The Insurance Policy You Never Read: Vetting Your Commercial Cleaning Vendor

By an industry contributor.

A slip on a wet floor might not seem like a big deal. But for your business, it can lead to a costly lawsuit. This is a real risk if the cleaning crew you hired doesn't have the right insurance. When you hire a cleaning company, you're not just paying for a clean office. You're also taking on their risks. A cheap price might look good, but it often means the company has cut corners on insurance. This can leave your business unprotected.

Choosing a commercial floor cleaning company is about more than just comparing prices. You need to look closely at their qualifications, their insurance papers, and the details in their contract. Knowing these details helps you hire a real partner instead of a problem you could have avoided. This is about protecting your business, not just making things look nice.

Quick answer: To choose the right floor cleaning company, you need to check that they have two types of insurance: general liability and workers' compensation. Ask for their current Certificate of Insurance (COI). Make sure you get it straight from their insurance agent. You should also check their references, especially from businesses like yours. Your contract should clearly state what they will do, how often they will do it, and how problems will be handled.

What's inside

·        What is the difference between being bonded and insured?

·        How can you verify a vendor's insurance coverage is active?

·        What specific clauses should your service contract include?

·        Are "green" cleaning products as effective for high-traffic floors?

·        How is pricing for commercial floor care typically structured?

·        What critical questions should you ask a vendor's references?

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How can you verify a vendor's insurance coverage is active?

The best way to check their insurance is to ask for a Certificate of Insurance (COI). Don't get it from the cleaning company—get it sent to you directly from their insurance agent. A good company will be happy to do this. This paper proves they have the right insurance to protect your business if someone gets hurt on your property.

You need to check for two main types of insurance. The first is General Liability insurance. This covers damage to your property or injuries to visitors caused by the cleaning crew. The second is Workers' Compensation. This pays for medical bills and lost pay for their employees if they get hurt while working in your building. According to the U.S. Small Business Administration, workers' compensation is required by law in almost every state for businesses with employees. Without it, if one of their workers gets hurt, you could be forced to pay the bills.

Checking the COI correctly means more than just a quick look. Follow these steps:

1.      Get the COI from the source. Ask the cleaning company for their insurance agent’s contact info. Then, email the agent yourself to ask for the COI. This way, you know the paper is real and up to date.

2.      Check the name on the policy. Make sure it’s the exact same name as the company you’re hiring. If it’s different, you might be dealing with another company or a subcontractor.

3.      Check the dates. Find the start and end dates of the policy to make sure the insurance is active now and will be for as long as you work with them.

4.      Look at the coverage amounts. General liability policies have limits for how much they will pay for one incident ("per occurrence") and for the whole year ("general aggregate"). Many businesses require at least $1 million for one incident and $2 million in total.

5.      Ask to be an "Additional Insured." This is very important. It means their insurance policy also covers your business. If someone sues because of their work, their insurance pays first, which protects your own policy.

❝ If a company doesn't want their insurance agent to send you the COI directly, that’s a big red flag. It could mean they don’t have insurance, their coverage has expired, or they don’t have enough coverage. Professional companies are used to this request and see it as a normal part of signing up a new client.

If they push back, be very careful. A professional company will understand that you are just doing your homework to protect your business, your staff, and your customers.

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Are "green" cleaning products as effective for high-traffic floors?

Yes. When used the right way, modern green cleaning products work just as well as traditional ones, even on busy floors. The key is to know that "green cleaning" is a whole system, not just one product. It works best when the right product is used for the right type of floor, and when the staff is trained to use it correctly.

Older green cleaners sometimes had trouble with tough grease or dirt. But today’s products are much better. Products with labels from groups like Green Seal or the EPA's Safer Choice program have been tested to make sure they work well. They often work differently than older chemicals. Instead of using harsh ingredients, they might use:

·        Hydrogen Peroxide: This helps break down stains and dirt without leaving harmful chemicals behind. It’s great for making tile grout look new and getting rid of smells.

·        Enzymatic Cleaners: These use natural enzymes to break down organic messes like grease, oil, and food spills. They work very well in kitchens and bathrooms.

·        Low-VOC Products: These products have fewer Volatile Organic Compounds (VOCs). VOCs are chemicals that can pollute indoor air and make it harder to breathe.

When green products don't seem to work, it's usually because they are not being used correctly. For example, some green cleaners need to sit on a surface for a few minutes to work. This is called "dwell time." A cleaning crew used to older, faster chemicals might wipe it away too soon, which means the floor won’t get clean.

❝ The real question isn't if a company uses green products, but how they use them. Ask about how they train their staff to use these products, like how to mix them with water and how long to let them sit. A good company can explain why they use one cleaner for your tile floor and a different one for your vinyl floor.

When checking out a cleaning company, ask to see the Safety Data Sheets (SDS) for the main products they plan to use. Look for official certifications and ask about their training. A professional service can explain their cleaning system and how it protects your property and the people inside it.

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Frequently asked questions

How is pricing for commercial floor care typically structured? Most companies use one of three ways to charge: by the square foot, a flat monthly fee, or an hourly rate. Square-foot pricing is common for big, open spaces. Flat fees are for regular, ongoing service. Hourly rates are usually for special projects. The final price depends on the type of floor, how dirty it gets, how many people walk on it, and how often it’s cleaned.

Why does professional floor cleaning seem so expensive? The price covers more than just workers and cleaning supplies. A large part of the cost pays for things that protect you. This includes proper insurance, expensive cleaning machines, staff training, and following safety rules. A cheap price often means a company is skipping one of these important things.

What is the difference between being bonded and insured? Insurance and bonding protect you from different problems. Insurance covers accidents, like if the crew damages your property or someone gets hurt. A bond protects you from theft by the company’s employees or if the company doesn't finish the job. Both are good to have, but strong insurance is the most important for everyday work.

How often do commercial floors need deep cleaning versus daily maintenance? It all depends on how much foot traffic you have. A busy store entrance might need to be mopped every day and scrubbed with a machine every week. A quiet office hallway might only need a deep clean every few months. A good company will help you make a plan that includes daily cleaning, regular maintenance, and deep cleaning when needed. This helps your floors last longer.

Should I expect to sign a long-term contract? Many companies like year-long contracts, but you shouldn't feel forced into one. It’s fair to ask for a 30- to 90-day trial period or a contract that lets you cancel with 30 days' notice. This gives you time to see if you like their work before you agree to a long-term deal. A good company will be confident they can earn your business.

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The Real Job: Vetting for Risk, Not Just Price

Choosing a floor care company is more about managing risk than just buying a service. The price they give you is only one part of the total cost. A company's real value is in the details: can they prove they have insurance, do they have a good system for cleaning, and are they willing to sign a fair contract?

The most important thing to remember is that a low price often means more risk for you. An accident, damage from the wrong chemicals, or not following safety rules can cost you much more than you would save with a cheap service. These questions aren't meant to slow you down. They are tools to help you find a professional company and avoid the ones that cut corners.

In the end, the right company acts like a partner who helps you protect your property and keep it safe and healthy. They see floor care as a skilled job, not just simple labor. By focusing on how professional they are instead of just the price, you can hire a team that lowers your risks, not one that adds to them.

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About the author

Go Premier Cleaning is a locally owned commercial cleaning and janitorial services provider operating in the Denver Metro Area. The company, Go Premier Cleaning, works with managers to create cleaning plans for different types of businesses. They focus on using certified green cleaning products and systems. This helps protect property and create a healthier space for everyone inside. The company is fully licensed and insured. They focus on being open and honest and providing reliable service.