Strata Common-Area Cleaning: What to Put in the Contract
A practical guide for BC strata councils and managers: how to define the scope, set a schedule, ask for the right paperwork and compare quotes fairly.
S&A Cleaning Team
5 min read
Hiring a cleaner for a strata's lobbies, hallways and stairwells sounds simple until the quotes arrive and no two look alike. One company counts washrooms, another doesn't mention windows. A clear scope written into the contract fixes that. This guide helps strata councils and property managers across Greater Vancouver write one.
Who is responsible for cleaning strata common areas in BC?
Under BC's Strata Property Act, the strata corporation must repair and maintain common property and common assets, subject to exceptions in the Act. Cleaning is part of looking after that property, so the council usually arranges it, often through a strata manager. Bylaws can differ for limited common property, so check yours.
This is general information, not legal advice. If you're unsure how your bylaws divide responsibilities, ask your strata manager or a lawyer who works with strata corporations.
What should the scope of work include?
The scope should list every area, every task and how often it is done. Vague wording like "general cleaning" is where disputes begin. Name the lobby, hallways, stairwells, elevators, amenity rooms and washrooms, and describe what "cleaned" means in each, so that anyone reading the contract understands the standard.
| Area | Typical tasks | How often to discuss |
|---|---|---|
| Lobby and entrance | Sweep and mop, wipe glass doors, wipe high-touch points | Frequent, to suit foot traffic |
| Hallways and stairwells | Vacuum or mop floors, dust ledges, spot-clean walls | Weekly or as agreed |
| Elevators | Wipe walls, buttons and handrails, clean floors | Frequent |
| Amenity rooms and washrooms | Clean and disinfect fixtures, restock supplies, empty bins | Frequent |
| Garbage and recycling rooms | Sweep, wipe bins, deal with spills | As agreed |
These frequencies are starting points for a conversation, not rules. Your building's size, age and traffic decide what's right, and a good provider will suggest a schedule after seeing the building.
How often should common areas be cleaned?
There's no fixed rule. Busy lobbies, elevators and washrooms need attention most often, while stairwells and amenity rooms can often be done less. Pick the schedule by how much the space is used, then test it for a month. If residents notice problems between visits, increase the frequency in that area only.
What paperwork should you ask a cleaning company for?
Ask for proof of liability insurance, proof of workers' compensation coverage and a clear description of how staff are screened. A strata council is entitled to ask. A professional company will provide documents without fuss, and your strata's insurer or manager may require them anyway.
Questions for every bidder
- Can you provide a certificate of liability insurance?
- Can you show your workers' compensation coverage?
- How are your staff screened before they work in our building?
- What products do you use, and are they safe around residents and pets?
- Who do we call if something is missed, and how quickly will it be fixed?
How do you compare quotes fairly?
Give every company the same written scope and ask for the same format back: price per visit, visits per month and what is excluded. A quote that is much lower than the others usually leaves something out. Compare what each includes line by line before comparing totals.
- Same areas, same tasks and same frequency for every bidder
- A fixed price for the contract term, with any extras listed separately
- Who supplies equipment and consumables such as paper and soap
- How the term can be ended by either side, and with how much notice
- A named contact and a simple way to report a missed task
What about one-off and extra cleans?
Agree up front how extra work is requested and priced. Buildings need occasional extras: a deep clean of the lobby, a clean after repairs or a move-in rush. Writing down how these are booked, and who can approve them, stops small requests from turning into arguments about the invoice.
A post-repair or renovation clean in a building is a different job from routine upkeep. See our guide to post-construction cleaning for what that involves.
What mistakes do strata councils make in cleaning contracts?
The most common mistake is an unclear scope, followed by no way to report problems and no review date. A contract that says only "clean common areas weekly" gives neither side a standard. Spell out the tasks, name a contact, and agree a time to review how it is going.
- Vague wording that doesn't say what "cleaned" means
- No agreed way for residents or the manager to report a missed task
- No review point, so a poor fit continues for the full term
- Choosing on price alone without comparing what is included
- Not saying who supplies paper, soap and other consumables
How do you keep a cleaning contract working after you sign it?
Check the work on a schedule and keep notes. A short walk-through by a council member or the manager each month, with a simple log of issues, gives you facts to raise with the provider. Most problems are small and fixable when they're reported early and specifically.
Can S&A clean our strata's common areas?
S&A's custodian services cover offices, retail stores, strata common areas and more across Greater Vancouver, and we're fully licensed and insured. See our strata cleaning page, or request a quote and we'll build a checklist around your building and plan visits around your residents.
Looking for a comparison? Our office cleaning checklist shows how we divide daily, weekly and monthly tasks, and the same approach works for shared building spaces.
Read the official guidance
