How to Write a Cleaning Specification for Your Sydney Strata Building

A cleaning specification, sometimes called a scope of works, is the document that defines exactly what your strata building's cleaning contract covers. It's the difference between a contract that's enforceable and one that depends entirely on the contractor's goodwill.

Most strata buildings don't have one. Their cleaning arrangement is a verbal understanding, a vague email exchange, or a generic quote that says "common area cleaning" without further detail. When standards slip, there's nothing to point to.

What a Specification Should Cover

A proper cleaning specification lists every area of the building, every task that applies to that area, and the frequency at which it's performed. It's a living document, specific enough to be useful, structured enough to be audited.

Area list: Lobby and entry, lifts (number and type), residential floor corridors (each level), stairwells, bin room, carpark, pool or gym if applicable, external paths and gardens if in scope.

Task list per area: For each area, list specific tasks. For the lobby: mop hard floors, wipe entry glass, vacuum mat, dust surfaces, empty bins, check and restock consumables. For lifts: wipe panels and buttons, clean mirror, mop floor, clear tracks.

Frequency: Each task has a frequency attached. Daily, twice weekly, weekly, monthly, quarterly. Tasks without frequency are tasks that get done when the contractor feels like it.

Periodic work: List all non-routine tasks separately with their schedule: six-monthly pressure washing of carpark, annual high-level dusting, quarterly pool area deep clean. These are the tasks most commonly absent from contracts and most commonly neglected.

Consumables and Supplies

Define who provides consumables, toilet paper, hand soap, bin liners, paper towels. This is commonly a point of dispute. If the cleaning contractor is responsible for restocking, specify what brands or grades are acceptable and at what cost.

Audit and Review Provisions

Include a provision for regular review, quarterly is reasonable. This allows the owners corporation to raise concerns formally and gives the contractor a structured opportunity to respond. It also creates a record of any issues and how they were resolved.

Using the Specification in Tendering

When putting strata cleaning out to tender, provide the specification to all candidates and ask them to quote against it. This gives you comparable quotes, you're not comparing apples and oranges, and it signals to providers that you know what you're buying.

ShineMasters provides a documented scope for all strata cleaning contracts. If you don't have an existing specification, we can help you develop one based on your building's areas and requirements. Contact us to arrange a premises inspection.