Cleaning services agreement, Ashgrove Dental Care

Cleaning services agreement template with a room by room scope table

Almost every argument about commercial cleaning is an argument about what was in the scope, so this agreement puts the scope in a table with a room, a task list and a frequency on every line. It then settles what a dental practice worries about: who holds the keys, who has been police checked, and what the consumables cost.

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Brightway Commercial Cleaning
ABN 62 447 118 903 · 9 Kelburn Road, Ashgrove QLD 4060 · 07 3355 4120 · accounts@brightway.example
Cleaning services agreement · Ashgrove Dental Care · version 2Page 1 of 6
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Cleaning services agreement

This agreement is made on 14 September 2026 between Brightway Commercial Cleaning Pty Ltd, ABN 62 447 118 903, of 9 Kelburn Road, Ashgrove QLD 4060, called the Cleaner, and Ashgrove Dental Care Pty Ltd, ABN 18 903 224 771, of 212 Waterworks Road, Ashgrove QLD 4060, called the Client.

$640
Fee a fortnight
4
Visits a fortnight
5 Oct 2026
Start
30 days
Notice
1. What is being cleaned
1.1
The premises
The Cleaner services the whole of the Client's practice at 212 Waterworks Road, Ashgrove, a ground floor tenancy of about 240 square metres with two surgeries, a sterilisation room, reception, a staff room, two toilets and the corridors between them.
1.2
Scope by room
The table below is the scope, and anything not in it is quoted separately before it is done. Visits run on Tuesday and Friday evenings after 6.30 pm, and monthly tasks are done on the first Friday visit of each calendar month and noted on the visit sheet.
Area
Tasks
Frequency
Reception and waiting room
Vacuum carpet, damp wipe the reception desk and eftpos terminal, spot clean glass, empty bins, wipe chair arms, straighten seating
Every visit
Surgery 1 and Surgery 2
Damp mop vinyl with hospital grade detergent, wipe skirtings, door handles and light switches, empty clinical and general bins into the Client's bagged streams, clean the sink and tap
Every visit
Sterilisation room
Mop the floor, wipe bench fronts and cupboard faces only, empty bins, clean the sink; the Client cleans all instrument surfaces and the autoclave
Every visit
Toilets, two
Clean and disinfect pans, seats, basins and mirrors, mop the floor, restock hand towel, toilet paper and soap, empty sanitary bins into the collection unit
Every visit
Staff room
Wipe benches, sink and table, clean the microwave exterior and fridge handles, mop the floor, empty bins
Every visit
Corridors and entry
Vacuum or mop, wipe the glass entry door inside and out to hand height, wipe skirtings
Every visit
All rooms
Dust high surfaces, air vents and picture rails, wipe the full height of glass, machine scrub the surgery vinyl
Monthly
Carpet, reception and waiting
Hot water extraction clean, furniture moved and returned
Quarterly
Area
Tasks
Frequency
Reception and waiting room
Vacuum carpet, damp wipe the reception desk and eftpos terminal, spot clean glass, empty bins, wipe chair arms, straighten seating
Every visit
Surgery 1 and Surgery 2
Damp mop vinyl with hospital grade detergent, wipe skirtings, door handles and light switches, empty clinical and general bins into the Client's bagged streams, clean the sink and tap
Every visit
Sterilisation room
Mop the floor, wipe bench fronts and cupboard faces only, empty bins, clean the sink; the Client cleans all instrument surfaces and the autoclave
Every visit
Toilets, two
Clean and disinfect pans, seats, basins and mirrors, mop the floor, restock hand towel, toilet paper and soap, empty sanitary bins into the collection unit
Every visit
Staff room
Wipe benches, sink and table, clean the microwave exterior and fridge handles, mop the floor, empty bins
Every visit
Corridors and entry
Vacuum or mop, wipe the glass entry door inside and out to hand height, wipe skirtings
Every visit
All rooms
Dust high surfaces, air vents and picture rails, wipe the full height of glass, machine scrub the surgery vinyl
Monthly
Carpet, reception and waiting
Hot water extraction clean, furniture moved and returned
Quarterly
Area
Tasks
Frequency
Reception and waiting room
Vacuum carpet, damp wipe the reception desk and eftpos terminal, spot clean glass, empty bins, wipe chair arms, straighten seating
