Getting a Cleaning Contract: What Questions You Should Prepare for Client Interview

Key Takeaways

• Preparing for client interviews improves your contract win rate by over 30%, according to industry consultants.
• Clients prioritize professionalism, staff vetting, and clear scope definitions—bring answers, documents, and references.
• Cleaning companies that proactively ask clients the right questions close 25% more deals and reduce contract disputes.

What is a Client Interview for a Cleaning Contract?

A client interview is a structured discussion that takes place before a cleaning contract is signed. It’s a key opportunity for cleaning companies to:

• Understand the scope of work
• Communicate their processes and qualifications
• Build trust and address client concerns
• Set expectations about communication, access, frequency, and payment
• Ask clarifying questions that prevent scope creep and misunderstandings

The Interview Is Your Pitch

Whether you’re bidding for a small office or a large commercial contract, this is your moment to show that:

• You’re reliable
• You’ve handled similar accounts
• You’re organized, insured, and client-focused
• You’re equipped with the right staff and systems

What Clients Expect:

According to a survey of facility managers by ISSA and CleanLink:

• 87% of clients evaluate vendors on their ability to communicate clearly and ask the right questions
• 42% will reject a cleaning company if they show a lack of clarity around staff vetting, insurance, or trainin
• 72% expect tech-enabled vendors who offer reporting, real-time alerts, or checklists

In short: it’s not about “just cleaning.” It’s about service professionalism.

Whether you deliver commercial cleaning services or residential ones, maid services or janitorial ones, getting a cleaning contract is not easy.

So, you need to prepare yourself for client interviews and leave the best first impression. Just telling the clients that you have an experienced staff and a cleaning workforce management system is not enough. You need to back it up with factual information about your business to make the clients believe you. But don’t worry! We did the homework for you.  

Here is a list of questions you should prepare for your client interview: 

1. How Many Years Have You Been In The Cleaning Services?

Whether you are a new cleaning company or an old one, be straightforward with your experience. 

Lying about your experience does no good and might play with your credibility if the client finds out about it later. 

If you are an experienced cleaning company, it is a plus. It is because clients usually prefer companies that have been working for years. However, if you are new, do not be disheartened. You have to start from somewhere, and this can be your chance. Prepare a pitch that impresses your client. For this, you need to prepare impressive answers to the following questions.

Why it matters: Experience is a trust signal. Firms with years of expertise and similar-site experience handle challenges efficiently for businesses.

Prepare to say:

• “We’ve been operating for X years.”
• “We currently service Y similar properties.”
• “Here’s a reference from a recent client with similar needs.”

2. How Do You Select And Screen Your Staff?

The clients often need information about how well qualified your staff is and how reliable the cleaners are. Your cleaning staff will be on their premises, so your clients need to ensure that you hire trustworthy people. So, prepare the information about your interview and screening process along with your onboarding procedure. Here, you need to highlight the practices you follow to ensure that you hire qualified and reliable cleaners only. For instance, you can mention that you ask for the employees’ affidavits and other documents that reassure their credibility.

Why it matters: Cleaners access private spaces; clients need to know about hiring standards and safety procedures

Share:

• Background checks, ID verifications
• Reference checks or criminal records
• Proof of insurance and certifications

3. How Do You Train And Manage Your Employees?

When the clients ask this question, they try to measure the capabilities of your staff. The training methods of your company tell a lot about how well your cleaners will work on the job. In other words, the training methods you use reflect your staff’s efficiency. So, prepare an answer on how you train your staff by enlisting everything included about that matter.

Why it matters: Well-trained staff maintain consistent standards and use the right products safely

Points to cover:

• Onboarding processes and refresher training
• Use of scanning/inspection tools like checklists or QR tagging
• Workforce management tools that track shifts, work completion, and feedback

Also, the other big question is how do you manage your employees? It is an opportunity for you to showcase your managerial capabilities. Talk to your clients about what management processes and tools your company uses. If you use a cleaning workforce management system, this is the right time to talk about the same. You can talk about how you schedule, follow up, fill open shifts, and manage the workflow. You can also talk about how you track the work progress and the location of your cleaning staff. 

Clients often prefer technically advanced companies because their staff is also a part of a more advanced protocol, which assures them of quality services.  

4. What Type Of Clients Have You Worked For In The Past

It is a no-brainer that the client will look for a cleaning company providing services in their niche. Specifically, a business owner or builder will look for commercial cleaners. However, residential clients will look for maids or home cleaning services. 

We advise you to research how flexible the client is on this subject. If you have experience in residential cleaning and the client is only strictly looking for commercial cleaners, you might end up disappointing them. 

However, if they do not have any strict requirements and you want to go for the commercial cleaning jobs, you can prepare an impressive pitch on how you are the perfect fit! So, prepare your answer accordingly.  

5. What Insurance Policies Do You Have? 

The answer to this question should be precise and accurate. You cannot promise to have insurance coverage you do not have because that might land you in trouble. 

Why it matters: Liability coverage ensures safety for both client and contractor

Be ready with:

• Types of insurance held: general liability, workers’ comp, vehicle insurance
• Coverage limits and client protections
• Certificates of insurance upon client request

The clients often look for insurance policies and coverage like General Liability Insurance, Workers’ Compensation Insurance, Umbrella Policies, etc. Prepare a clear answer stating the insurance policies that your cleaning company has and the coverage they provide to the client.  

What All To Include In Your Cleaning Contract?

