Janitorial contracts, inspections and crew paperwork, signed
Commercial cleaning is won with a bid, kept with inspections and run by a crew that works while the building sleeps. Each of those has paperwork: the contract and its cleaning specifications, the monthly walk-through, the key log, the extra floor work, and a stack of hiring forms. SignMaster gets the client side and the crew side signed without a trip to the building in daylight.
Updated November 5, 2026 · 3 min read
On this page
Client paperwork
| Document | What it pins down | Who signs |
|---|---|---|
| Janitorial services contract | Term, price, service days, how either side can end it, and any yearly increase | The facility manager, then whoever approves spending |
| Cleaning specifications | Nightly, weekly, monthly and quarterly tasks, area by area | Travels in the same envelope as the contract |
| Key and access receipt | Keys, badges and alarm access you were given, and how they come back | The client hands over, your supervisor acknowledges |
| Extra work order | Floor strip and wax, carpet extraction, post-event cleanup | The facility manager, before the work |
| Inspection report | The monthly walk-through score and items to fix | Both of you, on site |
Start from the janitorial contract in the template library and add your own specifications as a second document. Use this template opens it in SignMaster with the blanks marked.
Winning the account
- 1
Walk the building
Measure, count restrooms and note the floors. If the client hands you their old spec sheet on paper, scan it with the iPhone and iPad app so you can search it later.
- 2
Send the bid as one envelope
The contract and the specification sheet go together. Put the facility manager first in the signing order, the person who approves spend second, and yourself last to countersign.
- 3
Let reminders chase purchasing
Set a sign-by date before your proposed start. Reminders switch to due tomorrow, due today and overdue on their own, so you don't have to keep asking.
- 4
Start with a signed copy
When the last signature is in, everyone gets the sealed PDF with a certificate of completion. It's what you point to when someone asks whether high dusting was included.
Keeping it: inspections and extra work
Do the monthly walk-through with the facility manager and fill the inspection form on your phone or iPad as you go. Give them an Approve field instead of a signature box if that's all you need: one tap says they accept the report. Anything they flag goes on the list for the night crew. Extra work orders work the same way: send one for the lobby floor refinish and have it approved before you schedule the crew. See approve instead of sign.
Managing many buildings for one property company? A signer group lets any one of their managers approve for a site, and a CC keeps the regional manager copied on every signed report.
Crew paperwork, in the crew's language
Night crews turn over, and every new cleaner has forms: a confidentiality agreement, a key custody acknowledgment, chemical safety training sign-offs and a background check authorization, often required by your clients. Send them as one envelope to the new hire's email. The signing page, emails and consent can appear in Spanish or any of 6 languages; the forms themselves are your documents, so keep translated versions where you need them.
Background checks have their own rules
Under the Fair Credit Reporting Act, before you get a background report on an applicant from a screening company, you must give them a clear written disclosure in a document that consists solely of that disclosure, and get their written permission. Keep it separate from the application. State and city rules can add more. See the background check authorization template.
Pricing
Office managers, account managers and supervisors who send documents each need a seat; cleaners who only sign don't. Crew is $49 a month for 5 senders, with your logo on signing pages, and Company is $99 a month for 15. Extra seats are $8 a month each. New workspaces get 14 days of Crew free. Compare plans.
What it doesn't do
- It doesn't schedule crews, track hours or run payroll.
- It doesn't order background checks. It gets the authorization signed.
- It doesn't invoice clients or collect payment.
- It emails signing requests. Copy the link if a supervisor needs to text it.
Questions? Answers.
Can a facility manager and their boss both sign the janitorial contract?
Yes. Add both as signers in the order you want, and add yourself last to countersign. Each gets their own link, and nobody's turn comes until the person before them has signed.
How do I get inspection reports signed by the client?
Fill the report on your phone during the walk-through, send it and choose Sign in person, or send it by link afterward. An Approve field works when you need acceptance rather than a full signature.
Can new cleaners sign onboarding forms in Spanish?
The signing page, emails and consent can be shown in Spanish, and each signer can switch languages. Upload Spanish versions of the forms themselves if your crew needs them.
Do cleaners need a SignMaster account to sign?
No. Signers open a link on any phone or computer, with no account or app. Only the people who send documents need seats.