Strata Cleaning Contracts: What to Include and How to Supervise the Work
Most strata cleaning problems don't start with the cleaners. They start with a vague contract and no one checking the work. This guide is for strata managers, committee members and building managers who want common areas cleaned to a clear standard, and a simple way to prove it.
Who supervises what in a NSW strata building?
In NSW, the owners corporation is responsible for maintaining common property. In practice, that duty is shared between several people, and the cleaning works best when each knows their role.
Role | What they do in the cleaning contract |
Owners corporation | Owns the duty to keep common property clean and approves the contract, directly or through the committee |
Strata committee | Sets the budget and standard, reviews performance, decides on renewal |
Strata manager | Gets quotes, manages the contract, receives reports and complaints |
Building manager (if any) | Checks the work day to day and flags issues on site |
Cleaning supervisor | Manages the cleaning team, inspects the work and reports back |
Residents | Report problems through one agreed channel |
The gap usually sits between the strata manager and the cleaners. A good contract closes it with a named contact on each side and a clear reporting routine. For a refresher on scope, see what strata cleaning includes.
What should a strata cleaning contract include?
A strong strata cleaning contract describes the work so clearly that anyone could check it. These are the clauses worth having:
Scope by area and frequency. List every area (lobby, lifts, corridors, stairwells, car park, bin rooms, amenities, outdoor areas) with the tasks and how often each is done.
Schedule and access. Days and hours on site, how keys, fobs and alarm codes are handled, and who to contact after hours.
Consumables and equipment. Who supplies cleaning products, bin liners and amenity supplies, and whether the price includes them.
Extra and periodic services. Window cleaning, pressure washing, carpet cleaning, gutters and bin presentation, with their own frequency and price.
Insurance and compliance. Public liability insurance, workers' compensation, WHS documents and police-checked staff.
Reporting and supervision. How the work is recorded, how often it is inspected and what reports the strata manager receives.
KPIs and response times. The measurable standard the cleaner commits to (see below).
Term, review and exit. Contract length, price review dates, notice period, and how performance issues are handled before termination.
KPIs worth adding to the cleaning contract
KPIs turn "the building looks dirty" into something you can measure and act on.
KPI | How to measure it | Typical target to agree on |
Inspection score | Monthly walk-through scored by area | A minimum score, e.g. 85% |
Urgent response time | Time from report to cleaner on site | Agreed hours (e.g. 2 hours) |
Resident complaints | Complaints logged per month | Trend down, each closed within an agreed time |
Service attendance | Logged visits vs scheduled visits | 100% of visits logged |
Periodic tasks done | Scheduled deep cleans completed | All completed in the month due |
Keep the list short. Three to five KPIs reviewed every month work better than fifteen nobody reads.
How to supervise strata cleaning in practice
Good supervision is a routine, not a reaction to complaints. Four habits cover most buildings:
A visit log with photos. Cleaners check in and out on each visit and upload before-and-after photos of key areas. The strata manager can see what was done without going on site.
A monthly inspection. The cleaning supervisor walks the building with the strata or building manager and scores each area. Results go into a short report.
One channel for residents. Issues go to one email, form or app, not to individual cleaners. Each report gets a reference and a closing date.
A clear escalation path. Everyone knows who responds to an urgent issue (a spill, flooding, vandalism) and how fast.
Strata cleaning inspection checklist
Use this checklist on your monthly walk-through. Score each area 1 to 5 and note anything that needs action.
Area | What to check | Usual frequency |
Entry and lobby | Glass doors, floors, mailboxes, intercom, furniture | Every visit |
Lifts | Floors, mirrors, buttons, tracks, stainless steel | Every visit |
Corridors | Carpets vacuumed, skirting, light switches, fire doors | Weekly |
Stairwells | Steps, handrails, landings, cobwebs | Weekly |
Bin rooms | Floors washed, bins presented, no odour or spills | Every visit |
Car park | Litter, oil stains, drains, cobwebs | Monthly sweep, periodic pressure wash |
Pool, gym and amenities | Surfaces, toilets, consumables, floors | Every visit |
Outdoor areas | Paths, entries, leaves, outdoor furniture | Weekly |
Windows and glass | Common area glass, balustrades | Quarterly or as agreed |
At Lavender, each strata client has a dedicated manager who runs these inspections and reports back to the strata manager.
Signs your strata cleaning isn't working
These are the warning signs strata managers see most often:
The same resident complaints keep coming back.
No one can say which day the cleaners last attended.
Periodic jobs (windows, pressure washing, carpets) keep slipping.
Cleaners change often and nobody knows the building.
Urgent issues wait days for a response.
Before changing provider, raise the issues in writing, agree on a fix and a date, and check the next inspection. If the contract has KPIs, the conversation is about numbers, not opinions. If the problems persist, you have a clear record to support a new tender.
Review the strata cleaning contract before the AGM
The annual general meeting is the natural moment to decide whether to renew or go back to market. Bring the committee a one-page summary:
Average inspection score over the year, by area.
Number of complaints and how fast they were closed.
Periodic tasks completed against the plan.
Cost for the year, including extras.
Changes needed in scope or frequency (new amenities, more traffic, ageing finishes).
With that data, the committee can renew with confidence, adjust the scope or request new quotes based on evidence.
Strata Contracts Frequently asked questions
How long is a strata cleaning contract?
It is often one to three years, with an annual price review. A shorter first term, or a trial period, gives the committee a chance to check performance before a longer commitment.
Who approves a strata cleaning contract?
The owners corporation, usually through the strata committee. Depending on the by-laws and any spending limits set at the general meeting, larger contracts may need a general meeting vote.
Who pays for strata cleaning?
Common area cleaning is a recurring cost of the building. In NSW, it is usually paid from the administrative fund, which owners contribute to through their levies.
Can we end a strata cleaning contract early?
That depends on the contract's exit and notice clauses. Clear KPIs and a written record of issues make an early exit much easier to justify.
Who should supervise the cleaners day to day?
The cleaning company's supervisor manages the team. The strata or building manager checks results through reports, photos and a monthly inspection.
Looking for a strata cleaner you can measure?
Lavender has cleaned Sydney strata buildings since 1996. Every client gets a dedicated manager, regular inspections and a 2-hour response to urgent issues. Get a free quote, or see our strata cleaning services in Sydney and our team in North Sydney.
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