“Did the cleaner even come this week?” It’s one of the most common questions committee members hear from owners, and without evidence it’s impossible to answer. Proper cleaning reports change that. They give the committee proof of service, give the manager early warning of problems, and give owners confidence that levies are being well spent.
Why reporting matters
Accountability
The committee is spending owners’ money. Being able to show when, where and what was cleaned turns “I think so” into a clear answer.
Early warning
Cleaners walk every corridor, stairwell and bin room more often than anyone else. A cleaner who reports a blown globe, a leaking tap, cracked tiles, graffiti or a propped-open fire door is effectively a free building inspection every visit.
Dispute resolution
When a resident complains that the bin room wasn’t done, a dated photo settles it in seconds.
Contract management
Reports make reviews and renewals easy. You can see consistency over months, not just how the building looked on the day of the committee meeting.
What a good report includes
- Visit confirmation: the date and a signed-off checklist, so there’s no doubt the visit happened.
- Checklist: the tasks completed against the agreed scope.
- Photos: key areas after cleaning, and anything unusual.
- Issues: damage, maintenance needs, hazards, dumped rubbish, with photos and location.
- Sign-off: who did the work and who checked it.
- Access: available to the committee and manager without having to request it.
How we do it
Every Strata Cleaning Co. visit is recorded in our own app. Cleaners complete the building’s checklist, take photos and report issues as they go. The committee, body corporate manager and building manager can see it all in our client portal:
- a history of every visit with its completed checklist
- photos and completed checklists
- damage and maintenance reports, flagged for follow-up
- inspection results and quality scores
- incident reports where something serious occurs
Managers receive alerts when something needs action, so issues are raised the same day rather than at the next committee meeting.
Turning reports into maintenance savings
A small leak reported today is a cheap plumbing call. Found six months later, it can be a ceiling replacement. When cleaners report early and managers act on it, cleaning becomes part of the building’s preventive maintenance program. Our general maintenance team can also handle small fixes such as globe replacements.
Privacy
Photos are of common property, not residents. Good providers have clear rules about not photographing people, number plates or inside lots, and store reports securely. Our cleaners are trained on this, and data is encrypted.
Common issues cleaners report
Over a year, a cleaner in a typical apartment building will report a steady stream of small issues, including:
- blown globes and flickering lights in corridors and stairwells
- leaking taps, pipes and air-conditioning drains
- loose or damaged handrails and stair nosings
- cracked tiles and lifting carpet
- broken door closers and fire doors that don’t latch
- graffiti and vandalism
- dumped rubbish and stored items in fire stairs
- pest activity
- damaged gates and fencing
Each report gives the manager a chance to fix the problem early, and many are safety issues the body corporate needs to know about.
How reports reach the right person
A report is only useful if it reaches someone who can act. In our system, issues raised by cleaners are flagged to our operations team and visible to the building’s body corporate manager or building manager in the portal. Serious incidents, such as injuries or major damage, trigger an immediate notification. The committee can see the history of issues and whether they were resolved.
Reporting for AGMs and committee meetings
Good records make meetings easier. Instead of relying on anecdotes, the committee can bring a summary of visits completed, issues raised and resolved, and any inspections or quality scores. That supports decisions about budgets, frequency and periodic work, and shows owners the committee is on top of things.
Inspections and quality scores
Alongside visit reports, regular supervisor inspections score each area against the agreed standard. Over time, scores show trends: an area that keeps scoring low may need more time in the scope, or a different approach. Sharing those scores with the committee builds trust and keeps everyone focused on results.
Questions to ask any provider
- Can the committee see visit records without asking?
- How is each visit confirmed?
- How are issues reported and followed up?
- Who owns the data, and can we export it?
Book a free site visit and we’ll show you a sample report for a building like yours.
By Strata Cleaning Co. · 27 August 2026