An output-based cleaning specification describes the standard to be achieved in each area of a building, rather than dictating every method a cleaner must use — for example "washroom floors visibly clean and dry with no odour" rather than "mop washroom floor." This gives the contractor room to work efficiently while giving the buyer a clear, auditable standard.
Download the template
Download the PDFA fillable area-by-area specification grid, structured exactly as set out below.
How to structure the specification
List every distinct area type on site (reception, offices, washrooms, kitchens, corridors, meeting rooms, external), and for each one define the task, the frequency, and the acceptable output standard. Avoid vague terms like "clean thoroughly" — describe what "clean" actually looks like when the task is done.
Example specification grid
| Area | Task | Frequency | Output standard |
|---|---|---|---|
| Reception | Dust and polish surfaces; vacuum/mop floor; empty bins; clean glass entrance doors | Daily | Free of dust, marks and litter; glass streak-free |
| Open-plan offices | Empty bins; vacuum carpets; dust desks (clear areas only) and surfaces | Daily | No visible litter, dust or staining; bins not overflowing |
| Washrooms | Clean and disinfect WCs, basins, mirrors; refill consumables; mop floor | Daily, checked twice on high-traffic sites | No limescale, odour or residue; consumables always in stock |
| Kitchens/break-out | Wipe surfaces and appliance exteriors; empty bins; mop floor | Daily | Surfaces free of spills and residue; floor dry and non-tacky |
| Corridors/stairwells | Vacuum/mop; dust handrails and skirting | Daily or 3x/week | Free of litter, marks and dust build-up |
| High-level/periodic | Dust high ledges, light fittings, vents; deep-clean carpets/floors | Monthly/quarterly | No visible dust build-up on inspection |
| External (bins, entrance) | Sweep entrance; manage bin store | Daily/weekly | Entrance free of litter; bin store tidy and not overflowing |
BICSc colour-coded equipment
Reference the British Institute of Cleaning Science (BICSc) four-colour coding system so equipment (cloths, mops, buckets) is never cross-contaminated between areas: red for washrooms and toilets, blue for general low-risk areas, green for catering and food-contact areas, and yellow for higher-risk or isolation areas. See our BICSc colour-coding guide and printable colour-coding poster.
Consumables and materials
Specify who supplies consumables (soap, paper towels, bin liners) and to what minimum standard, and which cleaning chemicals are approved for use — cross-referenced to a COSHH assessment for each product.
Linking to frequency and KPIs
Once the specification is agreed, translate it into an area-by-area frequency matrix for staff rotas, and a KPI scorecard for ongoing monitoring.