Office cleaning: contracts, cost and what businesses should consider

What does office cleaning involve?

Office cleaning is the regular cleaning of premises such as offices, shops, clinics and shared areas. It is usually done according to a schedule, for example daily, a few times a week or every other week. In addition to the regular cleaning, the contract may include periodic tasks.

• Regular: emptying bins, vacuuming, mopping floors, wiping desks and touch points
• Kitchenette and kitchen: sink, coffee machine, fridge and microwave
• Toilets: cleaning, refilling paper and soap
• Periodic: window cleaning, floor care, cleaning upholstered furniture and deep cleaning

What affects the price?

The price of office cleaning is usually calculated as a fixed monthly price based on area and frequency, or as an hourly rate. Ask several companies for quotes and give them all the same brief. The biggest factors are:

• The size and layout of the premises, for example open-plan or many small rooms
• The number of toilets, kitchenettes and meeting rooms
• Cleaning frequency and whether cleaning takes place during or after office hours
• Floor materials and the need for floor care
• Whether consumables such as paper and soap are included
• Contract length and whether periodic tasks are included in the monthly price

As this is a service between businesses, prices are often stated excluding VAT. Always check whether a price includes or excludes VAT when comparing.

VAT and tax – no RUT deduction

The RUT deduction only applies to household services bought by private individuals for their home. Office cleaning for a business therefore gives no RUT deduction. Cleaning services are normally invoiced with 25 % VAT, which a VAT-registered business can deduct under the usual rules.

Check that the cleaning company holds F-tax approval and is registered for VAT. If it does not hold F-tax approval, you as the buyer may be obliged to withhold tax and pay employer contributions. You can check this information with the Swedish Tax Agency.

What should the cleaning contract contain?

A clear specification of requirements is the foundation of a good contract. Write down what is to be done, where and how often. The contract should contain at least:

• A specification per room or zone, with the frequency of each task
• Price, price adjustments (for example annual indexation) and what is included
• Contract term, notice period and how the contract is renewed
• How quality is monitored, for example regular quality inspections
• How deviations and complaints are handled and how quickly they are put right
• Liability and insurance in the event of damage to property
• Procedures for keys, access cards, alarms and confidentiality
• What applies to additional orders, such as an extra deep clean

Pay particular attention to the notice period and whether the contract is renewed automatically. Between businesses, what you have agreed largely applies, and the consumer protection in the Consumer Services Act does not apply.

Security and confidentiality

Cleaning staff often have access to the premises when nobody else is there. That requires proper procedures. Ask how the company handles keys and alarm codes, whether the staff are the same from visit to visit, and what they do if they find sensitive documents or unlocked computers.

If you have requirements for confidentiality, background checks or a particular security clearance, this should be stated in the contract. Also ask which chemicals are used and whether safety data sheets are available.

Questions to ask before you choose

• Do you have F-tax approval, VAT registration and liability insurance?
• Do you have experience of premises of our type and size?
• Who is our contact person and how quickly do you respond to deviations?
• How do you make sure your staff are trained and have proper working conditions?
• How do you cover sickness and holidays so that the cleaning still gets done?
• Can we start with a trial period?

Common mistakes

The most common mistake is an unclear specification of requirements, which makes quotes hard to compare and leads to disputes afterwards. Other mistakes are choosing the lowest price without checking what is included, missing a long notice period or automatic renewal, and not following up on quality regularly. Also plan in periodic tasks, otherwise they often never get done.

Find a cleaning company via Fixtorget

You can describe your premises and your needs for free on Fixtorget. Up to four vetted companies can get in touch. Fixtorget checks the company registration number, F-tax approval and VAT registration when companies join, and the profile shows whether proof of insurance has been reviewed. Scope and price can be confirmed in a cost specification in the portal.

Frequently asked questions