Cleaning company documents are a necessary element for keeping your business running smoothly.
Paperwork may be considered a necessary evil, but it can also be necessary for peace of mind.
When you run a cleaning company, there are a few legal documents you should be familiar with. You’ll use these documents to communicate expectations with your customers, keep records, and protect your business.
Cleaning service estimates
An estimate is a document that communicates an estimated fee for a given service. It’s not legally binding as long as it’s clearly labeled ESTIMATE or PROPOSAL at the top of the document.
Your estimate should include:
- Logo, name, and contact information for your cleaning company
- Your customer’s name and address
The estimated dollar amount for your services and any information about payment plan options
- Important notes about extra services, caveats, your pricing structure, etc.
Because no two cleaning companies use the same pricing structure, no two estimates will look the same. You may have a set price for homes based on the number of bedrooms. You might calculate a specific price based on square footage or hours needed to clean the space. A good cleaning company software will help you manage custom pricing structures.
The overall goal of the estimate is to make it easy for your prospective customer to understand what you’re offering. Then they have all the information they need to make a decision and get in touch with you to hire you.
Contracts and agreements for your cleaning company
If you’re just starting out with this type of paperwork, you might consider consulting briefly with a lawyer. Nuances of legal paperwork can be complex, and it’s important to understand the ramifications. This is just a brief overview on cleaning company documents to get you started.
A contract is a legally binding document between your cleaning company and your customer. A good contract will clearly state the expectations of everyone involved. For you, this is a detailed list of the services you will provide. For your customer, this specifies the price, when it’s due, and how to pay. Violations of contracts can lead to stress, legal fees, and, on occasion, court.
An agreement is similar to a contract: It creates a record of what each party agrees to, such as services rendered and the amount to be paid. However, there is more room for modifications. If you stop performing cleaning services or your customer stops paying, legal action is unlikely.
Some businesses only use contracts. Others only use agreements. Some use both. It’s up to you to decide what works best for your cleaning company. A lawyer can help you determine the best path forward.
Yes, everyone needs a contract or agreement.
Contracts and agreements exist to protect your business and hold people accountable to a given arrangement. This applies to all of your customers. Even if your customer is a friend or family member, you should still require them to sign a contract or agreement. There are two reasons for this:
- Paperwork is a sign of legitimacy. Especially if your business is new, these documents signal that you take your work seriously, so they should too.
- People are unpredictable, and your cleaning company is not immune to the challenges of customer service.
Hopefully, you’ll never run into a situation where someone is dishonest and the signed agreement becomes a legal necessity. These documents give the peace of mind and security you need to focus your energy on growing your cleaning business.