Use this checklist to prepare an office-cleaning scope, review an existing service or compare quotes on the same basis. It is designed for commercial workplaces. Add or remove tasks to match your site rather than treating every line as mandatory.
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1. Site and contact details
- Business and site name recorded
- Site address and building name recorded
- Primary facilities or office contact nominated
- Backup or after-hours contact nominated
- Approximate floor area recorded
- Typical and peak attendance recorded
- Operating days and hours recorded
- Preferred cleaning days and time window recorded
- Quote, purchase-order and invoice contact confirmed
2. Access and security
- Concierge, building-manager or contractor registration confirmed
- Key, swipe-card or lockbox process documented
- Alarm set and unset procedure documented
- Restricted rooms and “do not enter” areas listed
- Secure records, desks or equipment boundaries listed
- Lift, loading-bay or goods-lift booking requirements recorded
- Parking or loading restrictions recorded
- Emergency and incident contact process recorded
- Final lock-up and key-return procedure agreed
3. Reception, meeting rooms and shared areas
- Empty agreed bins and replace liners
- Wipe accessible reception and shared tables
- Clean agreed door handles and shared touchpoints
- Reset meeting-room chairs and presentation surfaces
- Vacuum carpet and detail accessible edges
- Mop suitable hard floors
- Spot-clean agreed internal glass or partitions
- Remove accessible cobwebs and low-level dust
- Record any stain, damage or maintenance issue
Suggested frequency: Choose every visit, weekly or rotating based on visitor traffic and room use.
4. Workstations and offices
- Confirm which desk surfaces may be cleaned
- Confirm that personal papers and electronics will not be moved
- Empty workstation bins where included
- Wipe clear, accessible desk areas where authorised
- Clean agreed shared phones, handles or switches
- Vacuum accessible floor and chair areas
- Mop suitable hard floors
- List executive, interview or quiet rooms with special access rules
Avoid a vague instruction to “clean every desk.” The scope should state what happens when a surface is covered with papers, devices or personal items.
5. Kitchen and break areas
- Wipe benches, tables and splashbacks
- Clean sink and tap surfaces
- Clean appliance exteriors
- Confirm whether microwave or fridge interiors are included
- Empty waste and recycling bins
- Wipe cupboard fronts where included
- Restock agreed consumables
- Vacuum and mop floors
- Record spills, leaks or pest signs for the site contact
Suggested frequency: High-use kitchens may need attention every service. Appliance interiors and cupboard detail are often periodic.
6. Bathrooms and staff amenities
- Clean toilets, urinals and surrounding accessible surfaces
- Clean basins, taps, benches and mirrors
- Refill client-supplied soap, paper and towel products where included
- Empty sanitary and general waste according to the agreed responsibility
- Wipe agreed handles, switches and dispensers
- Mop floors using the site-approved method
- Record leaks, blocked fixtures or low consumables
- Confirm responsibility for showers, lockers or change rooms
7. Floors and periodic work
- Carpet vacuuming frequency recorded by area
- Hard-floor method recorded for each finish
- Entrance mat care included or excluded
- Carpet extraction frequency considered
- Machine floor work considered where relevant
- Upholstery or fabric-partition cleaning considered
- Internal glass frequency recorded
- External commercial window cleaning considered
- High dusting or vent cleaning responsibility recorded
- Pressure cleaning for suitable external areas considered
Periodic tasks should have a month, quarter or trigger, not simply the word “regularly.”
8. Waste and consumables
- General waste destination confirmed
- Recycling streams and contamination rules confirmed
- Confidential, clinical or regulated waste explicitly excluded or assigned
- Bin-liner supply responsibility confirmed
- Toilet paper, hand towel and soap supply responsibility confirmed
- Minimum stock level and reorder contact recorded
- Large waste, e-waste and furniture removal excluded unless separately arranged
9. Quality and communication
- Final room-and-task checklist attached to the proposal
- Frequency shown for every task group
- Nominated feedback contact recorded
- Issue-reporting method agreed
- Scope-review timing agreed
- Process for changed headcount or layout agreed
- Damage and incident escalation process agreed
- Any business proof or compliance claim supported by current documentation
10. Quote comparison
Give the same checklist to each provider, then compare:
- total price and whether GST is included;
- minimum visit and expected service hours;
- rooms, tasks and frequencies included;
- periodic tasks and additional charges;
- equipment, products and consumables responsibility;
- access, parking and induction assumptions;
- exclusions and client responsibilities;
- change, cancellation and service-review terms; and
- the evidence supplied for any insurance, licence, certification or guarantee claim.
The cheapest hourly figure is not necessarily the lowest-cost scope. One quote may include kitchens, amenities and periodic detail while another covers floors and bins only.
Turn the checklist into a cleaning plan
Once the checklist is complete, group tasks into every-visit, weekly, rotating and periodic work. Then request a written quote for office cleaning in Melbourne or review the commercial cleaning pricing guide before comparing proposals.