen? Any specialized areas like server rooms, medical exam rooms, or manufacturing floors?
• Frequency. Daily, three times per week, weekly? What drives that number, traffic volume, lease requirements, or personal preference?
• Access and timing. Do you prefer cleaning after hours, before open, or during business hours? Who provides access and how?
• Special requirements. Fragrance-free products, specific disinfection standards, floor care protocols, or anything else that’s non-negotiable for your operation.

This exercise accomplishes two things: it gives every company you contact the same baseline information (making quotes comparable), and it reveals requirements you might have overlooked. Many business owners don’t realize their lease specifies a cleaning frequency, for example, until they’re asked directly.

Step 2: Vet for Insurance and References Before Anything Else

Insurance verification is the single most important screening step. A cleaning company that doesn’t carry general liability and workers’ compensation insurance creates real exposure for your business. If a worker is injured in your facility and the company isn’t properly insured, you may face liability. If something is damaged and there’s no coverage, you’re absorbing the cost.

Ask for a certificate of insurance naming your business as an additional insured, a legitimate company will provide this without hesitation. If they push back, walk away. General liability coverage should be at least $1 million per occurrence; $2 million is more common for commercial accounts.

References matter almost as much. Ask for two or three current clients in businesses similar to yours, not just the best-case examples, but accounts they’ve held for at least a year. Call those references and ask specific questions: Has service quality stayed consistent over time? How did they handle a complaint or missed visit? Would you hire them again if you moved locations?

Step 3: The Right Questions to Ask During the Walk-Through

A professional cleaning company will want to walk your facility before quoting. Anyone who prices over the phone without seeing your space is either guessing or using a formula that won’t reflect your actual needs. During the walk-through, ask these questions:

• Who will actually clean my space? Will it be employees or subcontractors? Are they background-checked? Will I consistently get the same people?
• What products do you use, and why? Can they explain why they use specific chemicals for specific surfaces? Vague answers here suggest limited training.
• How do you handle a complaint or missed visit? Ask for the actual process, who do you call, what’s the response time, is there a make-up visit policy?
• What does the scope of work include versus what costs extra? Get clarity on what’s in the base price before surprises appear on an invoice.
• How is performance monitored? Do they use inspection checklists? Is there a supervisor who reviews work? How do you know the job was done?

Pay attention to how the company rep answers these questions, not just what they say. Someone who’s been doing this for years will give concrete, specific answers. Someone who hasn’t will be vague or redirect.

Step 4: Evaluating and Comparing Bids

When bids come in, don’t compare the monthly total alone, compare what’s included. A quote that’s $200 less per month might exclude restroom restocking, trash liner replacement, or high-touch surface disinfection that another bid includes. The scope of work section of each proposal is where the real comparison happens.

Watch for bids that are dramatically lower than others. Underbidding is a common sales tactic: win the contract, then cut corners on time spent, staffing, or product quality to maintain a margin. A cleaning job priced too low either expects less than what you need or will struggle to stay sustainable.

In Pennsylvania, labor costs for commercial cleaners generally run $15–$22 per hour depending on experience and location. If the math on a bid doesn’t leave room for labor, supplies, insurance, and some profit at a reasonable rate, something is being cut somewhere.

Step 5: What Should Be in Every Cleaning Contract

A solid contract protects you. Before signing anything, confirm it includes:

• Detailed scope of work. Every task, every area, every frequency. Not “general cleaning”, specific line items.
• Frequency and schedule. Days, times, and what happens if a scheduled visit falls on a holiday.
• Performance standards. What does “clean” mean, and how is it measured? Inspection checklists or walk-through procedures should be referenced.
• Communication and issue resolution. Who do you contact, what’s the response time, and what happens if a problem isn’t resolved?
• Price change terms. How much notice is required for a rate increase, and under what conditions can prices change?
• Termination clause. What’s the notice period required to end the contract, and are there penalties for early termination?

Be cautious about long-term contracts without an exit clause. A 12-month agreement is reasonable if there’s a 30-day cancellation provision for non-performance. A contract that locks you in with no recourse if service quality drops is a red flag.

Step 6: Evaluating Ongoing Performance

Once service starts, the real evaluation begins. In the first 30 days, do periodic walk-throughs after cleaning visits to confirm the scope is being followed. Note specific items, is the restroom soap dispenser always refilled? Are the corners of the floor being vacuumed or just the main walkways? Are light switches and door handles being disinfected?

Establish a communication method that works for your schedule, email, a text line, or a client portal. If something is missed, report it within 24 hours. A professional company will address it quickly. If corrections require repeated escalation, that’s a performance pattern, not a one-time issue.

Frequently Asked Questions

How long does a commercial cleaning contract usually last?

Most commercial cleaning agreements run month-to-month or on annual contracts with a 30-day cancellation clause. Longer terms (2–3 years) sometimes come with discounted pricing but should still include a performance-based exit clause. Be wary of contracts longer than 12 months without any termination provision.

Should I hire a local company or a national franchise?

Both can provide good service, but local companies typically offer more direct accountability and staff consistency. With a franchise, quality can vary significantly between locations. For smaller and mid-sized facilities, a local company that knows your building and can respond directly to issues usually outperforms a national chain on day-to-day reliability.

What happens if a cleaning worker damages something in my facility?

This is why insurance verification matters. A properly insured cleaning company carries general liability coverage that applies to property damage. You should be listed as an additional insured on their policy. If damage occurs, report it immediately in writing and follow up with the company’s claims process. Reputable companies handle these situations professionally.

How do I know if I’m paying a fair price?

Get three bids for the same scope of work. The middle bid is usually the most realistic, the lowest often cuts corners, and the highest isn’t always better. Ask each company to break down their pricing by labor hours, supply costs, and overhead so you can understand what you’re actually paying for.

What’s the most common mistake businesses make when hiring a cleaning company?

Choosing on price alone without verifying insurance, checking references, or reviewing the contract carefully. The second most common: not being specific enough about the scope of work at the start, then being surprised when expectations don’t match what’s being delivered. A detailed written scope eliminates most disputes before they happen.