Short answer
Before hiring an office cleaning company, ask whether they're insured, who will actually clean your office, what happens when someone calls out, and how the team is supervised. Ask for a written scope of work, how you'll communicate, who provides supplies, whether they can fit your schedule, how extra services are priced, and what the first two weeks look like.
Choosing an office cleaning company shouldn't come down to price alone. A cleaning program may look straightforward on paper, but the real differences between providers often become clear after service begins.
Who answers when something goes wrong? Who supervises the cleaners? What happens when an employee calls out? And how much time will your office manager spend following up?
Before hiring a commercial cleaning company for your Manhattan office, here are 10 questions worth asking.
1. Are you insured?
Commercial office buildings often have specific insurance requirements for outside vendors. Ask whether the cleaning company can provide a certificate of insurance (COI) that meets your building's requirements.
It's also worth involving building management early to understand any additional vendor approval procedures.
2. Who will actually clean our office?
There's a difference between meeting a salesperson and knowing who will be responsible for maintaining your workplace. Ask whether the cleaning team is regularly assigned to your office, how employees are trained, and whether background checks are performed.
Consistent staffing helps cleaners learn the layout, routines, and specific preferences of each workplace.
3. What happens when someone calls out?
Employees get sick, take vacation, and occasionally become unavailable. The important question is how your cleaning provider handles those situations. Does the company have backup coverage? Will replacement employees know the office? Who handles access and security instructions?
At Nomad Facilities, backup team members are trained on each client workplace, so coverage comes from someone who already knows the space and its cleaning requirements.
4. How is the team supervised?
Even strong cleaning teams need consistent oversight. Ask whether supervisors conduct regular site reviews, how cleaning quality is evaluated, and what happens when a task is missed.
A reliable cleaning company should have a system for checking work rather than depending entirely on client complaints.
5. Will we receive a written scope of work?
A vague promise to "clean the office" leaves room for misunderstanding. A proper scope should identify:
- Areas covered
- Cleaning tasks
- Service frequency
- Supply responsibilities
- Periodic and specialty services
- Additional work that requires approval
The clearer the scope, the easier it is to evaluate performance. Our guide to office cleaning costs in NYC explains how scope and hours shape the price.
6. How do we communicate with your team?
Office managers already have enough vendors and responsibilities to manage. Ask who your primary contact will be and how you should communicate service requests.
Nomad Facilities can coordinate through a shared Slack channel, text, or email, with a named point of contact familiar with your workplace.
7. Who provides cleaning supplies?
Confirm whether the provider brings its own equipment and products. Also ask who purchases consumables such as paper towels, soap, and trash liners. These costs can affect the overall budget and should be clear before signing an agreement.
8. Can you accommodate our schedule?
Not every Manhattan office operates from nine to five. Some workplaces have employees working late, weekend activity, or frequent evening events. A cleaning schedule should fit your office hours while complying with the building's access requirements. If your office needs attention during the day, ask whether they offer day porter services.
9. How are additional services handled?
Your office may occasionally need carpet cleaning, extra event coverage, deep cleaning, or additional pantry support. Ask how these services are requested, approved, and billed. A clear process prevents unexpected costs and scheduling problems.
10. What happens during the first two weeks?
The beginning of a new cleaning relationship is especially important. Ask how the provider trains staff, coordinates building access, learns the office layout, and confirms that service meets expectations. There should be a clear process for resolving issues and adjusting the scope when necessary.
The bottom line
The best cleaning relationship is one that requires less management from your team. Look for a company that can explain how it trains employees, supervises work, handles unexpected situations, and communicates clearly.
