The cleaning rota #
It is laid out for one site. Duplicate it for each site you look after, and change the areas and tasks to match what the contract actually asks for. Treat it as a starting point.
Click anything in brackets to type over it, then copy, print or download the result. Nothing you type leaves this page.
Cleaning rota
| Site | [Site name and address] |
|---|---|
| Client contact | [Name and phone number] |
| Site supervisor | [Name and phone number] |
| Visit times | [For example Monday to Friday, 18:00 to 20:00] |
| Week commencing | [Date] |
| Keys and alarm | [Where they are held and who has the code] |
Every visit and weekly tasks
| Area | Task | How often | Mon | Tue | Wed | Thu | Fri | Cleaner |
|---|---|---|---|---|---|---|---|---|
| Reception | Vacuum floor, wipe desk and door glass | Every visit | ||||||
| Open office | Empty bins, vacuum, wipe desks that are clear | Every visit | ||||||
| Kitchen | Wipe worktops, sink, hob and table; mop floor | Every visit | ||||||
| Toilets | Clean and disinfect, refill soap, paper and towels, mop | Every visit | ||||||
| Meeting rooms | Wipe table, empty bins, vacuum | Twice a week | ||||||
| Stairs and corridors | Vacuum, wipe handrails and door handles | Weekly | ||||||
Monthly and periodic tasks
| Task | How often | Last done | Next due | Done by |
|---|---|---|---|---|
| Internal windows | Monthly | |||
| Skirting boards, ledges and light switches | Monthly | |||
| Behind and under furniture | Monthly | |||
| Kitchen appliances, inside | Monthly | |||
| Carpet extraction or hard floor machine scrub | Every 3 to 6 months, or as the contract says | |||
Products and equipment used on this site
| Product | Used for | Where it is kept | Safety data sheet held | COSHH assessed on |
|---|---|---|---|---|
Problems and requests
| Date | What was found or asked for | Reported to | Done on |
|---|---|---|---|
Sign-off
I confirm the tasks ticked above were completed on the dates shown.
| Cleaner signature | Name | Date |
| Supervisor signature | Name | Date |
What a cleaning rota is for #
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The schedule
Who is on which site, which days, doing which tasks. The weekly grid answers the question a client asks first: what is supposed to happen each visit.
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The record
A tick, a name and a date against each task is how you show a task was done, and the first thing anyone reaches for when a client says a clean was missed.
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The cover
When a cleaner is off, whoever covers needs the same list. A rota on one person's phone is a rota that is not there when they are ill.
The products list is not optional #
Cleaning products are substances the Control of Substances Hazardous to Health Regulations (COSHH) can apply to, and the product list on the template is the start of the record that goes with them. HSE says to identify harmful substances from the labels and safety data sheets, and that employers with five or more employees must record the assessment. It is just as direct that gathering the sheets is not enough on its own.
HSE also says that incompatible materials, "for example acids and caustics", should be kept apart, that storage containers should be correctly labelled, and that cleaners should know what the hazards are and how to use the controls. Where the sheet says where a product is kept, that is the cupboard the cleaner opens, so the rota and the storage should agree.
How to use it well #
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Keep the sign-off sheet on site
Signing it on the day is a record. Signing it at the end of the month is a guess.
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Name a person for each area
A task that belongs to "the team" is the one nobody remembers to do.
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Date the periodic tasks
The monthly list only works with a last-done date and a next-due date against each line.
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Review it when anything changes
A new cleaner, a changed product or a client's new request means a new rota, not a note in the margin.
What the office does with it by hand #
In most firms the rota is rebuilt each time somebody is off: a spreadsheet is amended, a message is sent to the cover, the site sheet is printed again and the client is told. Each of those steps follows a rule, the same fields moving to the same places, and the judgement is only in who can cover which site.
The task sorter separates the jobs like that from the ones that need a person. Rotas and shift cover covers the same problem from the office side, and site sheets and sign off covers why the paper in the cupboard is hard to rely on.