Simple Steps to Create a Client Contract That Protects Your Business

Running a residential cleaning business involves more than just providing excellent service—you also need to protect your business from misunderstandings, disputes, and potential legal issues. One of the most effective ways to do this is by using a well-written client contract. This document sets clear expectations for both you and your clients, ensuring smooth operations and safeguarding your business interests.

Here’s a step-by-step guide to creating a client contract that will protect your cleaning business.

1. Define the Scope of Work

The first step in drafting your contract is to specify what services you will and will not provide. This prevents clients from making assumptions about additional tasks and ensures clarity from the outset.

• List included services: Be as specific as possible. For example, outline tasks like dusting, mopping, vacuuming, bathroom cleaning, and kitchen cleaning.
• State excluded services: If you don’t handle tasks like window washing, carpet cleaning, or decluttering, make that clear. You might also specify that moving heavy furniture or cleaning hazardous areas is not included.
• Add flexibility clauses: Include an option for clients to request add-on services for an additional fee. For example, “Additional services, such as organizing closets or deep-cleaning appliances, must be scheduled in advance and will incur an extra charge.”

This section should leave no room for ambiguity about what the client can expect from your services.

2. Set Payment Terms and Conditions

Payment issues can strain relationships, so it’s crucial to establish clear terms in your contract.

• Pricing and payment schedules: State your rates—whether hourly, flat-rate, or per project—and specify when payment is due (e.g., after each cleaning, biweekly, or monthly).
• Accepted payment methods: Mention the forms of payment you accept, such as credit cards, checks, or digital payments like Venmo or PayPal.
• Late payment policies: Outline what happens if a client fails to pay on time. For example, “Invoices not paid within 7 days of the due date will incur a late fee of $25.”
• Cancellations and rescheduling: Clearly define how much notice is required for cancellations or changes. A common policy might state, “Cancellations made less than 24 hours before the scheduled service will result in a cancellation fee of $50.”

Including these details ensures you get paid fairly and on time while minimizing misunderstandings.

3. Establish Liability and Damage Policies

Even with the utmost care, accidents can happen. Your contract should address how liability is handled in the event of damage or loss.

• Damage disclaimers: Include a clause specifying that you are not responsible for pre-existing damage or wear and tear. For example, “The service provider will not be held liable for damages to fragile or previously damaged items.”
• Client responsibilities: Ask clients to inform you about valuable or fragile items and to secure them before your team arrives.
• Lost items: Address how lost or misplaced items will be handled. For instance, you might state, “The service provider is not responsible for items lost or misplaced unless negligence can be proven.”
• Insurance coverage: If your business has liability insurance, mention it briefly, but clarify its limits. For example, “The service provider is insured for damages up to $10,000; however, claims must be reported within 48 hours of the service.”

These clauses protect both you and your clients, ensuring everyone is on the same page about potential risks.

4. Include Terms for Access and Security

For cleaning services, access to the client’s property is a sensitive topic. Address this in your contract to avoid misunderstandings.

• Key and code handling: Specify how you will manage keys, alarm codes, or other access methods. For example, “Keys and codes provided by the client will be stored securely and used only by authorized personnel.”
• Client presence: State whether clients need to be home during cleaning. If not, include a disclaimer about limited liability in their absence.
• Privacy assurance: Reassure clients that their personal information and property will be treated with confidentiality and respect.

Addressing these details upfront builds trust and shows professionalism.

5. Add a Dispute Resolution Clause

Disputes can arise even with the best intentions. Including a clause on how disagreements will be handled can save time, money, and stress.

• Communication first: State that disputes should first be addressed through open communication. For example, “The client and service provider agree to resolve disputes through direct communication before pursuing other remedies.”
• Mediation or arbitration: If communication fails, outline a process for resolving disputes outside of court, such as mediation or arbitration. Include language like, “Any disputes not resolved through communication will be referred to mediation under the rules of [specified organization].”
• Jurisdiction: Specify which state/province or local laws will govern the agreement, especially if you work across state/provincial lines.

This clause demonstrates your commitment to fairness and professionalism.

6. Finalize and Review Your Contract

Once you’ve drafted your contract, take these final steps:

• Consult a lawyer: While templates and guides can be helpful, it’s essential to have a legal professional review your contract. This ensures it complies with local laws and adequately protects your business.
• Keep it professional but approachable: Use clear, concise language that’s easy for clients to understand. Avoid overly technical jargon.
• Obtain signatures: Make sure both you and your client sign the contract before any work begins. Digital signature tools like DocuSign can simplify this process.

In conclusion, a well-crafted client contract is a vital tool for running a successful cleaning business. It protects your interests, builds trust with clients, and creates a clear roadmap for a positive working relationship.

If you don’t have a contract yet, don’t wait—start drafting one today using the steps outlined here. Taking the time to establish a solid agreement now can save you from potential headaches down the line.