The cleaning contract everyone forgets — and how to negotiate it properly.
The big saving is rarely in the hourly rate. It's in what gets cleaned, how often, and whether the specification matches how the premises are actually used today.
The category nobody looks at
Cleaning is rarely anyone's responsibility. It was procured once, often in connection with a move, and then it rolled on. The invoice is predictable and small enough never to reach anyone's agenda — but large enough to be noticed when it comes down.
We regularly see cleaning contracts that are five to ten years old and have never been put out to competition, even though the premises, the headcount and the need have changed several times in the meantime.
Frequency is the big lever
Most people try to negotiate the hourly rate. That rarely gives more than a few per cent, because margins in the industry are tight and the wage cost is what it is.
The real saving is almost always in what gets cleaned how often. A contract written when the office was full every day looks different from what's needed when half the workforce works from home two days a week. The same applies to areas that have been rebuilt or repurposed.
| What can often be adjusted | Why |
|---|---|
| Frequency per area | Not every area needs cleaning as often — meeting rooms and storage rarely daily |
| Periodic work | Window cleaning and floor care often sit at a frequency nobody has revisited |
| Consumables | Often included with a margin, and can be bought separately |
| Area basis | The contract is based on a floor plan that may be several refurbishments old |
Ask for your current cleaning specification. Many companies don't have it, and that in itself is the answer to why the contract has never been reviewed — you simply don't know what you're buying.
You rarely need to change supplier
Cleaning is one of the categories where the incumbent most often matches. They know what it costs them to lose an assignment and what it costs to start a new one, and they almost always have room to adjust when frequency is reviewed at the same time.
That makes the category unusually rewarding: you get a lower cost, keep people who know your premises, and avoid a start-up period.
What you can do yourself
- Get the specification out and go through it area by area against how the premises are actually used today.
- Check whether the area basis matches the current floor plan.
- Find out whether consumables are included and at what margin.
- Check the notice period and renewal date — cleaning contracts often have three months' notice and silent renewal.
Last reviewed 3 August 2026. The figures are based on negotiated contracts and quotes gathered for Swedish companies with 20–100 employees. They are typical ranges, not guarantees — your cost depends on volume, contract length and the requirements you set. We update them when we see the market has moved.
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