Office Cleaning Contracts
Office Cleaning Contracts in Northern Ireland
An office cleaning contract is the written agreement that turns 'we need the place kept tidy' into a schedule someone can audit. For Northern Ireland businesses, that means defining which areas are cleaned, on which days, to what standard, with a clear route to raise misses and a mechanism to update the scope when the office changes.
Contract setup
Get a written contract for your NI office
We visit your office before producing a contract. Tell us about your premises and we will arrange a walkthrough.
- Written task list — every area, every frequency
- Pricing matched to time on site
- Named supervisor contact from day one
- Contract reviewed when your building or occupancy changes
- Fully insured
- COSHH information where required
- RAMS provided where required
- AccessNI where relevant
- Regular quality checks
- Managed supplies where required
Contract priorities
What NI office cleaning contracts should deliver
These are the elements NI office managers and facilities leads tell us an office cleaning contract needs to get right.
A specification that defines "done"
An office cleaning contract should describe exactly what is cleaned, how often and to what standard — so there is an agreed reference point when something is missed or when a new manager takes over.
Realistic visit frequencies
Frequencies agreed against actual occupancy patterns — hybrid, fixed or mixed — so the programme is not overpaying for empty-building visits or under-cleaning at peak times.
Flexible treatment of periodic tasks
Internal glass, periodic floor treatments and post-refurbishment cleans are not naturally part of every visit. The contract should treat these as structured extras rather than surprises.
Consumable and waste clarity
Which consumables the contractor supplies versus which you buy, who manages waste collection and who is responsible for restocking — all clarified up front.
Access, alarm and security protocols
Keyholding, alarm codes, out-of-hours security contacts and building-specific sign-in procedures agreed once at the start and documented.
A clear route to amend the contract
If a floor is surrendered, headcount changes or hybrid patterns shift, the contract needs a structured mechanism for reviewing scope rather than drifting out of step.
What is included
How RexCleaning sets up NI office contracts
These are the steps and elements RexCleaning includes when setting up an office cleaning contract for any NI premises.
Walkthrough and scope capture
A visit to the office to walk every area in scope, identify access requirements and capture the information needed to write an accurate task list.
Written task list
A document listing each area, each task and each frequency — referenced by your team and ours so there is no ambiguity about what was agreed.
Pricing matched to time on site
A price calculated from the minutes required to meet the task list — not a rate designed to win the tender and shrink later.
Named supervisor and escalation
A contact responsible for the contract who picks up reported issues directly — not a call centre or shared inbox.
Documentation
RAMS where your building or landlord requires them, COSHH information for products used and AccessNI checks where your policy expects them.
Scope review process
An agreed mechanism for reviewing the task list and pricing when your office changes — so the contract stays accurate month after month.
How the walkthrough works
We do not produce a written contract without visiting the office. Every NI office cleaning contract starts with a site visit.
- 01
Tell us about your office
Use our contact page to describe your NI office or offices, headcount, current arrangement and any specific requirements.
- 02
Site walkthrough
We visit to walk every area in scope, note access requirements and capture the detail needed to write an accurate written specification.
- 03
Written contract proposal
You receive a written proposal with the full task list, schedule, pricing and documentation terms confirmed before any work starts.
- 04
Contract start
Access is confirmed, the team is briefed and the named supervisor is introduced before the first visit.
Common problems
Contract issues this service addresses
These are the most common problems NI businesses encounter with poorly structured office cleaning contracts.
Vague scope described as "general cleaning"
Contracts that describe the work without specifying tasks, frequencies or areas — leaving both parties guessing and no reference point when standards slip.
Periodic tasks bundled into core pricing
Contracts that include internal glass or floor treatments at undefined intervals, creating arguments about whether they are "due" rather than scheduling them properly.
Consumable costs appearing as extras
Contracts where consumable supply and restocking are not specified, leading to unexpected invoices or washrooms running out mid-week.
Access problems on the first visit
Contracts that start without properly agreed key, alarm and access arrangements — leading to failed first visits and a poor start.
Pricing that drifts as scope quietly expands
Core visits that gradually expand to include extra tasks not in the original contract, without a price review — until a dispute is inevitable.
No mechanism to update after building changes
Office contracts that run unchanged when a floor is added, handed back or reconfigured — leaving the programme and price out of step with the building.
Related pages
Request a walkthrough to start your NI office contract
We will visit your premises, write the task list with you and provide a contract you can reference and defend.