A cleaning scope of work helps property managers compare vendors fairly. It should say which areas are included, which tasks happen there, how often service happens, what is excluded, and how the vendor communicates issues.
How to use this template
Use the structure below as a worksheet, not a legal document. Customize it for the property, the building standard, access rules, season, resident traffic, and ownership expectations.
- Start with the common areas residents and prospects see first.
- Separate recurring tasks from periodic or add-on tasks.
- Write down access and communication expectations before service starts.
- List exclusions so the property team and vendor do not assume different things.
Copyable scope of work structure
Property information: Property name, address, manager contact, billing contact, service start date, building count, floors, approximate units, parking, and service window.
Areas included: Entrances, lobbies, hallways, stairwells, elevators, mail/package areas, laundry rooms, resident common rooms, fitness rooms, shared restrooms, and other areas named by property.
Task list: Vacuuming, sweeping, mopping, dusting, touchpoint wiping, glass spot cleaning, light debris removal, trash responsibilities, and reporting notes.
Frequency: List each area and frequency: multiple times per week, weekly, biweekly, monthly detail, seasonal adjustment, or as agreed.
Supplies: Note whether the property or vendor provides paper goods, trash liners, cleaning chemicals, equipment storage, water access, and replacement supplies.
Access: Keys, lockboxes, fobs, access codes, alarms, parking, trash rooms, mechanical areas if relevant, and emergency contact instructions.
Winter expectations: Salt, sand, slush, wet entry mats, hard floors, carpeted entries, first-floor halls, and seasonal frequency adjustments.
Reporting: Issue reporting, photo updates when agreed, completion notes, supply concerns, maintenance concerns, and property-manager feedback process.
Exceptions: Snow removal, hazardous cleanup, pest treatment, large debris hauling, repairs, floor refinishing, carpet extraction, and any work not included in recurring service.
Change requests: How to request added areas, changed frequency, seasonal detail work, schedule changes, or turnover support.
Example frequency table to customize
Entrances and lobbies
Multiple times per week in high-traffic or winter-heavy buildings; weekly may fit lower-traffic buildings.
Hallways and stairs
Weekly or multiple times per week depending on resident traffic, pets, floors, and complaints.
Laundry and package rooms
Often need more frequent touchpoint and floor attention because messes collect quickly.
Need a cleaning scope built for your property?
LumiMaid can walk the property, identify shared areas, discuss frequency, confirm access, and build a written cleaning scope for recurring service.
Questions property managers ask
Is this apartment building cleaning scope legally binding?
No. This template is a practical cleaning-scope worksheet, not legal advice. Property requirements should be customized and reviewed by the appropriate decision maker.
Can this template be used for common-area cleaning only?
Yes. The template can be narrowed to entrances, lobbies, halls, stairs, elevators, laundry rooms, mail areas, amenities, and other shared spaces.
Should cleaning frequency be included in the scope?
Yes. A useful scope lists the areas, tasks, frequency, supplies, access rules, reporting expectations, exclusions, and how changes are requested.