10 Red Flags to Avoid in a Commercial Cleaning Provider

TL;DR

• Cheap or vague cleaning quotes often hide poor quality or hidden costs.
• Lack of insurance, inconsistent communication, or untrained staff are major warning signs.
• A reputable cleaning provider is transparent, certified, and accountable for results.

Hiring a commercial cleaning provider is a major decision that affects your facility's cleanliness, safety, and reputation. But not all cleaning companies deliver what they promise.

In this guide, we'll cover the 10 biggest red flags to watch for when choosing a commercial cleaning company — so you can avoid costly mistakes and find a reliable partner that keeps your workplace spotless and professional.

1. Unrealistically Low Pricing
2. No Proof of Insurance or Certifications
3. Vague or Incomplete Proposals
4. High Employee Turnover
5. Lack of Background Checks or Training
6. Poor Communication or Unreachable Management
7. No Quality Control or Inspection Process
8. Negative or Generic Reviews
9. Outdated Equipment or Harsh Chemicals
10. No Written Contract or Service Agreement

1. Unrealistically Low Pricing

Warning: If a quote seems too good to be true, it probably is.

Low prices often mean the provider cuts corners on labor, training, or cleaning supplies. Over time, that leads to inconsistent results — and you may end up paying more to fix their mistakes.

What Low Pricing Usually Means:

• Underpaid or untrained staff
• Cheap or diluted cleaning products
• Rushed cleaning schedules
• Hidden fees that appear later

2. No Proof of Insurance or Certifications

A reputable cleaning company carries general liability insurance, workers' compensation, and bonding to protect both parties.

If they hesitate to share insurance certificates or certifications (like ISSA, OSHA, or GBAC), that's a serious red flag — and a liability risk for your business.

Pro tip: Always request and verify current certificates of insurance before signing any agreement.

3. Vague or Incomplete Proposals

A professional proposal should clearly outline the following:

✓

Scope of Work

Detailed list of tasks and areas to be cleaned.

✓

Frequency and Schedule

When and how often services will be performed.

✓

Areas Covered

Specific rooms, floors, or zones included.

✓

Supplies Used

Products, equipment, and materials provided.

✓

Total Pricing

Clear breakdown of costs and payment terms.

✓

Terms and Conditions

Contract length, cancellation policy, guarantees.

If a cleaning provider offers a one-line quote without detail, it's nearly impossible to compare fairly or hold them accountable later.

4. High Employee Turnover

Constantly changing cleaners often signals poor management or low pay. High turnover leads to inconsistent service quality and security concerns, especially in sensitive environments like offices or healthcare facilities.

Pro Tip

Ask about their average employee tenure and training process during your initial consultation.

5. Lack of Background Checks or Training

Your cleaning crew works inside your workplace — often after hours. If a company doesn't conduct background checks, drug screenings, or safety training, you're taking unnecessary risks.

Reputable providers invest in training for cleaning techniques, product safety, and customer service.

Essential Screening and Training:

✓ Criminal background checks

✓ Drug screening programs

✓ OSHA safety training

✓ Proper equipment operation training

✓ Customer service standards

6. Poor Communication or Unreachable Management

If it's hard to reach the cleaning company's management during onboarding, imagine what happens when there's a problem.

A reliable partner provides direct contact with a supervisor or account manager and responds quickly to requests or complaints.

Good Sign: Look for companies that offer multiple communication channels (phone, email, portal) and assign a dedicated account manager to your facility.

7. No Quality Control or Inspection Process

Quality control ensures consistent, measurable results. If a provider doesn't conduct routine inspections, use checklists, or offer feedback reports, they're likely reactive instead of proactive.

Signs of Strong Quality Control:

→ Regular site inspections by supervisors
→ Digital inspection apps or reporting tools
→ Documented cleaning checklists
→ Monthly or quarterly performance reports
→ Client feedback mechanisms

8. Negative or Generic Reviews

Online reviews tell you a lot about reliability. Red flags include:

Generic, Repetitive Feedback

Often indicates fake reviews or automated responses.

Poor Communication Complaints

Multiple mentions of unresponsive management or ignored issues.

Long Gaps Between Reviews

Suggests inactivity or loss of client base.

Always check Google, Yelp, and the Better Business Bureau to confirm credibility.

9. Outdated Equipment or Harsh Chemicals

Modern offices require eco-friendly, efficient cleaning tools. If a company uses outdated vacuums, dirty mop heads, or harsh chemical cleaners, it can damage surfaces and lower indoor air quality.

Ask about green cleaning certifications and equipment maintenance practices before hiring.

What to Look For:

✓ Modern Equipment

• HEPA-filter vacuums
• Microfiber cleaning cloths
• Backpack vacuums for efficiency
• Auto-scrubbers for floors

✓ Safe Products

• EPA-approved cleaners
• Green Seal certified products
• Low-VOC formulations
• Eco-friendly disinfectants

10. No Written Contract or Service Agreement

Critical Warning: Never rely on verbal agreements.

A trustworthy cleaning company provides a written contract that outlines services, pricing, terms, and cancellation policies. This protects both parties and ensures transparency from day one.

If a provider avoids written terms, it's best to walk away.

A Good Contract Includes:

• Detailed scope of work and service areas
• Cleaning frequency and schedule
• Total cost breakdown and payment terms
• Contract duration and renewal terms
• Cancellation policy and notice requirements
• Performance guarantees and quality standards

Conclusion: Choose a Partner You Can Trust

Avoiding these red flags will save your business time, money, and frustration. A dependable commercial cleaning provider communicates clearly, employs trained staff, uses modern equipment, and stands behind their work with transparent reporting and contracts.

By staying vigilant and asking the right questions, you can find a cleaning partner who delivers consistent results and helps maintain a healthy, professional workspace.

Ready to work with a professional cleaning partner you can trust?

Request a Free Cleaning Assessment Today

Frequently Asked Questions

What's the biggest red flag in a cleaning company?

Unrealistically low pricing — it often signals inexperience, poor training, or hidden costs. Quality cleaning requires proper equipment, trained staff, and adequate time to complete tasks correctly.

Should a cleaning company provide insurance documentation?

Absolutely. Always request proof of liability and workers' compensation coverage. This protects your business from potential claims and demonstrates the company's professionalism and legitimacy.

How can I check if a provider is reputable?

Review customer feedback on multiple platforms, verify certifications and insurance, ask for client references, and check their Better Business Bureau rating. A site visit to see their equipment and meet their team can also be valuable.

What's a good sign of a trustworthy provider?

Clear communication, detailed proposals, regular quality inspections, written contracts, proof of insurance, and verifiable client references. They should also be willing to answer all your questions thoroughly.

How often should cleaning contracts be reviewed?

Annually, or whenever your facility or service needs change. Regular reviews ensure you're getting appropriate service for fair pricing and allow you to address any concerns or adjust services as needed.