Red Flags When Hiring a Janitorial Service (and How to Spot Them)

The commercial cleaning industry has a low barrier to entry. Anyone with a mop, a bucket, and a business card can call themselves a janitorial service. Most of them are fine. Some of them aren’t.

The problem is that it’s nearly impossible to tell the difference until you’re already locked into a contract, or until something goes wrong. The good news is that bad operators tend to show their hand early, if you know what to look for.

Here are the red flags worth watching for before you sign anything.

Red Flag #1: They Can’t Produce Proof of Insurance

This is the fastest filter available. Ask for a certificate of insurance before the first conversation goes very far. Any legitimate commercial cleaning company carries:

• General liability insurance, covers property damage or accidents that happen during cleaning
• Workers’ compensation, covers their employees if someone gets hurt on your property

If they hesitate, say they’ll “send it later,” or claim they don’t need it, stop the conversation. You are personally exposed if an uninsured cleaner gets injured in your building. It’s not worth the risk at any price.

How to verify: A legitimate certificate of insurance names you as the certificate holder. Request this specifically. Call the issuing insurance company to confirm the policy is active if you have any doubt.

Red Flag #2: Unusually Low Bids Without Explanation

Price matters, but a quote that comes in dramatically lower than every other bid isn’t a deal, it’s a question.

Low bids typically mean one of three things:

• Services are being cut out of scope without telling you
• Workers are being paid below market rate (which drives turnover)
• The company is planning to make it up in add-ons once you’re committed

Ask them to walk you through their bid line by line. A company that can explain exactly how they’ll hit a low number while still delivering quality service might be legitimate. One that gets vague or defensive when you press is showing you something important.

Red Flag #3: No References, or References They’re Slow to Provide

Every established cleaning company has clients. If they can’t produce references, there’s a reason.

Watch for these behaviors:

• “Our clients prefer not to be contacted”, this is not a thing
• Providing references who don’t pick up and never call back
• References who give vague, lukewarm answers like “yeah they were okay”
• References from a completely different type of business than yours

Ask specifically for references from businesses similar in size and industry. Then call them. Ask about problems they’ve had and how the company responded, not just whether they liked the service overall.

Red Flag #4: Vague or One-Sided Contracts

A contract that doesn’t clearly define the scope of work is a contract written to protect the company, not you.

Look for these specific problems:

• No task list, the contract says “general cleaning” without specifying what that includes
• No frequency definition, how often things get cleaned isn’t spelled out
• Long lock-in with aggressive exit penalties, a company confident in their work doesn’t need to trap you
• Unlimited price escalation, no cap on how much rates can increase
• No performance standard, nothing in writing about what “clean” actually means

If the contract is vague, ask for a detailed scope of work addendum before signing. If they push back on that request, you have your answer.

Red Flag #5: No Background Checks on Staff

Your cleaning crew will have access to your building, often after hours when no one else is there. That’s a real security consideration.

Ask directly: “Do you run criminal background checks on all employees before hiring them?”

The red flags here:

• A non-answer: “We’re very careful about who we hire”
• Background checks only on supervisors, not the full crew
• Checks done only at hire, with no re-screening
• Heavy use of day labor or temp workers with no vetting process

A company that takes security seriously will have a clear answer and a verifiable process. One that gets evasive is either cutting corners or simply hasn’t thought it through.

Red Flag #6: High Staff Turnover (and They Mention It Casually)

Turnover is endemic to the cleaning industry, and the best companies work hard to keep it low. Some don’t bother.

Signs of a high-turnover operation:

• Different crew showing up every few weeks
• The salesperson can’t name the specific team who would be assigned to your account
• They say things like “our cleaners are trained to adapt quickly” rather than describing a consistent team
• Online reviews mention a “revolving door” of staff

Turnover matters because a crew that doesn’t know your facility can’t clean it effectively. It takes time to understand where things are, what areas need extra attention, and what your specific standards look like.

