How To Write A Janitorial Scope Of Work
How To Write A Janitorial Scope Of Work: Simplified Guide
A Janitorial Scope of Work (SOW) is a detailed document outlining exactly what cleaning tasks will be performed, where, how often, and with what methods. This critical contract component prevents misunderstandings and ensures quality service.
What Is a Janitorial Scope of Work?
The SOW defines the "what, where, when, and how" of cleaning:
Specific tasks (vacuuming, disinfecting, trash removal)
Areas to be cleaned (restrooms, offices, lobbies)
Service frequency (daily, weekly, monthly)
Cleaning methods and products
Equipment and supply responsibilities
Quality standards
Vague SOWs like "we clean your office" create problems. The more detailed, the better.
10 Steps to Write a Janitorial SOW
Step 1: List All Spaces
Identify every area needing care:
Best Practice: Create a floor plan with every room number and name.
Step 2: Define Service Frequency
Specify how often each task happens:
Step 3: Detail the Tasks
Go beyond "clean floors." Specify exact tasks:
Daily Tasks by Area:
Entrances & Lobby:
Remove trash, replace liner, spot clean receptacle
Vacuum carpeting and matting
Clean glass doors and frames
Dust mop/wet mop hard floors
Dust furniture and fixtures
Office Areas:
Remove trash, vacuum carpeting wall-to-wall
Dust mop hard floors
Dust baseboards, furniture, fixtures
Spot clean walls, light switches, doors
Vacuum upholstered furniture
Clean telephones, sanitize headsets
Restrooms (Critical for Health):
Remove trash, replenish soap/paper products
Sweep and mop with disinfectant
Sanitize toilets, urinals, sinks, mirrors
Clean partitions, fixtures, dispensers
Dust HVAC vents
Corridors:
Vacuum carpeted surfaces
Spot clean carpeting
Dust baseboards, walls, fixtures
Clean drinking fountains
Step 4: Add Special Services
Include seasonal deep cleans as line items:
Step 5: Specify Products & Equipment
Products:
EPA-approved disinfectants
Green Seal-certified products (if required)
Request Safety Data Sheets (SDS) from provider
Equipment Responsibilities:
Green Cleaning: HEPA-filter vacuums, microfiber materials.
Step 6: Set Communication Expectations
Quality Control:
Regular walk-throughs with supervisor
Process for reporting missed tasks
Timeline for resolving issues
Step 7: Define Staffing Requirements
Safety:
Use of PPE
Bloodborne pathogen procedures (if applicable)
Adherence to health standards
Step 8: Include Emergency Procedures
Response Time: Emergency within [X] hours.
Step 9: Set General Standards
Key Requirements:
Remove all trash to designated dumpster
Secure doors after cleaning
Report malfunctioning fixtures
Return furniture to original position
Step 10: Define Contract Terms
Sample SOW Checklist Format
How to Use Your SOW Effectively
Before Hiring:
Review SOW before meeting providers
Ask how they approach each category
Compare proposals using SOW
During Contract:
Include SOW as official contract (signed by both)
Revisit quarterly to ensure alignment
Request periodic audits using SOW as benchmark
When Changes Occur:
Update SOW when expanding, renovating, or shifting schedules
Key Tips
✅ List All Spaces: Every area needing care
✅ Define Frequency: Daily/weekly/monthly for each task
✅ Detail Tasks: Specific descriptions, not generic terms
✅ Set Responsibilities: Who provides supplies vs. equipment
✅ Add Communication: Logbook, work order system, check-ins
✅ Be Specific: Vague language creates problems
Common Pitfalls to Avoid
Bottom Line
A well-written Janitorial SOW is the foundation of a successful cleaning contract. It should be broken down by area (offices, restrooms, lobbies) and task type (dusting, vacuuming, mopping).
Most Critical Elements:
Complete area list with every space
Specific frequencies for each task
Detailed task descriptions
Clear product/equipment responsibilities
Quality control procedures
The more detailed, the better you'll get what you need. Include it in your contract, revisit quarterly, and update when changes occur.