The Ultimate Checklist for Hiring a Commercial Cleaner in Toronto (2025 Guide)

Finding the right commercial cleaning company can be challenging. With hundreds of options in the Greater Toronto Area, how do you separate the professionals from the fly-by-night operators? Not all commercial cleaning companies are created equal, and choosing the wrong partner can lead to security breaches, liability issues, and a workplace that's never quite clean enough.

Before you hand over the keys to your facility, use this comprehensive checklist to vet potential cleaning partners thoroughly.

1. Verify Insurance and Bonding

This is non-negotiable. Never hire a cleaning company that cannot provide proof of liability insurance and worker's compensation coverage. Ask for certificates of insurance and verify they're current. The minimum coverage should include:

General liability insurance (minimum $2 million per occurrence)
Worker's compensation insurance (required by law in Ontario)
Bonding (protects against employee theft or dishonesty)

A reputable company will provide these documents without hesitation. If a provider is reluctant or unable to provide proof of insurance, that's a major red flag.

2. Examine Their Training Process

Quality cleaning requires skill and knowledge. Ask potential vendors about their training programs:

How are new employees trained?
Is training ongoing or one-time only?
Are staff trained on WHMIS (Workplace Hazardous Materials Information System)?
Do they understand cross-contamination prevention?
Can they handle specialized equipment (floor machines, extraction systems)?

Companies that invest in comprehensive training typically deliver higher-quality results and experience fewer accidents.

3. Ask About Quality Assurance Programs

Mistakes happen—even with the best cleaning companies. The difference between good and great is how problems are identified and resolved. Ask about:

Regular inspection schedules (supervisor walkthroughs)
Communication logs and digital checklists
Customer feedback mechanisms
Corrective action procedures

Some premium cleaning services use technology like QR code-based verification systems that document exactly what was cleaned and when.

4. Check References and Reviews

Don't rely solely on testimonials provided by the company—those are obviously cherry-picked. Do your own research:

Ask for references from current clients in similar industries
Actually call those references and ask specific questions
Check Google reviews, Yelp, and industry-specific platforms
Look for patterns in negative reviews (consistent complaints indicate systemic problems)

5. Request a Detailed Proposal

A professional cleaning company should provide a thorough, written proposal that outlines:

Specific cleaning tasks to be performed
Frequency of each task (daily, weekly, monthly)
Supplies and equipment to be used
Number of cleaning staff and hours
Clear pricing with no hidden fees

Beware of vague proposals that simply promise to "clean the office." Ambiguity leads to disappointment.

6. Evaluate Their Security Protocols

Cleaning staff will have access to your facility during off-hours. Make sure your potential vendor takes security seriously:

Background checks for all employees
Supervised key management systems
Photo ID badges for all cleaning personnel
Clear protocols for handling sensitive areas

7. Understand Their Green Cleaning Options

Environmental responsibility is increasingly important for Toronto businesses. Ask whether the company offers green cleaning alternatives and what certifications they hold (Green Seal, EcoLogo, etc.).

8. Review Contract Terms Carefully

Before signing any agreement, ensure you understand:

Contract length and renewal terms
Cancellation policies and notice periods
Price increase provisions
Scope change procedures
Dispute resolution processes

9. Assess Their Communication

How a company communicates during the sales process is indicative of how they'll communicate as your vendor. Are they responsive? Do they answer questions thoroughly? Do they follow up when promised?

10. Trust Your Instincts

If something feels off during the evaluation process—pushy sales tactics, reluctance to answer questions, inconsistent information—trust your gut. A cleaning company is a long-term partner, and starting the relationship with doubts rarely ends well.

Ready to Find Your Perfect Cleaning Partner?

At Clearo, we welcome thorough vetting. We're happy to provide proof of insurance, references from Toronto businesses, and a detailed proposal tailored to your specific needs. Contact us today for a no-obligation consultation.