Top Questions to Ask Before Signing a Facility Services Contract
Because Choosing the Right Partner Shouldn’t Be a Guessing Game
If you’ve ever hired a facility services provider before, you know how it goes. You meet with a few companies, get a couple of estimates, and before you know it, someone’s handing you a contract and a pen.
But here’s the thing—when it comes to the cleanliness, safety, and day-to-day function of your building, that signature matters. A lot. Whether you’re managing an office, a school, a medical center, or a multi-site operation, the right partner can make your job easier. The wrong one? It can mean headaches, complaints, and even risks to your staff or customers.
At Pro Image Facility Solutions, we’ve had a front-row seat to both sides of that story. And we want to help you avoid the pitfalls. Before you sign anything, make sure you’re asking the right questions.
1. What’s Actually Included in This Contract?
It sounds simple, but you’d be surprised how often this one gets overlooked. Make sure you clearly understand:
- What services are being provided (daily janitorial, floor care, window cleaning, etc.)
- How often they’re performed
- What’s considered extra or billable outside the regular scope
If it’s not spelled out in the contract, ask for it in writing. Ambiguity leads to unmet expectations—and nobody wants that.
2. Who Will Be Cleaning My Facility?
This isn’t just about credentials—it’s about trust. Ask whether the cleaning team is in-house or subcontracted. Are employees background checked and trained? Will you have the same crew consistently, or see different faces every week?
A strong provider will be proud to share how they hire, train, and retain great people.
3. What Happens If Something Goes Wrong?
Let’s be honest—mistakes can happen. A spill doesn’t get cleaned up, an alarm gets triggered, someone forgets to lock a door. The real question is: how does the company handle it?
Do they have a quality control process? A point person you can contact directly? You want a team that’s accountable and proactive—not just reactive.
4. Can You Customize Your Services to Fit My Needs?
Your facility isn’t one-size-fits-all, and your cleaning plan shouldn’t be either. Whether you need after-hours service, eco-friendly products, or weekly instead of daily cleanings, your provider should be able to tailor their services to fit you.
If they push a one-size-fits-all package without understanding your space, it’s a red flag.
5. Are You Licensed, Bonded, and Insured?
This might seem like a formality, but it’s a must. If something is damaged—or worse, someone gets hurt—you need to know the company you hired is properly covered.
A reputable provider will always be able to show you proof of insurance and bonding, no hesitation.
6. Can I Speak With Current Clients?
Nothing gives you peace of mind like hearing from someone who’s already working with the company. Ask for references—or even better, look for case studies or testimonials. If they’ve helped someone in a similar industry or size, that’s a great sign.
A Final Thought from Our Team
At Pro Image, we’ve always believed that great service starts with great communication. When we sit down with a new client, our goal isn’t just to land the contract—it’s to build a partnership. That means full transparency, clear expectations, and a service plan that’s built around you.
So before you sign on that dotted line, ask the hard questions. You deserve a facility partner who’s just as invested in your space as you are.
Have questions? We’d love to answer them. Reach out today and let’s talk about how we can support your facility with the level of service and care you expect.