Every visit
Surgery 1 and Surgery 2
Damp mop vinyl with hospital grade detergent, wipe skirtings, door handles and light switches, empty clinical and general bins into the Client's bagged streams, clean the sink and tap
Every visit
Sterilisation room
Mop the floor, wipe bench fronts and cupboard faces only, empty bins, clean the sink; the Client cleans all instrument surfaces and the autoclave
Every visit
Toilets, two
Clean and disinfect pans, seats, basins and mirrors, mop the floor, restock hand towel, toilet paper and soap, empty sanitary bins into the collection unit
Every visit
Staff room
Wipe benches, sink and table, clean the microwave exterior and fridge handles, mop the floor, empty bins
Every visit
Corridors and entry
Vacuum or mop, wipe the glass entry door inside and out to hand height, wipe skirtings
Every visit
All rooms
Dust high surfaces, air vents and picture rails, wipe the full height of glass, machine scrub the surgery vinyl
Monthly
Carpet, reception and waiting
Hot water extraction clean, furniture moved and returned
Quarterly
1.3
What is excluded
Instrument surfaces, the autoclave, the suction lines, external glass above hand height, the gutters, the car park, biohazard spill response, and any work needing a licensed trade. The Cleaner reports anything it sees that needs one and does not attempt it.
2. Term and visits
2.1
Initial term
This agreement starts on 5 October 2026 and runs for 12 months, then continues on the same terms until either party ends it under clause 9. A visit falling on a public holiday moves to the next business evening, and where the practice closes for more than five consecutive days the fee drops by $160 for each missed visit.
3. Fees and payment
3.1
The fortnightly fee
The fee is $640 plus GST a fortnight for the four visits in that fortnight, which is $160 plus GST a visit. The quarterly carpet clean is charged separately at $340 plus GST each time it is carried out.
Charge
Times a year
Each
Year total
Fortnightly service, four visits
26
$640.00
$16,640.00
Quarterly carpet extraction
4
$340.00
$1,360.00
Total a year before GST
$18,000.00
GST at 10 percent
$1,800.00
Total a year including GST
$19,800.00
Charge
Times a year
Each
Year total
Fortnightly service, four visits
26
$640.00
$16,640.00
Quarterly carpet extraction
4
$340.00
$1,360.00
Total a year before GST
$18,000.00
GST at 10 percent
$1,800.00
Total a year including GST
$19,800.00
Charge
Times a year
Each
Year total
Fortnightly service, four visits
26
$640.00
$16,640.00
Quarterly carpet extraction
4
$340.00
$1,360.00
Total a year before GST
$18,000.00
GST at 10 percent
$1,800.00
Total a year including GST
$19,800.00
3.2
Invoicing and GST
The Cleaner invoices on the last business day of each month for the visits made that month, listing each visit date, and payment is due 14 days later. All amounts are exclusive of GST, which is shown as a separate line on every tax invoice and carries the Cleaner's ABN. An invoice unpaid 21 days after its due date accrues interest at 8 percent a year, charged daily.
3.3
Annual review
On each anniversary the fee may rise by the annual change in the Consumer Price Index for Brisbane, all groups, to a maximum of 5 percent, on 30 days written notice stating the index figure used.
4. Consumables, chemicals and equipment
4.1
What the Cleaner supplies
Hand towel, toilet paper, hand soap, bin liners and sanitary bags are supplied by the Cleaner and charged at cost plus 10 percent on the monthly invoice, itemised by product and quantity. The Client may supply its own instead, in which case nothing is charged.
4.2
Chemicals and equipment
The Cleaner supplies its own vacuum, mop system, machine scrubber and chemicals, and keeps a Safety Data Sheet for every product in the cleaning cupboard. Products used in the surgeries are hospital grade and are listed on the visit sheet.
5. Keys, alarm codes and locking up
5.1
Keys
The Client issues two keys, recorded in a key register signed by both parties. Keys are not copied, not labelled with the address, and are held overnight by the Cleaner's supervisor in a locked cabinet.
5.2
Alarm codes
Each cleaner who attends is issued a personal alarm code by the Client. The Cleaner tells the Client within one business day when a cleaner stops working on this site, and the Client cancels that code within two business days.
