Cleaning projects often involve more than simply agreeing on a price. When hiring an independent cleaning service provider, it is important to clarify the scope of work, cleaning schedule, payment arrangements, and each party’s responsibilities. A cleaning service contract helps put these details together in writing.
Whether you are hiring a cleaner for a one-time job or for the long term, this editable cleaning service contract from WordLayouts can be customized to fit your requirements. You can download it in Google Docs, Word, and PDF formats to make your work easier.
Read on to learn more about why you need this contract and how to fill this template.
Why Is a Cleaning Service Contract Important?
For cleaning service providers, a written contract does more than outline the services being performed. It can help establish that the working relationship is that of an independent contractor rather than an employee. This distinction is important because the Internal Revenue Service (IRS) and other government agencies consider various factors when determining a worker’s classification. This further affects wage requirements, tax obligations, and legal protections under federal laws such as the Fair Labor Standards Act (FLSA).
A well-drafted contract can support an independent contractor relationship by clarifying that the cleaning service provider operates independently, is responsible for their own taxes and business expenses, and can provide services to multiple clients. Although worker classification depends on the overall nature of the relationship, documenting these terms can reduce the risk of future disputes.
For clients, the contract establishes clear expectations regarding the service, payment, and the nature of the working relationship. It reduces the risk of misunderstandings and future disputes.
Who Can Use This Cleaning Service Contract Template?
This template is primarily designed for cleaning businesses and agencies that hire independent contractors to perform services.
Additionally, independent cleaning contractors can also use this template when working directly with clients, such as homeowners, businesses, offices, restaurants, schools, and other organizations requiring cleaning services.
Now that we know what a cleaning service contract is and who can use it, let’s understand each clause of the contract.
Contracting Parties
The first section of this template identifies the contracting parties of the agreement. For that, you need to add the signing date of the contract. In addition, mention the name and the addresses of both the client and the independent contractor. Lastly, mention the premises at which the client desires cleaning services to be performed.
I. Schedule of Services
This section of the template helps set a complete schedule of the service. Our template allows three types of services: one-time cleaning, recurring cleaning, and others. Select one that best fits your situation.
Next up, specify the cleaning frequency and service days. It means choosing whether the service will be provided daily, weekly, biweekly, or monthly, and on which days of the week the service will be provided. Our template gives checkboxes for all seven days; you can select the days that suit your setting.
At the end, write down the mutually agreed service hours.
II. Services and Responsibilities
This clause of the template defines the scope of the work. It outlines all the cleaning services that the cleaner is expected to provide. It could be dusting, vacuuming, mopping, sanitizing, and other related duties. Our template provides flexibility by leaving this section blank; you can fill it as per your requirement. You can also use our Cleaning Service Scope of Work template or the Janitorial Scope of Work template if you want a detailed description of work.
III. Term
Under this clause, both parties can define the termination provisions of the contract. Our template provides four options:
- The contract will be terminated upon successful completion of all cleaning services, the client’s acceptance, and after full payment of the cleaner’s final invoice.
- Both parties will select a date on which the contract will be terminated without the requirement of any notice period.
- Either party can terminate the contract anytime by providing a set number of days’ notice period. The number of days will be decided by mutual consent.
- Others. You may specify any additional termination conditions.
IV. Compensation
Under this section, describe how the independent contractor will be compensated for the services provided under the contract. Our template offers flexible payment options and payment frequencies. You can choose between an hourly rate, flat fee, per-visit charge, or any agreed payment structure based on the nature of cleaning.
Next up, it gives five options for payment schedules, such as upon completion of services, weekly, biweekly, monthly, and other. It also allows both parties to select their preferred payment method from cash, check, ACH transfer, or other agreed-upon method.
In case either party wants any change to these terms, it must be made in writing and agreed upon by both parties.
Late payment penalties
This section outlines how late payments are handled under the contract. Our template allows a 30-day grace period on payments and specifies an interest rate that will be applied if payments are not made on time. The template leaves space for the interest rate, as it is decided by both parties.
V. Retainer
Here we have listed policies regarding the retainer. A retainer is an advance payment that secures the independent contractor cleaner’s availability and job. Our template allows two options regarding this.
- The client is not required to pay a retainer prior to the commencement of cleaning services.
- Client shall pay a retainer in the amount of $ (amount agreed by both parties) to the cleaner as an advance towards future cleaning services. The retainer will be applied toward the total cost of services.
You can check the box that applies to your situation.
Next up, the clause defines whether the retainer is refundable or non-refundable in the case of cancellation, rescheduling, or early termination of cleaning services.
If you want it to be refundable, the template provides space to set a notice period required for a full refund. In the case of non-refundable, simply check non-refundable.
VI. Cleaning Equipment Provided
This section determines whether the independent contractor cleaner will use their own cleaning equipment or whether the client will provide it. Clearly documenting responsibility for equipment and supplies also supports the intended independent contractor relationship. The IRS may consider such factors when evaluating worker classification.
Our template provides two options:
- The cleaner shall provide all necessary equipment, tools, and cleaning supplies at their own cost and expense. The cost of these items will be included in the agreed-upon service fee or total contract amount.
- The client shall provide certain equipment, tools, or cleaning supplies in accordance with the standards necessary to perform the Services. These items shall be supplied upon request.