When preparing for a client interview to secure a cleaning contract, it’s important to be well-prepared and ask relevant questions to understand the client’s needs and expectations. Here are some questions you should consider asking:

1. Scope of Work:

   • What specific areas or facilities require cleaning?
   • How frequently do you need cleaning services?
   • Are there any particular cleaning tasks or services you prioritize?
   • Are there any areas or items that require special attention or handling?

Why it matters: Defining what gets cleaned—and when—prevents misunderstandings and ensures the right staffing and pricing.

Client-side questions to ask:

• Which spaces (offices, restrooms, kitchens, common areas, windows) need cleaning?
• What’s your desired frequency—daily? weekly? bi-weekly?
• Any special instructions (e.g., green products, sensitive areas)

1. Schedule and Timing:

   • What are your preferred cleaning days and times?
   • Are there any specific time restrictions or limitations for cleaning?
   • How long do you expect each cleaning session to take?

2. Staffing and Access:

   • How many employees are usually present during cleaning hours?
   • Will there be someone available to grant access to the cleaning team?
   • Are there any security or access procedures that need to be followed?

    Broken access plans lead to missed shifts and dissatisfied clients.

   Client questions to discuss:

   • Preferred hours (after-hours, weekends)?
   • Who provides keys or alarm codes?
   • Any restricted zones or safety protocols?

3. Cleaning Supplies and Equipment:

   • Will you provide the cleaning supplies and equipment, or should the cleaning company bring their own?
   • Are there any specific cleaning products or equipment restrictions?
   • Are there any eco-friendly or specific cleaning product preferences?

   Knowing what you bring—and what the client provides—ensures you’re prepared and pricing matches supply costs.

   Questions to clarify:

   • Will you provide chemicals and tools or client-supplied?
   • Are there eco-friendly or allergen-free requirements?
   • Are there limitations on noise, chemicals, or equipment?

4. Budget and Payment:

   • What is your budget for cleaning services?
   • Do you have any specific invoicing or payment requirements?
   • Are there any additional costs or charges to consider (e.g., parking fees, uniforms)?

5. Quality Assurance:

   • Do you have any specific expectations or standards for the quality of cleaning?
   • How do you prefer to handle feedback or concerns about the cleaning service?
   • Is there any formal inspection or evaluation process?

6. Insurance and Liability:

   • Do you require the cleaning company to have specific insurance coverage?
   • Are there any liability or indemnification clauses that need to be discussed?

7. Contract Terms:

   • What is the desired contract length?
   • Are you open to discussing contract renewals or modifications?
   • Are there any termination clauses or notice periods to be aware of?

8. What Is Your Budget, Billing, and Contract Duration?

   Why it matters: Aligning on budget and payment terms ensures long-term viability, not just short-term profit.

   Discuss proactively:

   • Annual/monthly contract? minimum term?
   • Billing frequency (net-30, net-45, credit card)?
   • Include potential extras (parking, special tasks)

9. How Do You Handle Feedback, Emergencies, or Special Requests?

   Why it matters: Flexibility and responsiveness build trust and differentiate you from one-size-fits-all providers.

   Client conversation topics:

   • How fast should issues be resolved?
   • Whom do they notify for emergency or event cleaning?
   • How often is service quality percentage evaluated?

Why Interview Preparation Matters

1. Increases Contract Win Rate

Businesses that follow a preparation checklist for interviews convert 28% more leads into long-term clients, according to ServiceTitan.

Being prepared with documents, answers, and case studies creates confidence from the first conversation.

2. Demonstrates Reliability and Safety

Security is a top concern, especially in schools, banks, or medical centers. Facility managers are trained to look for:

• Cleaners with background checks
• Supervisors on call
• Workers’ compensation and liability insurance
• Clear entry and alarm handling protocols

Failing to proactively share this info creates doubt, and many won’t ask. They’ll just pass on your proposal.

3. Prevents Scope Creep & Disputes

Companies that define cleaning scope clearly upfront (what’s included and what’s extra) reduce client complaints by 41%.

Good interviews ask:

• “Do you want us to clean inside drawers or just surfaces?”
• “Are windows part of the weekly plan or monthly?”

These details save hours of rework and prevent undercharging.

4. Differentiates You from the Competition

Many vendors focus on price. Great vendors focus on value. Asking thoughtful questions like:

“Do you prefer eco-friendly disinfectants?” “Would you like automated shift completion reports?”

…positions you as a partner, not a commodity.

5. Builds Lasting Trust

Clients want transparency and ongoing communication. If your interview covers how issues are reported and resolved, how supervisors are notified, and how feedback loops work, it reassures them that your service is stable and accountable.

Remember to tailor these questions based on the specific needs and requirements of the client you’re interviewing. It’s also a good practice to take notes during the interview to demonstrate attentiveness and to refer back to them later when preparing a proposal or contract.

Searching “how to get commercial cleaning clients” will not get you any leads or clients. You have to prepare and these preparations go both ways. The person who is making the contract and the one who will be signing it needs to be prepared well. There are many cleaning companies that will provide cleaning contracts for free, you can easily take reference from there. All you need to do is search “how to get a cleaning contract” and voila you will be presented with multiple options. 

Cleaning job interview questions are simple enough to crack if you have prepared well. The cleaning industry is still growing and evolving, getting cleaning clients when you have just started might seem daunting but if you get a hang of it its fairly easy. 

With clear answers to these questions, you will be ready for the interview with your cleaning company. However, before you proceed, keep your portfolio in place so that you can show it to your clients whenever they need it. The most crucial addition to your portfolio is the best management software for cleaning companies. 

With an advanced cleaning workforce management system and its features, you can impress your clients. It will boost the reputation of your company instantly. 

If you are looking for a workforce management system for your cleaning company, contact Novagems. We will help you get on board!