Insured, Bonded, Background-Checked: What to Ask a Cleaning Company

Almost every cleaning company says it is "licensed and insured." Fewer can send a current certificate of insurance the same week you ask. If you manage an office, a medical suite or a warehouse, the paperwork matters, because a cleaning crew has keys, alarm codes and after-hours access to your building.

Looking for a cleaning partner instead of a checklist? See our page on insured and bonded commercial cleaning in Indianapolis.

This guide explains what each protection means and what to ask for before you hire.

General liability insurance

General liability covers damage or injury a cleaning company causes on your property. Think of a crew member knocking over a monitor, a wet floor that leads to a fall, or water damage from a mop sink left running.

Ask for:

• A certificate of insurance (COI) showing coverage limits and policy dates
• Your company, or your landlord or property manager, added as certificate holder or additional insured if your lease requires it
• Confirmation that the policy is current, not a copy from two years ago

Many property managers in Indianapolis require specific limits from every vendor. Check your lease before you request the COI, so you can tell the vendor exactly what you need.

Bonding

Bonding is different from insurance. A janitorial bond protects you if a member of the cleaning staff steals from your business. Since the crew is often alone in your building at night, this matters. A bonded company has a third party standing behind that promise.

Background checks

Ask directly whether every person who enters your building has passed a background check, including fill-ins and new hires. Also ask who the replacement is when your regular cleaner is out. That is when unscreened people most often end up in a building.

Training

Look for OSHA training on chemical handling and safety. It reduces accidents, protects your staff and is a sign that the company invests in its people. For medical and dental offices, ask about bloodborne pathogen awareness too.

Questions to ask on the first call

• Can you send a current certificate of insurance this week?
• Can you list our property manager as certificate holder?
• Are you bonded?
• Are all staff background-checked, including substitutes?
• Do you use subcontractors? If so, are they covered by your insurance?
• What training do your cleaners receive?
• How do you track who entered our building and when?

Access and accountability

Insurance pays after something goes wrong. Good systems help prevent it. Ask how the vendor controls keys and alarm codes, and how you will know who was in your building.

On our accounts, every visit gets a digital check-in logged in our system, and the work is documented in a photo service report sent weekly or monthly. If a question comes up, there is a record of the visit and the areas cleaned.

Red flags

• The vendor cannot produce a COI or keeps delaying it
• The certificate is expired or lists another business name
• Cash-only pricing with no written agreement
• Different people show up every week and nobody can say who they are
• No written scope, so there is no way to measure the work

Our guide to choosing a commercial cleaning company covers the rest of the selection process, and signs it is time to replace your vendor covers what to watch once one is in place.

What we provide

Chow Connections is insured and bonded, and we provide certificates of insurance on request, including for property managers who need to be listed. Our staff are background-checked and OSHA-trained. Service is month-to-month, with no long-term contract.

We work with offices, medical and dental practices, warehouses and managed properties across the Indianapolis metro, Lafayette, Bloomington and Terre Haute. If you need a COI for a lease or a vendor-approval packet, ask on the walkthrough and we will send it.

Frequently asked questions

What is a COI?

A certificate of insurance is a one-page summary from the vendor's insurer showing policy types, limits and dates. Property managers often require one before a vendor can work in the building.

What is the difference between insured and bonded?

Insurance covers damage and injury the vendor causes. A bond protects you against theft by the vendor's staff.

Should I be listed as additional insured?

If your lease or property manager requires it, yes. Tell the vendor exactly how the certificate holder should read.

How often should I ask for an updated COI?

At least once a year, and whenever the policy renews.

Related guides and services

• How to choose a commercial cleaning company
• How to Switch Commercial Cleaning Companies Without a Gap in Service
• What a commercial cleaning service report should include
• All commercial cleaning services