5.3
Lost keys and leaving the premises
A lost key is reported the same day and the Cleaner pays the reasonable cost of rekeying the affected locks to a maximum of $1,500 for any one event. On every visit the cleaner closes internal doors, locks the sterilisation room, turns off lights and taps and sets the alarm, and the arm time goes on the visit sheet.
6. People on site
6.1
Police checks
The Cleaner warrants that every person it sends holds a National Police Certificate issued no more than three years earlier with no disclosable court outcome relevant to this work, and that it will produce the certificate on request within two business days. The same two cleaners attend wherever possible, and they are employed or engaged by the Cleaner, who is responsible for their wages, superannuation, insurance and tax.
6.2
Confidentiality
The premises hold patient records. The Cleaner and its people keep private anything seen or heard on site, do not photograph the interior, and do not open drawers, cabinets or files. This obligation continues after the agreement ends.
7. Standard of work
7.1
Consumer guarantees
The services come with guarantees under the Australian Consumer Law that cannot be excluded, including that they are provided with due care and skill and are fit for the purpose made known. Nothing in this agreement limits those guarantees.
7.2
Rectification and the quarterly walkthrough
A missed or poor task reported within two business days of a visit is put right at no charge within one business day of the report and recorded on the next visit sheet. The supervisor and the practice manager walk the premises once a quarter against the scope table and sign the result; two consecutive failed walkthroughs let the Client end this agreement on 14 days notice.
8. Safety and insurance
8.1
Work health and safety
Both parties have duties under the Work Health and Safety Act 2011 (Qld). The Cleaner works to its own safe work procedures, signs wet floors, and reports any hazard it finds the same evening. It does not handle sharps or clinical spills: the cleaner leaves the item, marks the area and calls the practice manager, who responds under the Client's infection control procedure. A certificate of currency for each policy below is given on signing and within five business days of each renewal, and damage the Cleaner causes is reported that evening and repaired at its cost.
Policy
Minimum cover
Held by
Public liability
$20 million
Cleaner
Workers compensation
As required by law
Cleaner
Broadform liability, products
$5 million
Cleaner
Building and contents
Full replacement
Client
9. Changing and ending this agreement
9.1
Variations in writing
A change to the scope table, the frequency or the fee takes effect only when both parties agree it in writing, including by email. A verbal request at the door is not a variation and is not charged. Unquoted additional work is charged at $58 plus GST a cleaner hour.
9.2
Notice
Either party may end this agreement on 30 days written notice. The Cleaner keeps servicing the premises to the scope table through the notice period and invoices for the visits made.
9.3
Breach and the last day
A party in serious breach has 10 business days to fix it after written notice, and if it is not fixed the other party may end this agreement immediately. On or before the final visit the Cleaner returns every key and removes its equipment and chemicals, and the Client cancels the alarm codes that evening.
10. General
10.1
Disputes, notices and subcontracting
The supervisor and the practice manager meet within five business days of an issue being raised, and if that does not settle it the parties go to mediation through a Queensland mediation service before starting proceedings. Notices are given by email. The Cleaner does not subcontract any part of the services without written consent, and where consent is given clause 6 applies to the subcontractor's people in the same way.
10.2
Governing law and whole agreement
This agreement is governed by the law of Queensland. It and the scope table replace the quotation dated 28 August 2026 and anything said before signing.
For Brightway Commercial Cleaning Pty Ltd
Name
:
Position
:
Date
:
For Ashgrove Dental Care Pty Ltd
Name
:
Position
:
Date
:

