Before you put your pen to a cleaning contract, there's an evaluation process you should go through. Many facilities contract based on price alone or a verbal recommendation, then later discover they chose wrong. This guide puts in your hands systematic evaluation criteria that protect you from this mistake.
Why Is Systematic Evaluation Better Than Relying on Recommendations Alone?
A verbal recommendation is useful as a starting point, but it isn't enough on its own because:
- A company's excellent experience in a different building doesn't mean the same result in yours
- What suits a small facility may not suit a large one
- Companies change — a team that was excellent a year ago may have changed a lot
- Systematic evaluation reveals details that don't show in a recommendation
Criterion One: Experience and References
Start by understanding the company's history in the market:
- How many years has it been in the market?
- Does it have prior experience in facilities similar to yours?
- Ask for a list of its current or previous clients
- Contact two or three references and ask them these specific questions:
- Do you renew the contract with them?
- What are their main strengths and weaknesses?
- How do they handle observations and complaints?
💡 Tip: Ask for a reference from your own sector if possible. A cleaning company that's good in warehouses may not be the best fit for administrative offices.
Criterion Two: The Workforce
Staff are the heart of the cleaning service. Ask about:
| The question | A good answer | A warning sign |
|---|---|---|
| How are workers selected? | Specific criteria and interviews | "We take whoever is available" |
| Is there training for new staff? | A documented training program | "They learn on site" |
| How are absences handled? | A replacement ready within two hours | "We try to find a replacement" |
| Is the uniform standardized? | Yes, with ID cards | No standardization |
| How is workers' performance evaluated? | Documented periodic evaluation | There's no evaluation system |
Criterion Three: Supervision and Follow-Up
Supervision is the real guarantee of continued quality:
- Will a site supervisor be assigned to your facility?
- What is the supervisor-to-worker ratio in their service?
- How does the supervisor follow up on the daily checklists?
- Is there an account manager I can contact directly?
- How often does senior supervision visit the site?
Criterion Four: Materials and Equipment
The quality of materials directly affects the quality of cleaning and the safety of users:
- Ask for a list of the materials used and their sources
- Make sure the materials are safe for health and the environment
- Check that the materials suit the types of surfaces in your facility
- Ask about the equipment used and its maintenance
- In healthcare or food facilities: require approved materials
Criterion Five: Reports and Transparency
Ask for a sample monthly report before signing. A good report includes:
- Attendance and performance statistics
- A summary of completed and postponed tasks
- The observations and complaints received and how they were handled
- Recommendations for next month
- The key performance indicators
⚠️ A warning sign: A company that can't provide a clear report sample — most likely doesn't have a real reporting system.
Criterion Six: The Contract and Legal Terms
Before signing, verify the clarity of these clauses:
- The scope of work is defined in detail
- The execution schedules are written
- The contract termination conditions are clear and reasonable
- A dispute resolution mechanism
- Insurance and accident liability
- A confidentiality clause
A Comparative Evaluation Template for Companies
Use this template to compare 3 companies on the same basis:
| Criterion | Weight | Company A | Company B | Company C |
|---|---|---|---|---|
| Experience and references | 20% | /20 | /20 | /20 |
| Quality of staff and supervision | 25% | /25 | /25 | /25 |
| Materials and equipment | 15% | /15 | /15 | /15 |
| Reports and transparency | 20% | /20 | /20 | /20 |
| Clarity of the contract and terms | 10% | /10 | /10 | /10 |
| Price and value | 10% | /10 | /10 | /10 |
| Total | 100% | /100 | /100 | /100 |
Conclusion
Systematic evaluation before signing saves you disappointments and the problems of early contract termination. A good company welcomes your questions and answers them confidently — vagueness and hesitation when answering is a sign worth taking seriously.
Frequently Asked Questions
Yes, and it's a good practice. Some companies accept a trial period of a month or two with flexible terms. It gives you a realistic evaluation before committing to a long contract.
At least three companies is the recognized standard. It's enough for a real comparison without wasting time evaluating dozens of bids.
Not always. A higher price may reflect better quality or just a larger profit margin. Use the comparative evaluation template so your decision is based on actual value, not price alone.