How to Write an Office Cleaning Scope of Work — Melbourne Guide

Writing a clear, detailed office cleaning scope of work is essential for Melbourne businesses that want predictable outcomes, reliable bidding and measurable quality from their cleaning contractors. This guide explains current best practice (2025), practical templates, common pitfalls and examples of daily, weekly, monthly and periodic tasks so you can create a scope that protects health, safety and your bottom line.

Why a well-written scope of work matters

A high-quality office cleaning scope of work benefits both the client and the contractor by:

1. Clarifying exact tasks, frequencies and standards so there are no surprises;
2. Allowing accurate, like-for-like bids and fair pricing;
3. Reducing disputes through measurable acceptance criteria and reporting;
4. Ensuring compliance with workplace health and safety (WHS) obligations in Victoria;
5. Supporting consistent service delivery with quality assurance checks and KPIs.

Core components to include in every office cleaning scope of work

A professional scope of work should be structured and specific. At a minimum include the following sections:

1. Overview and objectives — One or two sentences describing the goal (e.g. “Maintain a clean, hygienic workplace that supports staff wellbeing and complies with WHS requirements”).
2. Site details — Address, floor area (sqm), number of workstations, number of rooms, storage rooms, kitchenettes, bathrooms, parking or external areas to be included.
3. Task list by frequency — Clear lists of daily, weekly, monthly and periodic tasks with measurable outcomes.
4. Standards and products — Specify approved products (eco/low-VOC options), disinfectant standards (TGA- or equivalent-approved products where relevant) and equipment requirements (HEPA vacuums, colour-coded microfibre systems).
5. Schedule and access — Working hours, after-hours requirements, access control, security procedures and keys or swipe card arrangements.
6. Quality assurance and reporting — Inspections, checklist sign-off, digital reporting tools, KPIs (e.g. cleanliness score, response time to incidents).
7. Health & safety — Contractor WHS responsibilities, MSDS availability, COVID-informed cleaning protocols if still relevant, and training requirements for staff.
8. Pricing and variations — Basis of pricing (hourly, per visit, per sqm), inclusions, exclusions and change-order process for additional tasks.
9. Contract length and termination — Commencement date, notice period, renewal terms and service reviews.

Detailed task list — by frequency (use this as a template)

Below is a commonly accepted breakdown used in well-written office cleaning scope of work documents. Adapt quantities and frequencies to suit your premises, occupancy and risk tolerance.

Daily tasks

• Empty bins and recycling, replace liners where required.
• Vacuum carpets and mop hard floors; spot mop spills immediately.
• Wipe and disinfect high-touch points: door handles, lift buttons, light switches, reception counters and handrails.
• Clean and sanitise kitchenettes and communal break areas (benchtops, sinks, microwaves exteriors).
• Clean and sanitise bathrooms: toilets, urinals, basins, mirrors, replenish soap, paper towels and toilet paper.
• Dust horizontal surfaces in reception and meeting rooms; quickly remove obvious debris from desks (do not move personal items unless consented).

Weekly tasks

• Thorough cleaning of kitchen appliances (microwave interiors, wipe fridge exteriors and check for expired items).
• Vacuum under desks and moveable furniture, including upholstered seating spot treatment.
• Wipe and disinfect telephones, conference room remote controls and other shared equipment.
• Clean glass partitions and internal windows (spot clean streaks and fingerprints).
• Detailed dusting including vents, skirtings and ledges.

Monthly and periodic tasks

• Deep carpet cleaning or bonnet/encapsulation (quarterly or semi‑annual depending on traffic).
• Upholstery cleaning for office chairs and lounge furniture.
• High-level dusting: light fittings, ceiling fans, duct covers and high ledges.
• External windows and facade cleaning (frequency based on building location).
• Floor maintenance: stripping, sealing and resealing hard floors (frequency depend on wear).
• Pressure-cleaning external entries and outdoor seating areas.

Periodic and ad-hoc tasks

• End-of-lease cleans and detailed office relocations.
• Specialist cleaning (mould remediation, chemical spills, pest-related cleaning).
• Emergency sanitisation after confirmed infectious incidents (follow TGA and state health guidance).

Standards, products and equipment — what to specify in Melbourne

To avoid ambiguity, state the expectations for products and equipment. Best practice in 2025 includes:

1. Use of low-VOC, eco-labelled cleaning products where possible to support indoor air quality.
2. Disinfectants that meet therapeutic or regulatory approvals appropriate for Australia (specify product examples or class of disinfectant and required dwell/contact times).
3. Colour-coded microfibre cloths and mops to limit cross-contamination between bathrooms, kitchens and office areas.
4. HEPA-filter vacuums or certified filtration where air quality is a priority.
5. Appropriate PPE for staff, documented MSDS and incident reporting processes.

Quality assurance, KPIs and reporting

Make quality measurable. Include the following to keep services accountable:

1. Daily or per-visit digital checklists signed by the cleaner and submitted to the client.
2. Weekly supervisory inspections with photographic evidence for critical areas (reception, bathrooms, meeting rooms).
3. KPIs such as “>95% pass rate on weekly inspection” or “respond to spill/incident within 60 minutes during business hours”.
4. Monthly service review meetings to discuss trends, change requests and any safety incidents.

