Janitorial Scope of Work Template for Commercial Facilities
A janitorial scope of work lists every task, the frequency for each area, the quality standard expected, and who supplies materials and equipment. Without that detail, two vendors will price different programs and you will compare unequal bids. Use the sections below as a starting template and adjust frequencies to your traffic and facility size.
How should you structure the scope document?
Organize by area type: building common areas, private offices, open workspaces, conference rooms, restrooms, break rooms, entries, and any specialty zones (labs, warehouses, retail floors).
For each area, list tasks grouped as daily, weekly, monthly, quarterly, or annual. Assign a frequency code (D, W, M, Q, A) in a matrix so inspectors can audit compliance quickly.
Define measurable standards: "restrooms stocked and odor-free," "hard floors free of visible debris and sticky residue," "carpet free of visible litter and major spots." Vague phrases like "clean as needed" create disputes.
Daily scope items (copy-paste list)
Trash: Empty all waste and recycling bins; wipe exterior if splashed; replace liners; remove trash to designated collection point.
Restrooms: Clean and disinfect toilets, urinals, sinks, and counters; polish mirrors; wipe partitions and handles; mop floors with disinfectant; restock toilet paper, towels, and soap.
Common areas: Vacuum carpets and walk-off mats; mop hard floors in entries and elevators; wipe high-touch points; straighten chairs and literature tables lightly.
Break rooms: Wipe tables and counters; clean sink; load/unload dishwasher if provided; remove trash; report low supplies.
Weekly and periodic scope items
Weekly: Dust desk surfaces, window sills, and ledges in offices; detail clean conference tables and phones; spot-clean interior glass; wipe kitchen appliance fronts; flush floor drains in mechanical rooms if in scope.
Monthly: High dusting (reachable without ladder over 6 feet may be excluded); vacuum upholstered furniture in common areas; machine-scrub hard floors in heavy traffic zones; clean baseboards in main corridors.
Quarterly or annual: Carpet extraction; full strip and wax on VCT; interior window cleaning; deep clean of kitchen appliances; pressure wash exterior entries if included.
Match periodic work to floor type: VCT in schools and clinics often needs quarterly strip and wax in main aisles; carpeted offices may need extraction twice per year in high traffic paths.
Staffing, supplies, and inspection criteria
State expected service window (e.g., nightly after 6 p.m., five nights per week) and maximum crew size. Note whether a lead janitor or day porter is required for daytime touch-ups.
Specify who provides consumables (liners, paper, soap), equipment (vacuums, auto-scrubbers), and PPE. If the client supplies paper goods, the vendor should still verify stock during each visit.
Inspection criteria: Use a simple scorecard (1 to 5) per area with a minimum passing score (often 4). Failed items require re-clean within 24 hours. Common failure points: missed restrooms, overflowing trash, visible floor debris at entries, and streaky glass.
Step-by-step process
- 1
Inventory areas and floor types
Walk the building and list every zone with square footage, floor material, and fixture counts.
- 2
Assign task frequencies
Set daily, weekly, and periodic tasks based on traffic, industry needs, and budget.
- 3
Define standards and supply responsibilities
Write pass/fail criteria and who buys liners, paper, soap, and specialty chemicals.
- 4
Build the frequency matrix
Create a grid of areas vs tasks with D/W/M/Q/A codes for vendors and inspectors.
- 5
Review with stakeholders
Confirm scope with facility, HR, and safety teams before sending to vendors.
Frequently asked questions
What is the difference between scope of work and a cleaning spec?
The scope lists tasks and frequencies. The spec adds quality standards, products allowed, equipment requirements, and inspection methods. Many RFPs combine both in one document.
How detailed should restroom tasks be?
List each fixture type, disinfectant requirement, restock items, and floor method. Restrooms are the most inspected area and the most common source of complaints.
Should furniture moving be in the janitorial scope?
Usually no for nightly service. Periodic carpet cleaning and floor care should state whether light moving (chairs) is included and when heavy moving requires a separate quote.
How often should the scope be updated?
Review annually or when occupancy, layout, or hours change. Add new areas after renovations before vendors rebid.
Need this done right?
Imperial Cleaning Inc handles construction and commercial cleaning across Idaho and Utah.