Hiring a commercial cleaning contractor in Pennsylvania is one of those decisions that looks simple until it goes wrong. We’ve talked to dozens of business owners across Scranton and Wilkes-Barre who had a cleaning company they “just trusted”, until there was a theft, a failed inspection, or a no-show the night before a client visit.
Here’s a real, step-by-step approach to hiring a cleaning contractor you can actually rely on.
Step 1: Know What Kind of Help You Actually Need
Before you call anyone, get clear on your requirements: What type of facility (office, retail, medical, warehouse, restaurant)? What frequency (daily, nightly, weekly)? What tasks are non-negotiable? Do you have compliance requirements, HIPAA for medical offices, food safety standards for restaurants? A cleaning company that’s great for office buildings may be a poor fit for a restaurant kitchen. Specificity filters out the wrong vendors early.
Step 2: Verify Insurance Before Anything Else
This is non-negotiable. Any commercial cleaning contractor working in your building must carry:
- General liability insurance, at least $1 million per occurrence, covering damage to your property or third-party injuries
- Workers’ compensation insurance, protects you if a cleaner is injured on your property
- Bonding, coverage in case of theft by the cleaning crew
Don’t accept verbal confirmation. Ask for a Certificate of Insurance (COI) with your business name listed as an additional insured. A legitimate contractor will provide this without hesitation. One who hesitates or gets defensive, walk away.
Step 3: Ask the Right Questions
- How long have you been operating in this area? (Local roots mean real accountability)
- Do your employees go through background checks?
- Are your cleaners employees or subcontractors?
- What products do you use, and can you provide SDS sheets?
- Who is our point of contact if there’s an issue?
- What’s your process when a scheduled cleaner calls out sick?
- Can you provide 3 references from current clients in similar industries?
Step 4: Check References (Actually Call Them)
Every cleaning company will hand you a reference list. Most business owners never call. That’s a mistake. When you call, ask: “How long have you been with them?” “Have there been any issues, and how did they handle it?” “Would you hire them again?” “Do they show up consistently?” These questions reveal more than any sales pitch.
Step 5: Review the Contract Carefully
A legitimate cleaning contract should include a detailed scope of work, pricing structure and what’s included vs. billed separately, cancellation and termination clauses, performance standards and what happens if they’re not met, how damage claims are handled, and liability and insurance provisions. Watch out for contracts that lock you in for 12+ months with no performance-based exit clause.
Red Flags to Walk Away From
- No verifiable physical address or business registration in Pennsylvania
- Reluctance to provide proof of insurance
- No background check process for staff
- Vague or verbal scope of work
- Price significantly lower than all other bids (someone is cutting corners)
- No references, or references that don’t check out
- Pressure to sign quickly or lock in a “limited time” deal
Local vs. National: Which Is Better?
National franchise chains often market heavily and win contracts on name recognition, but local companies operating in Scranton and Wilkes-Barre often provide better accountability and responsiveness. When you call a local company with a problem, you’re talking to someone who lives in your community and has real reputation on the line. With a national chain, you’re often talking to a call center or a franchisee who may not be invested in your specific account. That said, local doesn’t automatically mean better. Apply the same vetting process regardless.
Frequently Asked Questions
How much should I expect to pay for commercial cleaning in Pennsylvania?
Pricing varies widely by facility type, size, and frequency. Office cleaning typically runs $0.05–$0.20/sq ft per cleaning. For a 5,000 sq ft office cleaned three times per week, expect $800–$2,000/month. Get multiple bids to understand the local market rate.
Should cleaning staff be employees or subcontractors?
Employees are generally preferable. The cleaning company has more control over training, background checks, and consistency. Subcontractors are harder to vet and quality can vary visit to visit.
What’s the difference between bonded and insured?
Insurance covers accidental damage and liability. Bonding specifically covers theft or dishonest acts by employees. Both matter when cleaning staff have unsupervised access to your facility.
How do I know if the cleaning is actually meeting standards?
Do a quick walkthrough the morning after cleaning to spot-check key areas. Ask the contractor to leave a service log or sign-off sheet. If quality starts slipping, address it immediately in writing, not verbally.
Does Excellence Janitorial Services serve businesses throughout northeastern Pennsylvania?
Yes. We serve commercial clients in Scranton. Wilkes-Barre. Kingston, Pittston, and throughout Luzerne County. All staff are background-checked, we carry full liability and workers’ comp insurance, and we’re happy to provide current-client references. Reach out below for a free quote.