Office Cleaning Scope of Work: 12 Must‑Include Items (Melbourne)

For Melbourne businesses looking to set clear expectations with cleaning contractors or to tender for commercial services, a robust office cleaning scope of work is essential. This guide outlines the 12 must‑include items you should list in a scope of work, frequency recommendations, WHS considerations, COVID‑era cleaning practices, typical supplies used in Australia, pricing drivers, and tips for quality assurance. All guidance uses current industry practices and aligns with Victorian and national workplace health and safety expectations.

Why a clear office cleaning scope of work matters

A well-written scope ensures both the client and contractor understand what’s included, how often tasks occur, who is responsible for consumables and how performance will be measured. Clear scopes reduce disputes, protect employee health and wellbeing, and support sustainability goals.

Primary keywords to target in your documentation

Use these high‑value phrases throughout tender documents and online pages to improve discoverability:

1. office cleaning Melbourne
2. office cleaning scope of work
3. commercial office cleaning
4. office sanitisation Melbourne
5. Melbourne office cleaners

The 12 must‑include items for an Office Cleaning Scope of Work (Melbourne)

Below is a practical checklist you can adapt into contracts, tenders, or service level agreements (SLAs).

1. Rubbish and Recycling Management

   Empty all general waste bins and recycling stations, replace liners, and ensure recycling is segregated according to local council guidelines. Include frequency for communal areas and private offices.

2. Floors: Vacuuming, Sweeping & Mopping

   Vacuum carpeted areas, sweep and damp mop hard floors with pH‑neutral cleaners. Specify traffic zones requiring daily attention and zones for less frequent cleaning.

3. Dusting and Cleaning Workstations & Surfaces

   Dust desks, shelves, partition tops, filing cabinets, and non‑porous surfaces. Include cleaning of monitors, keyboards and mice where allowed (or state if client will provide IT‑friendly cleaning protocols).

4. Sanitising High‑Touch Points

   Disinfect door handles, light switches, lift buttons, handrails, communal printers and phone handsets. Define disinfectant type and dwell time required to meet infection control expectations.

5. Kitchen & Breakroom Cleaning

   Clean benchtops, sinks, microwaves, taps, external fridge surfaces and wipe tables and chairs. State whether internal fridge cleaning, appliance descaling or glass washing is included.

6. Bathroom Maintenance & Sanitation

   Clean and disinfect toilets, urinals, basins, mirrors, partitions and floors. Restock consumables (toilet paper, hand soap, paper towels) and include descaling and odour control measures.

7. Glass and Internal Window Cleaning

   Clean internal glass partitions, glass doors and mirrors at the frequency specified. Add external window cleaning if required and note access restrictions for high elevation work.

8. Carpet and Upholstery Care

   Routine vacuuming plus periodic deep cleaning (hot water extraction or encapsulation). State frequency for stain treatment, spot cleaning and full carpet shampooing.

9. High‑Level and Specialist Cleaning

   High dusting of vents, light fittings, ceilings, exhausts and above‑cabinet areas. Include specialist tasks such as HVAC vent cleaning, duct access and high‑level cobweb removal.

10. Hard Floor Restoration: Stripping & Polishing

    Floor sealing, stripping and polishing schedules for vinyl, timber and sealed concrete. Clarify expected lifecycle maintenance and when a retender or additional quote will be required.

11. COVID‑19 & Respiratory Pathogen Protocols

    Define enhanced cleaning after confirmed cases, the disinfectants to be used, and frequency of high‑touch disinfection during outbreaks. Include requirement to follow Victorian health department and Safe Work Australia guidance.

12. Waste Disposal, Hazardous Waste & Recycling Compliance

    Segregation and disposal of general waste vs confidential paper shredding, e‑waste handling and any controlled substances. Ensure compliance with Melbourne council policies and environmental standards.

Recommended frequencies (practical examples)

Adjust frequencies based on office size, occupancy and industry risk (e.g. healthcare offices require stricter regimes). Typical schedules include:

1. Daily: Rubbish removal, high‑touch disinfection, kitchen and bathroom cleaning, vacuuming of high‑traffic areas.
2. 3–5 times per week: General vacuuming, surface wiping in shared areas.
3. Weekly: Internal glass and partition cleaning, dusting of workstations, thorough kitchen clean.
4. Monthly: High‑level dusting, full mop and polish of hard floors, window frames and skirting cleaning.
5. Quarterly: Carpet deep clean (or semi‑annually for lower traffic), upholstery clean, full floor maintenance checks.
6. Annually: Floor stripping/sealing and a end‑of‑year deep clean or maintenance refresh.

WHS and compliance — what Melbourne businesses must consider

Under Victorian WHS laws and Safe Work Australia guidance, employers must provide a safe workplace. For cleaning contracts this means:

• Risk assessments for chemical use, manual handling and working at heights.
• Training and competency records for cleaning staff (chemical handling, PPE use, equipment operation).
• Provision of appropriate PPE (gloves, masks, eye protection where needed).
• Safe handling and storage of hazardous chemicals with SDS (safety data sheets) available on site.
• Controls for working after hours vs during occupant presence (to manage slip risks and exposure).

