Choosing the right cleaning company for your business isn’t as simple as picking the cheapest option. The wrong choice can lead to security breaches, health code violations, and wasted money on subpar results. You need a partner who understands your specific needs and delivers consistent quality.
Here’s the thing: most businesses ask surface-level questions and miss the critical details that reveal whether a cleaning company is truly professional. Whether you’re switching providers or hiring for the first time, these 15 questions will help you separate the professionals from the pretenders.
If you’re looking for reliable Commercial Cleaning Services in Westfield IN, asking these questions upfront can save you from costly mistakes down the road.
Insurance and Legal Protection Questions
Before anyone sets foot in your facility, you need to verify they’re properly covered. This protects your business from liability if something goes wrong.
1. What Insurance Coverage Do You Carry?
Ask for proof of general liability insurance and workers’ compensation. A legitimate company should provide certificates without hesitation. General liability should cover at least $1 million per occurrence, while workers’ comp protects you if a cleaner gets injured on your property.
Request copies of these certificates and verify they’re current. Some companies let their coverage lapse, leaving you exposed to risk.
2. Are You Bonded?
Bonding provides financial protection if an employee steals from your business. According to surety bond standards, this coverage ensures you’re compensated for losses caused by dishonest employees. It’s non-negotiable for any company accessing your facilities after hours.
Staff Qualifications and Security
The people cleaning your office have access to sensitive areas, equipment, and potentially confidential information. You need to know who they are and how they’re vetted.
3. Do You Perform Background Checks on All Employees?
Every employee should undergo criminal background screening before being assigned to your location. Ask about the scope of these checks and how often they’re conducted. Some companies only check during initial hiring, but ongoing verification is better practice.
4. What Training Do Your Cleaners Receive?
Professional training makes a significant difference in cleaning quality. Ask about initial training programs, ongoing education, and specialized certifications. Cleaners should understand proper chemical dilution, cross-contamination prevention, and equipment operation.
Companies that invest in training typically have lower turnover and more consistent results.
5. Will We Have the Same Team Each Visit?
Consistency matters for both security and quality. Having the same team means they learn your facility’s specific needs and become familiar faces to your staff. High turnover often indicates management problems or poor working conditions.
Cleaning Products and Methods
What goes into your cleaning solutions directly impacts your employees’ health and your environmental footprint. Don’t assume all products are safe just because they smell clean.
6. What Types of Cleaning Products Do You Use?
Request a complete list of products and their Safety Data Sheets (SDS). Ask whether they use EPA-registered disinfectants and if they offer green cleaning alternatives. Some businesses require eco-friendly products due to employee sensitivities or sustainability commitments.
If environmental responsibility matters to your organization, look for cleaners using products certified by Green Seal or EPA Safer Choice.
7. How Do You Handle Special Cleaning Challenges?
Every facility has unique needs. Maybe you have medical-grade requirements, food service areas, or sensitive equipment. Ask how they approach industry-specific cleaning challenges and whether they have experience in your sector.
Quality Control and Accountability
Promises mean nothing without systems to ensure they’re kept. Here’s how to verify a company actually delivers what they claim.
8. What Quality Control Measures Do You Have?
Professional companies conduct regular inspections beyond just customer complaints. Ask about supervision frequency, inspection checklists, and how they document quality assurance. Some use digital systems that timestamp cleaning tasks and send real-time reports.
9. How Do You Handle Complaints or Concerns?
Problems will occasionally arise—what matters is how quickly they’re resolved. Ask about their complaint process, typical response time, and escalation procedures. Request references from current clients about their responsiveness to issues.
A company that gets defensive about this question probably struggles with accountability.
10. Who Will Be My Main Point of Contact?
You need a dedicated contact person who knows your account and can address concerns quickly. Avoid companies where you’ll get passed around to whoever answers the phone. Ask for their contact’s name, role, and typical response timeframe.
Contract Terms and Pricing
Hidden fees and restrictive contracts are common pitfalls. Crystal-clear terms protect both parties and prevent unpleasant surprises.
11. What’s Included in Your Standard Service?
Get specific about what “standard cleaning” means. Does it include trash removal, restroom restocking, floor care, and window cleaning? Many companies advertise low rates but exclude common tasks that cost extra.
Request a detailed scope of work document listing every task, frequency, and area covered.
12. How Do You Handle Contract Cancellations?
Understand the notice period required and any cancellation fees. Some contracts lock you in for a year with hefty penalties for early termination. Others offer month-to-month flexibility after an initial period. Know what you’re committing to before signing.
13. Are There Additional Charges I Should Know About?
Ask explicitly about potential extra costs: supply fees, fuel surcharges, holiday rates, or after-hours service. Some companies charge separately for cleaning supplies rather than including them in the base rate. Get everything in writing to avoid billing disputes later.
Equipment and Technology
Modern equipment improves both efficiency and results. Companies using outdated tools often produce mediocre work and take longer to complete tasks.
14. What Equipment and Technology Do You Use?
Professional-grade equipment makes a noticeable difference. Ask about their vacuum systems (especially HEPA filtration), floor care machines, and whether they bring their own supplies. Some companies now use scheduling software and digital inspection tools that improve communication.
If they’re still using consumer-grade equipment or rely solely on manual processes, that’s a red flag about their professionalism.
References and Track Record
Past performance is your best predictor of future results. Don’t skip this verification step.
15. Can You Provide References from Similar Businesses?
Request at least three references from clients in your industry with similar facility sizes. When calling references, ask about consistency, responsiveness to problems, and whether they’d hire the company again. Also check online reviews and Better Business Bureau ratings.
Be wary of companies that refuse to provide references or only offer glowing testimonials from years ago.
For more insights on maintaining professional workspaces, check out additional helpful business management resources.
Making Your Final Decision
After interviewing multiple companies, compare their answers side by side. The lowest price rarely delivers the best value. Look for comprehensive insurance, proven quality control systems, and transparent communication.
Trust your instincts too. If a company seems evasive or unprofessional during the sales process, that behavior won’t improve once they have your contract. The right cleaning partner should feel like a reliable extension of your team, not just another vendor.
Take your time with this decision. Your facility’s cleanliness affects employee health, productivity, and your business’s professional image. These 15 questions will help you find a cleaning company that delivers consistent results and genuine peace of mind.
Frequently Asked Questions
How much should commercial cleaning services typically cost?
Pricing varies based on facility size, cleaning frequency, and scope of work. Most commercial cleaning ranges from $0.05 to $0.20 per square foot per cleaning. Monthly costs for a typical 5,000 square foot office usually run between $500 and $2,000, depending on service level.
Should cleaning companies provide their own supplies and equipment?
Most professional cleaning companies include supplies and equipment in their pricing. This ensures they use products they’re trained on and maintains quality consistency. If a company requires you to provide supplies, verify this is reflected in lower pricing.
How often should commercial spaces be professionally cleaned?
Most offices benefit from daily light cleaning and weekly deep cleaning of high-traffic areas. Medical facilities and food service businesses often require more frequent cleaning. Your specific needs depend on employee count, foot traffic, and industry regulations.
What certifications should I look for in a cleaning company?
Look for ISSA (International Sanitary Supply Association) certifications, OSHA compliance training, and industry-specific certifications like CIMS (Cleaning Industry Management Standard). Green cleaning certifications from Green Seal or EPA Safer Choice programs are also valuable.
Is it better to hire independent cleaners or a professional company?
Professional companies offer better liability protection, consistent coverage when employees are sick, and established quality control systems. Independent cleaners may cost less but typically lack insurance, bonding, and backup staff. For most businesses, a professional company provides better value and security.