Pricing and how to get comparable bids

To receive accurate, comparable quotes:

1. Provide the bidder with exact floor areas (sqm), number of toilets, kitchens and meeting rooms.
2. State precise frequencies for each task (don’t use vague terms like “regular”).
3. List exclusions (e.g. internal window cleaning above 5m, external façade, pest control).
4. Ask for a breakdown: labour hours, materials, equipment and periodic services priced separately.

Typical 2025 market rates in Melbourne (indicative only): standard office cleaning $40–$55 per hour depending on CBD location and complexity; specialist or high-risk facilities command premiums. Always request itemised quotes to compare apples-with-apples.

Health, safety and infection-control considerations (2025)

Even in 2025, layered infection control is standard in scopes of work. Key points to include:

1. Use disinfectants with stated contact/dwell times and train staff in correct application.
2. Documented outbreak or confirmed-case procedures (rapid deep-clean protocols and communication obligations).
3. Air quality controls: regular HVAC filter checks, option for portable HEPA units in high-risk zones.
4. Staff vaccination or health screening is an employment matter — indicate any requirement for contractor staff if applicable but ensure compliance with privacy and employment laws.
5. Colour-coded cleaning systems and PPE to prevent cross-contamination.

Common pitfalls when writing a scope (and how to avoid them)

Ambiguity and assumptions are the cause of most disputes. Avoid these mistakes:

1. Vague task descriptions — specify “vacuum all carpeted areas” and include exclusions like “excluding under built-in cabinets”.
2. Unclear frequency terms — replace “regularly” with “daily, five days per week”.
3. No acceptance criteria — define what “clean” means with measurable checks (e.g. no visible debris, no streaks on glass, soap dispensers filled to 80%).
4. Missing access or security instructions — detail after-hours access, alarm procedures and key-holder contacts.
5. Failing to specify who supplies consumables — make clear whether the contractor supplies paper and soap or the client does.

Example scope of work — concise template (use and adapt)

Below is a short, adaptable section you can paste into a tender or contract. Expand quantities and frequencies to match your premises.

Example:

Scope: Provide commercial cleaning services to Building X, Level 3 — 1,250 sqm office area. Services required Monday–Friday, 5.30am–7.30am.

1. Daily tasks (Mon–Fri): empty bins and recycling; vacuums and mops; disinfect high-touch surfaces; clean kitchenettes and bathrooms; restock consumables.
2. Weekly tasks: detailed dusting; clean internal glass; vacuum under movable furniture; clean microwave interiors.
3. Monthly tasks: carpet spot treatment; upholstery spot cleaning; high-level dusting; inspect and report maintenance issues.
4. Quarterly tasks: deep carpet clean; seal hard floors as required.
5. KPIs: Weekly inspection pass rate ≥ 95%; customer response to reported issues within 48 hours; photographic evidence for remedial work.
6. Safety: Contractor to provide MSDS for all chemicals used and ensure staff follow WHS procedures.

Digital tools and technology to include in your scope

Modern scopes often require digital checklist and reporting tools. Consider specifying:

1. Mobile checklist app with timestamped photo evidence;
2. Online portal for invoices, service logs and defect reporting;
3. Integration with building management systems for after-hours access where relevant;
4. Automated KPI dashboards for monthly review.

Example language for consumables and sustainability

To support sustainability goals, include a clause such as:

“Contractor to use low-VOC, eco-labelled detergents where possible. Contractor to provide monthly report of consumable usage (paper, soap) and propose waste-reduction initiatives.”

Where to get examples and further reading

If you want practical, local examples of how cleaners deliver services in Melbourne, review local commercial cleaning providers’ service pages and blog resources to compare templates, case studies and checklists. For instance, read an office cleaning service page such as office cleaning Melbourne for real-world service inclusions and then adapt the clarity and specificity into your scope.

For additional guidance on cleaning best practice, antiseptic approaches and checklists from an international perspective, reputable trade blogs provide thorough checklists and industry guidance; they can be used as reference points for constructing task lists and QA procedures: ServiceMaster Clean blog.

Checklist — final pre-tender review

Before you issue your scope to tender, run through this final checklist:

1. Have you included exact site dimensions and a floor plan or labelled rooms?
2. Are task frequencies unambiguous (daily/weekly/monthly/quarterly)?
3. Did you state who supplies consumables and equipment?
4. Are KPIs and inspection processes included?
5. Is WHS and incident response clearly described?
6. Have you listed exclusions and any specialist services as priced extras?
7. Have you requested itemised pricing and a valid quote period?

Tips for managing the contract after award

Good scopes are just the start. Use these management steps:

1. Hold a detailed site induction with the contractor before work starts.
2. Agree on a defects log and remediation timelines.
3. Schedule monthly reviews for the first three months, then quarterly.
4. Use photographic evidence and digital checklists for objective QA.
5. Allow an initial adjustment period (e.g. first 30 days) to fine-tune frequencies and task timings.

Final thoughts

A well-written office cleaning scope of work ensures Melbourne offices get consistent, safe and value-driven cleaning services. Be specific, measurable and practical: define tasks, set frequencies, state standards and require digital reporting. That clarity leads to better bids, better contractor performance and a healthier workplace.

If you’d like, I can generate a customised scope of work template tailored to your building size, operating hours and sustainability goals — tell me the floor area, number of amenities and preferred service windows and I’ll draft it for you.