Red Flag #7: Pressure to Sign Quickly

“This pricing is only good this week.” “We have another client interested in your time slot.” “We need an answer by Friday.”

Artificial urgency is a sales tactic used when someone isn’t confident in what they’re selling. A legitimate cleaning company doesn’t need to pressure you into a contract.

Take the time you need. Get multiple bids. Ask all your questions. Any company worth working with will wait while you do your due diligence.

Red Flag #8: No Local Presence or Physical Address

This one matters more than it might seem. A cleaning company with no verifiable local office, no local phone number, and no local references is harder to hold accountable.

Check:

• Is there a real local address you can look up?
• Do they have Google reviews from businesses in your area?
• Can you find their BBB listing or state business registration?
• Is the person you’re speaking with actually based in your region, or is it a call center?

Local accountability matters because when something goes wrong, a missed visit, a damaged item, a complaint, you want to be able to reach someone who actually knows your account and can respond quickly.

What to Do When You Spot a Red Flag

One red flag isn’t automatically disqualifying. The question is whether the company can address it clearly and honestly.

If you raise a concern and they:

• Answer it directly with documentation or specifics → proceed with caution, but proceed
• Get defensive, vague, or dismissive → that’s your answer

Trust the process over the pitch. Anyone can make a good impression in a sales meeting. The red flags show you how a company actually operates when it’s not trying to win your business.

How to Verify Claims Before You Sign

Don’t take anything at face value. Here’s a quick verification checklist:

• Insurance: Request a certificate of insurance with your name as the certificate holder. Call the insurer to confirm the policy is active.
• References: Call them yourself. Don’t accept email testimonials.
• Background checks: Ask which third-party service they use. Legitimate companies name a specific vendor.
• Business registration: Look up the company in Pennsylvania’s business registry at dos.pa.gov to confirm they’re a registered entity.
• Reviews: Check Google. Yelp, and the BBB. Pay attention to how they respond to negative reviews, that tells you a lot about how they handle complaints.

FAQ

How many red flags should it take to walk away from a cleaning company?

There’s no magic number, but a single red flag on insurance, background checks, or contract terms is usually enough. Those aren’t areas where you give the benefit of the doubt. Multiple smaller red flags, vague answers, slow references, high-pressure sales, should be treated as a pattern, not individual incidents.

What if I’m already in a contract with a company showing red flags?

Start documenting everything. Log missed tasks, quality issues, and any communications about complaints. Review your contract’s termination clause carefully. Most contracts allow exit for cause, meaning documented, repeated failures to deliver on agreed services. If quality has genuinely declined, you likely have grounds to exit.

Is a new cleaning company automatically riskier than an established one?

Not necessarily. A newer company with an owner-operator who works the accounts personally can be very reliable. What matters is whether they have verifiable references, proper insurance, and a clear scope of work, not just how many years they’ve been in business.

Are franchise cleaning companies safer than independent ones?

Not always. Franchise systems vary widely in quality. Some maintain strong standards; others have inconsistent oversight of franchisees. Apply the same vetting process regardless. Ask about who specifically will be cleaning your facility and what quality controls are in place.

What’s the single most important thing to verify before signing?

Proof of insurance. It’s the quickest check and the highest-stakes one. Everything else can be evaluated over time, but if something goes wrong on day one with an uninsured crew, you have no recourse. Start there.

Can I negotiate the terms of a commercial cleaning contract?

Yes. Most cleaning companies will negotiate on contract length, exit terms, and price escalation clauses, especially for longer commitments or larger facilities. Ask for what you want in writing. If they refuse to negotiate any terms at all, that’s a red flag in itself.

Excellence Janitorial Services operates across Pennsylvania with licensed, insured, background-checked staff. We don’t pressure timelines, hide fees, or lock you into unfair contracts. If you’re evaluating your options, we’re happy to answer every question on this list, in writing.