COVID‑19 and respiratory pathogen cleaning — updated practice

Even in 2025, businesses prioritise targeted sanitisation after positive cases and ongoing attention to high‑touch points. Best practice includes:

1. Use of disinfectants proven effective against viral pathogens and used according to manufacturer guidelines (including contact/dwell time).
2. Increased frequency of cleaning in high‑occupancy zones and communal areas.
3. Clear escalation procedures for cleaning following a confirmed case, including deep cleans and communication to occupants.
4. Air quality considerations — supporting HVAC maintenance and filter changes to reduce airborne transmission risks.

Common supplies & chemicals used in Australian offices

Preferred supplies balance effectiveness with environmental impact. Typical items include:

• pH‑neutral floor cleaners for sealed hard surfaces
• Hospital‑grade disinfectants (quaternary ammonium compounds, accelerated hydrogen peroxide where appropriate)
• Microfibre cloths and mop systems (reduces chemical use and improves removal of soils)
• Encapsulation or hot water extraction products for carpets
• Eco‑certified biodegradable products where possible to meet sustainability goals
• Hand soap, sanitiser dispensers and paper towel systems that are regularly restocked

Pricing factors for commercial office cleaning in Melbourne

Cleaning prices vary across Melbourne depending on:

1. Frequency and scope — daily cleans cost more than weekly contracts.
2. Office size and layout — open plan vs many small offices affects labour efficiency.
3. Occupancy and foot traffic — high footfall areas require more frequent attention.
4. Specialist tasks — carpet extraction, floor stripping and window cleaning are typically quoted separately.
5. After‑hours or weekend work — penalty rates for nights and weekends can increase costs.
6. Included consumables — whether the contractor supplies soap, liners and paper goods or the client supplies them.

To get accurate pricing, request a site inspection and ensure quotes reference a detailed scope of work with task frequencies and service levels.

Drafting quality standards and KPIs

Include measurable KPIs in your scope, such as:

1. Cleanliness scorecards using a 1–5 rating for bathrooms, kitchens, floors and workstations.
2. Response times for urgent cleans (e.g. spills, biohazard incidents).
3. Monthly or quarterly quality audits with photographic records.
4. Customer satisfaction targets (e.g. >90% positive ratings from building occupants).

Sample clause: Contractor responsibilities

Use plain language when writing contractor obligations. Example points to include:

1. Provide workers with appropriate training, PPE and supervision.
2. Maintain insurance and provide proof of public liability and workers compensation cover.
3. Supply SDS for all chemicals used and keep records of equipment maintenance.
4. Adhere to Victorian WHS requirements and notify the client of any incidents immediately.

Middle resources and further reading

For a local contractor perspective and to compare service descriptions, see this Melbourne‑based office service page: office cleaning Melbourne.

For broader industry insights and operational guidance, ServiceMaster’s resource hub is a useful international reference: ServiceMaster Clean blog.

Practical tips when procuring cleaning services

1. Insist on a site walkthrough — written scopes are good, but a visual inspection identifies hidden needs.
2. Clarify responsibility for consumables and equipment — this affects both price and operation.
3. Request trial periods or phased starts so both parties can refine the scope without penalty.
4. Include a clause for periodic review (e.g. every 6–12 months) to adjust frequencies and pricing.
5. Ensure subcontractor use is disclosed and that subcontractors meet the same training and compliance standards.

Checklist to include when finalising your scope of work

1. List all areas and what tasks apply to each (reception, offices, meeting rooms, kitchenettes, bathrooms, corridors).
2. Define frequencies and any variations for weekends, after‑hours or event cleaning.
3. Define acceptable chemicals and environmental criteria (e.g. green product preferences).
4. State KPI targets and audit frequency.
5. Attach a site map or plan showing zones and entrance/exit points.
6. Include emergency procedures and escalation steps.

Melbourne‑specific considerations

Melbourne councils may have specific waste sorting rules and e‑waste guidelines — check local council requirements for recycling streams. Additionally, building managers in CBD towers often require inducted contractors, security clearances and after‑hours access procedures. If your office is in a heritage building, include cleaning methods and approvals required for heritage finishes.

Frequently asked questions (short)

How often should an office be professionally cleaned?

Most medium‑traffic Melbourne offices require daily cleaning of communal areas and at least weekly deep cleaning tasks. High‑touch sanitisation should occur daily and multiple times per day during higher viral circulation periods.

Do cleaners bring their own chemicals?

That depends on the contract. Many cleaners supply consumables for an additional charge. Clarify in the scope who supplies hand soap, paper products and specialised agents.

What standard of insurance should a contractor hold?

Require public liability insurance (minimum amounts vary by employer preference) and proof of workers compensation. Specify these minimums in the contract.

Conclusion

Creating a detailed office cleaning scope of work tailored to Melbourne workplaces reduces risk, establishes clear expectations and helps maintain health and productivity for occupants. Use the 12 must‑include items above as your foundation, define frequencies and KPIs, and ensure compliance with Victorian WHS guidance and local council waste rules. A well‑structured scope is not only a procurement tool — it’s a health and operations tool for your business.

If you’re preparing a tender or updating an existing cleaning contract, start with the checklist and involve building managers, health and safety representatives and a trusted cleaning provider for a site walkthrough.