Section by section

What each section is for, so you can keep the ones you need and drop the rest.

Parties and key terms
Both companies with their ABNs, then the fee, the visit count, the start date and the notice period.
1. What is being cleaned
The premises, the eight row scope table that governs, and the excluded work.
2. Term and visits
A 12 month term that rolls on, and what a public holiday or closure does to a visit.
3. Fees and payment
The fortnightly fee, a year table reaching $19,800 including GST, invoicing and the capped CPI review.
4. Consumables, chemicals and equipment
Who supplies the paper goods and at what margin, and who owns the machines and the Safety Data Sheets.
5. Keys, alarm codes and locking up
The key register, personal alarm codes, the rekeying cap and the end of visit checks.
6. People on site
The police check warranty, a settled crew, who employs the cleaners, and confidentiality.
7. Standard of work
Consumer guarantees, the rectification window and the quarterly walkthrough.
8. Safety and insurance
Safety duties, the sharps rule, and four policies with who holds each.
9. Changing and ending this agreement
Variations in writing, the rate for unquoted work, 30 days notice and the last day.
10. General
Disputes, notices, subcontracting consent, governing law and what this replaces.
Signatures
A block for each company with name, position and date.

Clauses in this document

How to adapt this agreement

For an office rather than a clinic, delete the sharps rule, drop the hospital grade detergent line, and replace the surgery rows with workstations, meeting rooms and a kitchen. For a nightly service, change the fee line to a weekly figure and rebuild the year table on 52 weeks rather than 26 fortnights, because a reader will check that arithmetic. For a strata or retail site where a manager lets the cleaner in, cut clause 5 back to an access window and a contact, and add a rule for when nobody opens the door.

Which law the terms follow

Consumer guarantees under the Australian Consumer Law apply to services bought for under $100,000, which covers a $19,800 a year contract, so clause 7.1 says nothing here limits them rather than trying to exclude them. Safety duties come from the Work Health and Safety Act 2011 in Queensland. GST is added at 10 percent on a tax invoice carrying the cleaner's ABN, and the review is tied to a published index. Cleaning is not construction work, so no security of payment legislation applies and payment is an ordinary 14 day term.

What makes this document work

The scope is a table, so nothing is arguable

Eight rows name the area, the tasks and the frequency, from the two surgeries to the quarterly carpet extraction. Clause 1.2 makes that table the scope and 1.3 lists the exclusions, so a request at the door is either paid for or a quote.

The fee table adds up in front of the client

Twenty six fortnights at $640 is $16,640, four carpet cleans at $340 is $1,360, and the year comes to $18,000 before GST and $19,800 after it. A client who can see the arithmetic stops asking what the annual cost really is.

Keys and codes are a process, not a promise

Clause 5 sets a signed key register, unlabelled keys, a personal alarm code per cleaner, cancellation within two business days of someone leaving, and a $1,500 cap on rekeying. That is the clause a practice manager reads first.

Questions people ask

What should a cleaning services agreement include?

A scope you can point at, a frequency for every task, the fee and what it covers, who supplies consumables and at what price, access and keys, insurance, a way to fix a missed task, and notice. This one carries all of those.

How is commercial cleaning usually priced?

Per visit, per hour, or as a flat periodic fee. This one uses $640 a fortnight, which breaks down to $160 across four visits, and prices the quarterly carpet clean separately at $340 so an occasional job never hides inside the regular rate.

Should cleaners be police checked?

On premises holding patient records, yes, and it belongs in the contract as a warranty rather than a reassurance. Clause 6.1 requires a National Police Certificate no older than three years for every person attending, produced on request within two business days.

Who pays for toilet paper and hand towel?

Whoever the contract says. Here the cleaner supplies them at cost plus 10 percent, itemised on the monthly invoice, and the client can ask for the supplier invoices behind any month. The client can supply its own instead, at no charge.

Can a cleaning contract raise its price each year?

Only if it says so and says by how much. Clause 3.3 allows one rise a year, limited to the annual change in the Brisbane Consumer Price Index and capped at 5 percent, on 30 days notice stating the index figure used.

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Sources

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