What Property Managers Should Look for in a Janitorial Services Contract

Janitorial services contracts have a way of looking identical on paper until something goes wrong. Two proposals can quote nearly the same price and read almost the same on the surface, but the difference shows up six months in, when one contractor is consistently missing spots and the other one isn’t. As a property manager, the contract itself is your best tool for setting expectations up front, so you’re not stuck negotiating quality after the fact. The contract you sign today is the document you’ll be pointing back to a year from now if service starts slipping.

Here’s what we’ll cover:

• Why the scope of work matters more than the price
• What a janitorial services contract should actually spell out
• Service standards and how to hold a contractor to them
• Red flags to watch for during the proposal stage
• Questions worth asking before you sign

Why the Scope of Work Matters More Than the Price

It’s tempting to compare janitorial services proposals purely on cost, but a low bid with a vague scope of work almost always costs more in the long run, either through missed tasks, constant follow-up calls, or an early contract termination. A well-written scope of work spells out exactly what’s included, how often, and to what standard, so there’s no ambiguity about what you’re paying for.

Property managers juggling multiple buildings especially benefit from a detailed scope, since it becomes the reference document your team and the contractor both use to settle disagreements without a lot of back and forth.

What a Janitorial Services Contract Should Actually Spell Out

A solid contract should include, at minimum:

• A detailed task list broken down by area (lobby, washrooms, offices, common areas) and frequency
• Staffing details, including whether the same crew services your building consistently
• Insurance and WCB coverage documentation
• A clear process for reporting issues and how quickly they get addressed
• Pricing structure, including what triggers additional charges
• Termination terms, including notice period on both sides

If any of these are missing or vague, that’s worth raising before you sign, not after a problem comes up.

Service Standards and How to Hold a Contractor to Them

Many established janitorial companies align their operations with recognized industry frameworks, like ISSA’s Cleaning Industry Management Standard (CIMS), which sets out management practices for quality control, training, and customer communication. Asking a prospective contractor whether they follow a recognized standard, or hold a certification like CIMS, gives you a benchmark beyond just their own sales pitch.

Beyond certifications, ask how service quality actually gets measured. Some contractors offer photo reporting after each visit, others rely on periodic walkthroughs or scorecards. Whatever the method, it should be something you can actually review, not just a verbal assurance that everything’s fine. It’s also worth asking how disputes get resolved if the two of you disagree on whether a standard was met.

Red Flags to Watch for During the Proposal Stage

A few things worth being cautious about when evaluating janitorial services proposals:

• Pricing that’s noticeably lower than every other bid, without a clear explanation of why
• Vague answers about staffing, training, or how many buildings a crew services in a day
• No mention of insurance or WCB coverage until you ask
• Reluctance to put service frequency and scope in writing

None of these automatically disqualify a contractor, but they’re worth pressing on before you commit to a contract term. A contractor who welcomes the scrutiny is usually more confident in their own operation than one who tries to rush you past it.

Questions Worth Asking Before You Sign

A few direct questions tend to surface a lot, quickly: How do you handle staff turnover on our account? What happens if a scheduled service gets missed? Can you provide references from buildings similar in size to ours? How is pricing affected by scope changes mid-contract? A contractor who answers these clearly and specifically is usually a safer bet than one who deflects to generalities.

At EcoPlanet Property Services, we put together straightforward janitorial services proposals for property managers across Greater Vancouver, with a detailed scope of work, transparent pricing, and photo reporting through our app so you always know what’s been done. You can see more on our janitorial services page, or contact us for a proposal you can actually compare against what you have now.