In case the client is providing the cleaning equipment, the template also includes space to list the items.
Moreover, it establishes that, in case the required material is not provided on time, the cleaner cannot be held responsible for the delays in service.
VII. Inspection of Services
This clause has been added to ensure that the client is satisfied with the cleaner’s services before finalizing payment. The client has the right to review and inspect whether the services meet the agreed standards outlined in the contract.
In case the client finds anything that is not up to par, they can simply notify the independent contractor in writing and specify the issues in detail. The cleaner should fix the issues at no additional cost within a reasonable time.
For example, if cleaning the kitchen was one of the tasks and the service provider didn’t do it properly, then the client can ask them to redo it.
This section helps in maintaining service quality and avoiding conflicts.
VIII. Return of Property
The section states that the service provider should return all of the client’s property, which can include premises keys, access cards, cleaning equipment, and any other supplies, upon completion of the contract. Moreover, the items must be in good condition, which means they shouldn’t be damaged beyond normal wear and tear. For instance, a scratched & rusted mop is normal wear and tear, but a broken vacuum will be considered damage, and the cleaner must compensate for it.
IX. Insurance
This clause requires the cleaner to have active insurance at their own expense to cover risks while performing the job. This may include coverage for injuries or property damage (for instance, furniture breakage).
Moreover, this clause gives the client the right to demand proof of the insurance. If the cleaner doesn’t have any insurance, it will be considered a serious violation of the agreement and can even lead to termination of the contract.
X. Nature of Work Relationship
This section defines the nature of the legal relationship between the client and the service provider. By default, the template identifies the cleaner as an independent contractor. It confirms that the cleaner or cleaning company is not an employee of the client but instead operates as a separate business responsible for its own work, taxes, insurance, and equipment.
This distinction is important because it can affect taxes, benefits, legal responsibilities, and other obligations of both parties.
However, the template is fully editable, and you can modify this clause if you wish to establish a different kind of working relationship. For example, an employment relationship, a freelance arrangement, or another service-based relationship. However, the final language of the template should reflect the actual nature of the working relationship.
XI. Taxes
According to this clause of the contract, the cleaner will be responsible for paying and reporting all the applicable taxes on their income. It includes income tax, self-employment tax, social security, unemployment insurance, and any business, occupational, or licensing taxes required by law.
Moreover, this clause also requires the client not to withhold taxes or provide employee benefits. On top of that, it also restricts the cleaner from presenting themself as the employer of the client in any case.
Other Important Clauses of the Cleaning Service Contract
You can also use this contract to address other aspects of your arrangement with the client. Here is a list of a few more clauses that you will find in this template.
XII. Force majeure
Clause XII protects both parties from unexpected circumstances beyond their control. It releases both parties from liability in case they fail to carry out their contractual duties due to natural catastrophes such as floods or hurricanes, internet outages, power outages, labor strikes, or legislative restrictions.
However, it requires the affected party to tell the other party in time. Moreover, our template allows you to set a timeline of force majeure after which the contract will be terminated without consequences. But the client will have to make payment for any services before the commencement of the force majeure event.
XIII. Dispute resolution
This section outlines a proper procedure to take in the event of a dispute rather than seeking court intervention directly.
- Initially, the parties should try to resolve the matter through good-faith discussion.
- In case of failure, they should seek the assistance of a neutral mediator. Our template leaves a blank spot for the city and state of mediation.
- Lastly, if mediation fails, any party may seek legal help through arbitration in the same state and city.
The arbitrator’s decision shall be final, binding, and enforceable, and judgment on the award may be entered in any court of competent jurisdiction.
XIV. No waiver
The No Waiver clause establishes that a party’s choice not to enforce a term once does not preclude future enforcement.
For example, if it is part of a cleaner’s job to clean dishes and the client doesn’t object to not washing them, that doesn’t mean that the client cannot enforce this rule later.
XV. Amendments
This template also includes provisions for amendments to ensure that any changes to the agreement must be made after mutual consent of both parties. Moreover, any changes must be documented and signed formally to avoid any confusion later.
XVI. Governing law
Under this section, the parties indicate which state laws govern the agreement. Our template leaves a blank space so that you can fill in your state name.
XVII. Severability
The severability clause is added to preserve the integrity of the contract. In case any part of the template is found invalid. It will be replaced with a valid provision. But such determination shall not affect the validity of the remaining provisions of the agreement.
XVIII. Additional terms and conditions
Our template also has a section of additional terms and conditions. Here you can write down any terms and conditions that have not been discussed in the contract so far. But any term that is added must be mutually agreed upon by both parties.
XIX. Entire agreement
This clause confirms that both parties have read and understood the agreement in full. After this contract, any prior discussions or informal agreements are superseded.
Lastly, the template concludes with signature lines for both the client and the independent contractor. By signing the agreement, both parties acknowledge that they have read, understood, and agreed to the terms, making the contract legally binding.
Summing Up
A professional cleaning service contract can help save time and maintain a good working relationship between the client and cleaner. It clearly defines expectations, responsibilities, and legal obligations and avoids misunderstandings that can easily arise in informal arrangements.
Our template simplifies the whole process by offering ready-to-use agreements. It is available in Microsoft Word, Google Docs, and PDF formats for convenient editing, sharing, and printing. Feel free to use our template as-is or customize it to fit your needs.
