Hiring a commercial cleaning company isn’t just about comparing prices. Whether you’re looking for commercial cleaners in Napier, Hastings or elsewhere in Hawke’s Bay, choosing the right provider is about much more than cost. A well-written commercial cleaning contract should clearly outline what’s included, how often your premises will be cleaned, and how quality will be maintained throughout the agreement.

We’ve spoken to many businesses across Hawke’s Bay who changed cleaning providers because they were promised one thing but received something completely different. In most cases, the issue wasn’t the cleaners themselves, it was a vague contract that left too much open to interpretation.

Before signing any office cleaning agreement, here are the key things every business should check.

1. Make Sure the Scope of Work is Detailed

One of the biggest mistakes businesses make is accepting a quote that simply says:
“General office cleaning.”
That tells you almost nothing.

A professional cleaning contract should clearly specify exactly what is included.

For example:

• Empty rubbish bins and replace liners
• Vacuum all carpeted areas
• Mop hard floors
• Clean and sanitise kitchens
• Clean and disinfect toilets
• Restock washroom consumables
• Dust desks, skirting boards and window sills
• Clean glass entry doors
• Spot clean fingerprints from glass and walls

The more detailed the schedule, the fewer misunderstandings there will be later.

2. Look Beyond the Price

While a smaller cleaning company or franchise may offer a lower price, it’s important to look at the support you’ll receive after the contract begins.

Ask questions like:

• Will I have a dedicated Customer Service Manager?
• Who do I contact if I have a concern?
• Are regular quality inspections carried out?
• Is support available after hours?
• How quickly are issues resolved?

Many businesses don’t feel comfortable raising concerns directly with the cleaner. Having a dedicated manager means you can simply make a phone call or send an email, and they’ll handle the issue professionally.

At UltraShine, every commercial client has a dedicated Customer Service Manager, backed by Supervisors who carry out regular onsite quality audits. We also conduct six-monthly Customer Experience Audits to gather honest feedback and ensure we’re consistently meeting expectations.

3. Ask What Happens When Things Go Wrong

No cleaning company is perfect. Occasionally something may be missed or an unexpected issue may arise.

What really matters is how quickly the company responds.

Ask how service issues are reported, how quickly they’re resolved, and whether a supervisor will follow up if needed.

At UltraShine, we believe it’s not the occasional mistake that defines a cleaning company, it’s how they respond. Our management team acts quickly to resolve issues, identify the cause, and put measures in place to prevent them from happening again.

4. Be Careful of Long Lock-In Contracts

One of the most important things to check before signing is the contract term and notice period.

Some cleaning companies require clients to sign 12, 24, or even 36-month contracts with lengthy notice periods. While this may suit some businesses, it’s worth asking yourself one simple question:

If the cleaning company is confident in their service, why do they need to lock you in?

A great cleaning company should earn your business every week through consistent service, not because a contract makes it difficult to leave.

Pay close attention to the notice period as well. If a contract requires more than two months’ notice to cancel, you may want to think twice. Circumstances change, businesses grow, and if you’re unhappy with the service, you shouldn’t have to wait months to move to a provider that better meets your expectations.

At UltraShine, we believe great service should be what keeps clients with us, not lengthy contracts. Our focus is on building long-term relationships by delivering reliable, high-quality cleaning and outstanding customer support, giving our clients confidence that they stay because they want to, not because they have to.

5. Make Sure They’re Properly Insured, Trained and Compliant

Before handing over the keys to your workplace, ask what protections the cleaning company has in place.

A professional commercial cleaning company should be able to provide evidence of:

• Public Liability Insurance
• Professional Indemnity Insurance (where applicable)
• ACC Workplace Cover
• Health & Safety policies
• Staff training records
• Police vetting (where required)
• Site-specific inductions

Cleaning staff often work after hours with access to offices, confidential information and valuable equipment. Choosing a company with the right insurance and compliance systems gives you peace of mind that both your business and their staff are protected.

At UltraShine, all our commercial cleaning staff receive ongoing training, follow documented Health & Safety procedures and are backed by comprehensive insurance. We’re also SiteWise Green accredited, giving our clients additional confidence that they’re working with a professional contractor committed to health and safety.