Engaging a new cleaner is one of the most visible decisions a committee makes. Get it right and owners notice the difference within weeks. Get it wrong and the complaints arrive just as quickly. This step-by-step process will help your committee run a fair, efficient selection.
Step 1: Agree what you need
Before calling anyone, the committee should agree on:
- What’s wrong now (if anything): missed areas, inconsistent quality, no reporting, slow response
- What matters most: presentation, budget, reporting, emergency response
- Budget range: what has been allowed in the administrative fund budget
Step 2: Write (or update) the scope of works
The scope is the most important document in the process. It lists each area, task and frequency so every provider prices the same thing. Our guide to writing a cleaning scope of works includes a template, and our checklist gives task ideas.
If you don’t have a scope, a good provider will help build one during the site visit.
Step 3: Check your caretaking agreement
If the scheme has a caretaker or resident manager, check which cleaning duties are already in their agreement. You don’t want to pay twice. See caretaker vs cleaning contractor.
Step 4: Invite quotes
Ask your body corporate manager to invite at least two or three quotes — your regulation module may require a minimum number of quotes above certain spending limits. Provide each provider with:
- the scope
- access for a site visit
- the start date and contract term you want
- the format you want prices in (per visit, ex and inc GST)
Step 5: Site visits
Meet each provider on site if you can. You’ll learn a lot from how they walk the building, what they notice and the questions they ask. We use a simple process: we come to you, we quote for you, we present a written quotation.
Step 6: Compare like for like
Line up the quotes against the scope. Compare tasks, frequency, standards, reporting, insurance and contract terms — not just the bottom line. Our quote comparison guide has a checklist, and our 12 questions to ask will help in interviews.
Step 7: Check references and compliance
- Certificates of currency for public liability and workers’ compensation
- Evidence of Award-compliant pay and employment practices
- Safety documentation and chemical safety data sheets
- References from similar buildings
Step 8: Approve
Depending on the contract value and your regulation module, approval may sit with the committee or require a general meeting resolution. Your body corporate manager will advise. Record the decision in the minutes.
Step 9: Contract
The contract should include the scope, price, term, notice period, price review terms, insurance requirements, reporting obligations and a process for variations and complaints.
Step 10: Onboarding
A smooth start includes:
- keys, fobs and access codes handed over and recorded
- a site induction: hazards, chemical storage, water and power points, bin collection days
- introductions to the caretaker or building manager
- notice to residents about the new cleaner and how to give feedback
- a 30-day check-in with the committee
Step 11: Review regularly
Review performance at least quarterly using the provider’s reports and resident feedback. Adjust the scope as the building’s needs change.
A sample timeline
For a typical medium-sized building, the whole process might look like this:
| Week | Activity |
|---|---|
| 1 | Committee agrees needs and budget; manager drafts scope |
| 2 | Quotes invited; site visits arranged |
| 3–4 | Site visits completed; quotes received |
| 5 | Quotes compared; references checked |
| 6 | Committee decision (or general meeting if required) |
| 7–10 | Notice period to current provider (if any) |
| 10 | New provider starts with induction and baseline report |
If a general meeting is required, allow extra time for notice of the meeting.
Involving residents
Residents are the people who live with the results. Before finalising the scope, consider asking them for feedback on problem areas through a short survey or noticeboard request. Once the new cleaner starts, tell residents how to report issues: directly to the building manager, body corporate manager or through a feedback form. A simple channel avoids complaints going to individual committee members at the letterbox.
Contract term and flexibility
Short initial terms, such as 12 months with an option to extend, give the committee flexibility while the relationship beds in. Longer terms can offer price stability, but should include clear performance standards and a fair way to end the contract if those standards aren’t met. Whatever the term, make sure it complies with any limits in your regulation module.
Switching from an existing cleaner?
If you’re replacing a provider, check the notice period and plan a clean handover. Our guide to switching strata cleaners explains how.
Ready to start? Book a free site visit and we’ll help with the scope too.
By Strata Cleaning Co. · 3 September 2026