Some quotes confuse. Others clarify.
When it comes to office cleaning, the latter is what businesses actually need—but don’t always get. Too many find themselves signing contracts they barely understand, stuck in routines that aren’t fit for their actual needs. And suddenly, a simple cleaning job becomes a cost centre rather than a value-add.
Let’s break it down—without the fluff, the smoke, or the mirrors.
An office cleaning quote isn’t just a price. It’s a preview of the relationship you’re entering.
At a minimum, a solid quote should include:
Scope of services – What’s being cleaned? Desks, bins, bathrooms, kitchens, carpets?
Frequency – Daily, weekly, after-hours? The frequency affects not just price but the quality perception of your business.
Inclusions vs exclusions – Window cleaning, deep cleans, consumables like paper towels—what’s in, what’s out?
Pricing structure – Flat rate, hourly, or per square metre?
Insurance and compliance – Public liability, workcover, police checks. Non-negotiable.
Here’s where many get caught out: quotes can look similar, but the devil is in the definitions. Is “general cleaning” the same for every provider? Spoiler alert: it’s not.
Because not all office cleaning services operate with the same business model or intent.
Some signs of a reputable contract:
Clear service-level agreements (SLAs) – With performance benchmarks and response times.
Fair notice periods – Avoid contracts locking you in for 12 months with no exit ramp.
Transparency on staff – Who’s actually doing the work? Are they subcontractors or employees?
Others, frankly, use ambiguity as a tactic—leaving room to shift scope, cut corners, or dispute expectations.
This is where Cialdini’s Authority principle applies: providers who reference standards (like ISO certifications, environmental accreditations, or Fair Work compliance) signal trustworthiness. If they cite nothing? Be cautious.
There’s a big difference between cost and value. But here's how to spot padding:
Too many vague line items: If every second line says “as required”, ask for specifics.
High admin or “management” fees: These should be proportionate—not half the invoice.
Consumables marked up: Tissues shouldn’t cost $90 a box.
Do a basic apples-to-apples check across quotes. Ask: are we paying for labour, materials, or simply margin?
A tip from behavioural science? Use anchoring. Compare quotes side by side with a known fair benchmark (e.g., $35–$55/hour in Melbourne for reputable services). Anything way above or below should raise a flag.
Sometimes. But often not upfront.
Cleaning companies often push 12- or 24-month terms with “discounts” baked in. But unless:
You’ve tested their service already, or
There’s a clear performance clause,
...you’re better off starting short.
The Commitment & Consistency bias can work against you here. Once you’ve signed, there’s social pressure to stick—even if things go south. That’s why many smart businesses start with a 3-month probationary contract, with a review before renewal.
Think of it like hiring a staff member—you want the right cultural and operational fit. Ask:
Who exactly will be cleaning our space? Is it the same person each time?
What happens if something isn’t up to standard?
Can I speak to another business you service in our area?
How do you screen your staff?
Are you insured? Can you provide the certificate?
A trustworthy cleaner won’t flinch at these. In fact, they'll appreciate you care. That’s Reciprocity in play—mutual respect leads to better outcomes.
Yes. Even for casual or part-time arrangements.
Verbal agreements are a risk—especially when keys, alarm codes, and workplace safety are involved. A written agreement protects both sides, clarifies expectations, and minimises drama if issues arise.
But that contract should be short, plain-English, and mutually editable. If it feels like reading a 12-page lease agreement, walk away.
Before signing, run through this quick checklist:
Services and frequency are clearly defined
Pricing is itemised, not just totalled
Who supplies consumables is outlined
Induction and safety training is covered
Termination or review clauses are fair
Contact person and escalation process listed
Insurance and ABN details included
If it’s missing three or more? It’s not a contract—it’s a coin toss.
Not always, but often.
Lowball quotes usually come at the expense of:
Fair staff wages
Reliable equipment
Time spent on site
In behavioural terms, it’s loss aversion—you’re drawn to avoid a higher cost, but end up paying elsewhere: staff complaints, poor hygiene, or worse—compliance breaches.
Instead of choosing the cheapest, look for the best value. That means the right service level, the right reliability, and the right alignment with your business values.
Q: How do I know if I’m overpaying for office cleaning?
Compare rates across three providers, check what’s included, and benchmark against known hourly rates in your city.
Q: Should I accept a contract without seeing the cleaner’s police check or insurance?
No. These are baseline due diligence items. If they’re not provided, that’s a dealbreaker.
Q: Can I negotiate parts of a cleaning contract?
Absolutely. Most providers expect it. Customise to your business needs—don’t settle for templates.
It’s tempting to skim a cleaning quote and just “get it sorted”. But the real cost often comes later—when you’re stuck with poor service, unclear terms, and no easy exit.
Think of your office cleaner like part of your team: if you wouldn’t hire someone without a reference check and a fair contract, don’t do it here either.
And if you're weighing up which providers truly understand the needs of Melbourne businesses, this guide may help you make an informed choice about Office Cleaning Melbourne.