Contracts and health and safety paperwork are not the exciting part of running a cleaning business, but they protect you, your staff and your customers. A clear customer agreement prevents disputes about cancellations and payment. A proper staff contract avoids misunderstandings. Risk assessments and COSHH records keep people safe and are a legal duty for employers. And commercial clients will not work with you without them.
This guide sets out the key contracts and health and safety forms a UK cleaning company needs, and how to manage them without drowning in paper.
Customer contracts and terms
Every customer should agree to your terms before their first clean. Key points include:
- What is included in the service, and what is not.
- Prices, payment terms and how price increases are notified.
- Cancellation and rescheduling policy, including late cancellation charges.
- Access arrangements and key holding.
- Breakages and damage, and how claims are handled.
- Complaints process.
- How you use their personal data.
Commercial contracts usually go further, with a cleaning specification, service levels, contract term, renewal and termination terms. Our free cleaning company contract templates are a useful starting point. For anything unusual, take advice from a solicitor.
Staff contracts
Employees are entitled to a written statement of their main terms from their first day. It should cover pay, hours, holiday, sick pay, notice and place of work, among other things. The GOV.UK guide to written statements lists what must be included. If you use self-employed subcontractors, have a clear agreement that reflects how the relationship actually works.
Risk assessments
Employers must assess risks to staff and others and put sensible controls in place. For cleaning companies, typical risks include slips and trips, manual handling, chemicals, working at height, lone working and electrical equipment. If you have five or more employees, you must record your significant findings. A general risk assessment covers your normal work, with site-specific assessments for commercial premises and unusual jobs. The HSE guide to managing risks explains the process.
COSHH assessments
Cleaning chemicals are hazardous substances under COSHH. You need to assess the risks from each product, put controls in place, provide training and protective equipment where needed and keep safety data sheets available. A COSHH register listing every product is also commonly requested in commercial tenders. See the HSE guidance on COSHH.
Method statements
A method statement explains step by step how a particular type of job is done safely. Commercial clients often ask for them, especially for specialist work. Write one for each main job type: office cleaning, washroom cleaning, carpet cleaning, high-level dusting and so on.
Health and safety policy
If you have five or more employees, you need a written health and safety policy setting out how you manage health and safety in your business. Even smaller businesses benefit from one, as commercial clients often ask for it.
Training records
Record the training each member of staff has received: induction, chemical safety, manual handling, equipment use and any site-specific training. Training records show clients and auditors that your staff are competent, and help you spot when refreshers are due.
Incident and accident reports
Record any accidents, near misses and incidents, including damage at customer properties. Some serious incidents must be reported to the HSE under RIDDOR. A simple incident form in the staff app, with photos, makes it easy for cleaners to report straight away.
Insurance documents
Keep current copies of your public liability and employers’ liability insurance, and any other cover such as professional indemnity or contents in transit. Track renewal dates so cover never lapses. Our guide to public liability insurance for cleaners explains what you need.
Managing it all without paper
Paper contracts and forms get lost, go out of date and are slow to find when a client asks. ProCleanerUK lets you manage them digitally:
- E-signatures: customers sign terms in the customer app and staff sign contracts in the staff app.
- Form Builder: create risk assessments, method statements, incident reports and site surveys.
- Mandatory forms: require key forms on certain jobs before they can be completed.
- Document storage: keep insurance, training records and accreditations with expiry dates flagged.
- Tender packs: combine method statements, risk assessment, COSHH register, training records and insurance into one pack from a quote in one click.
Our guide to forms, online booking and e-signatures explains these features in more detail, and our guide to the cleaning tender pack covers bidding for commercial work.
Keeping documents up to date
Review your contracts, policies and risk assessments at least once a year, and whenever something changes: new services, new products, new premises or a change in the law. Renewal reminders for insurance, training and equipment checks make sure nothing lapses unnoticed.
Get your paperwork in order
ProCleanerUK includes e-signatures, the Form Builder, mandatory forms, document storage with expiry reminders and tender packs on every plan. Start your 28-day free trial and move your contracts and forms online, or book a free demo and we will show you how it works.
FAQs
Do cleaning customers need to sign a contract?
It is strongly recommended. Clear terms on payment, cancellations and damage prevent disputes. E-signatures make it quick.
Do I need a written risk assessment?
If you have five or more employees, you must record the significant findings. Smaller businesses still need to assess risks, and writing it down is good practice.
What is a COSHH register?
A list of the hazardous substances you use, with their assessments and safety data sheets. Commercial clients often ask for it.
Can staff sign their contracts electronically?
Yes. Contracts and policies can be signed in the staff app and stored against their record.
How often should I review my health and safety documents?
At least yearly, and whenever your services, products or premises change.