When hiring an office cleaning company, most businesses focus on the quality of the service, availability and price. However, there is another important question worth asking before signing a contract: is the cleaning company properly insured?
Insurance can help protect businesses and cleaning contractors when accidents, injuries or other incidents occur during cleaning work. Understanding what insurance a cleaning company holds—and knowing how to verify it—can give businesses greater confidence when choosing a contractor.
Why Does Insurance Matter When Hiring an Office Cleaning Company?
Professional cleaners may work throughout your premises, using cleaning equipment, chemicals and other materials. They may also work around employees, customers, visitors, furniture, equipment and business property.
Although insurance does not replace proper health and safety procedures, appropriate cover can be an important part of assessing a cleaning contractor.
Businesses should therefore ask potential cleaning companies what insurance they hold and request evidence before work begins.
What Types of Insurance Should You Ask About?
There is no single insurance policy that covers every possible situation. Different policies can cover different risks, so it is important to understand what a contractor’s insurance actually covers.
Employers’ Liability Insurance
Employers’ Liability insurance is particularly important when a cleaning company employs staff.
In Great Britain, employers generally must have Employers’ Liability insurance as soon as they become an employer. GOV.UK states that the cover must be at least £5 million and provided by an authorised insurer, subject to specific exemptions.
The insurance is designed to help cover compensation where an employee becomes injured or ill because of their work.
A cleaning company should be able to provide an Employers’ Liability certificate when requested. GOV.UK also states that employers must make the certificate accessible to employees and show it to inspectors when requested.
Public Liability Insurance
Public Liability insurance is different from Employers’ Liability insurance.
Public Liability insurance generally relates to claims made by members of the public or other businesses, rather than claims made by employees. The Health and Safety Executive distinguishes public liability from compulsory Employers’ Liability insurance.
For an office cleaning contractor, this type of cover can be relevant because cleaners work on customers’ premises and around other people’s property.
When comparing contractors, ask whether Public Liability insurance is included and what activities and circumstances the policy covers.
Other Relevant Cover
Depending on how a cleaning company operates, other types of insurance may also be relevant. The appropriate cover can depend on the company’s activities, workforce, vehicles, equipment and contractual responsibilities.
Rather than assuming a contractor has every type of cover, ask the company to explain which policies it currently holds and what they cover.
How Can You Check If a Cleaning Company Is Insured?
Simply seeing the word “insured” on a website is not the same as verifying insurance.
Before appointing an office cleaning company, consider the following steps.
1. Ask for an Insurance Certificate
Ask the cleaning company to provide copies of its current insurance certificates.
The documentation should identify relevant details such as:
- Name of the insured business
- Type of insurance
- Policy or certificate number
- Insurer
- Level of cover
- Policy start and expiry dates
Review the documents carefully rather than relying only on a verbal confirmation.
2. Check the Dates
Insurance policies are generally issued for specific periods, so check that the documentation is current.
If a certificate has expired, ask the contractor for an updated certificate before allowing cleaning services to begin.
3. Check That the Business Name Matches
Make sure the business name shown on the insurance documentation corresponds with the company you are actually hiring.
If the contract is with one company but the insurance certificate names another entity, ask the contractor to explain the relationship before proceeding.
4. Check the Type of Work Covered
Having insurance does not automatically mean every activity is covered.
Ask whether the policy covers the cleaning services being provided at your premises. If your business has specific requirements—for example, specialist cleaning, work involving particular equipment or cleaning outside normal hours—ask whether these activities fall within the policy.
5. Check the Insurer
For Employers’ Liability insurance, GOV.UK advises employers to use an authorised insurer and provides guidance on checking insurer authorisation.
If you have concerns about the documentation provided, you can ask the cleaning company or its insurance broker for clarification.
What About Subcontractors?
It is also worth asking whether the cleaning company uses employees, subcontractors or other independent workers.
The insurance position can depend on the actual working relationship rather than simply the label given to an individual. HSE guidance notes that whether someone is an employee for Employers’ Liability purposes depends on the nature of the relationship and factors such as control, equipment and how the work is organised.
If subcontractors will work at your premises, ask who is responsible for their insurance and whether appropriate cover is in place.
Insurance Is Only One Part of Choosing a Cleaning Company
Insurance should form part of your contractor checks, but it should not be the only consideration.
Businesses should also consider the contractor’s experience, cleaning processes, communication, availability, health and safety procedures and ability to provide a consistent service.
If you’re comparing commercial cleaning services, it can be useful to discuss your premises and cleaning requirements with the contractor before agreeing to a service.
For businesses that need regular workplace cleaning, office cleaning services can provide a structured approach to maintaining offices and shared areas.
Businesses in West Yorkshire can also review local options such as commercial cleaning in Bradford when looking for a contractor serving their area.
Questions to Ask Before Hiring an Office Cleaning Company
Before signing a cleaning contract, consider asking:
- Do you have current Employers’ Liability insurance?
- Do you have Public Liability insurance?
- Can you provide current insurance certificates?
- Who is the insurer?
- What level of cover do you have?
- When does the policy expire?
- Does the policy cover the cleaning services we require?
- Do you use subcontractors?
- If subcontractors are used, who is responsible for their insurance?
- What procedures do you have for handling accidents or damage?
Getting clear answers to these questions can make it easier to compare cleaning contractors.
What Should You Do If a Company Cannot Provide Proof?
If a cleaning company says it is insured but cannot provide appropriate documentation, ask for clarification before allowing work to begin.
For Employers’ Liability insurance, GOV.UK provides specific requirements for employers and authorised insurers.
For other policies, the precise cover and contractual requirements can vary. If insurance is an important requirement for your organisation, consider including the required documentation and insurance levels in your cleaning contract.
Final Thoughts
Checking whether an office cleaning company is insured does not have to be complicated. Ask for current certificates, check the business details and dates, confirm the types of cover provided and ask whether the policy applies to the work being carried out at your premises.
Insurance is just one part of due diligence, but combining it with checks on experience, cleaning standards, communication and health and safety can help businesses make a more informed choice when appointing an office cleaning contractor.
Serving Castleford, Morley, Dewsbury and surrounding West Yorkshire towns.
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