First impressions are everything in the vacation rental business, as you well know. So, chances are you outsource cleaning services (or plan to) to ensure your properties are always spick and span before guests arrive. And if that’s the case, you absolutely need a vacation rental cleaning contract.
Luckily, cleaning contracts are relatively easy to prepare, after which you can expect a positive working relationship with your provider and consistently clean properties.
To make things even easier for you, we’re walking through everything you need to know about cleaning contracts here, including why they’re necessary and what they need to cover. Want to jump right in? Simply download our vacation rental cleaning contract template below and customize it for your properties and business.
Don’t see the form to download our vacation rental cleaning contract? Click here.
Disclaimer: While our vacation rental cleaning contract template is a great place to start, we recommend seeking legal counsel to review your final contract for compliance and completeness.
First, what is a vacation rental cleaning contract?
A vacation rental cleaning contract serves as a legally binding agreement between the property owner or manager and a cleaning service provider. This document outlines the working relationship of these two parties, including the duties and responsibilities of each.
For example, it might explain how the property owner/manager can ensure a safe working environment and access for cleaners, and what tasks cleaners need to perform.
Why vacation rental hosts need cleaning contracts
Short-term rental cleaning contracts aren’t just nice-to-haves—they’re crucial for anyone who’s outsourcing cleaning services. Let’s take a look at why.
Cleaning contracts help:
- Set expectations: If you want your cleaning service provider to do a good job, you have to let them know what you expect from them. Being clear on this point will help ensure follow-through and prevent future misunderstandings.
- Protect both parties: Having everything in writing protects both parties in case anything goes wrong. For example, if the cleaner doesn’t arrive on time, fails to carry out all their tasks, or causes damage to the property, the owner is covered. Similarly, the cleaner can rest assured knowing that they’ll get paid on time.
- Ensure high standards: Cleanliness is absolutely essential to your vacation rental’s success, so you can’t simply hire someone and hope for the best. A cleaning contract with clearly defined expectations will ensure you always meet guest expectations.
At the end of the day, your vacation rental is a business. And if you want to run your business professionally, there’s no room to skimp on things like cleaning contracts.
What to include in a vacation rental cleaning contract
A good cleaning contract will be tailored to your specific business, properties, and the kind of relationship you want to have with your cleaning service provider. That being said, most short-term rental cleaning contracts include the following elements.
Business and property information
Clearly state the names, addresses, and contact information of both the property owner and the cleaning service provider. Additionally, specify the location and address of the vacation rental property (or properties) to be cleaned.
Contract purpose
Define the specific services you are hiring a cleaning service to provide, including the frequency of those services. For example, how many properties need to be cleaned, and how often?
If the contract will only be valid for a certain duration, include that as well.
Duties of the cleaning service provider
Here’s where we get into the meat of the contract. In this section, outline everything you expect your cleaning service provider to carry out.
Provide as much detail as you can to set clear expectations and ensure you’re satisfied with the results. Consider listing tasks by amenity, room, or property—whatever makes the most sense for your business.
To provide additional clarification, you might consider including a vacation rental cleaning checklist or standard property appearance guide as addendums. (More on these below.)
Cleaning supplies and equipment
What supplies and equipment should the provider use to clean the property? And who is responsible for providing these items?
If both parties are responsible for providing some of the supplies and equipment, specify who is responsible for what. Also detail any cleaning products that are required or off-limits for certain amenities. For example: Use only nonabrasive sponges to prevent scratching the porcelain tub.
Owner’s responsibilities
Remember—the contract isn’t only for your benefit. The cleaning service provider wants to know that you’ll hold up your end of the bargain, too. And to that end, the contract needs to outline all of the property owner’s responsibilities.
These might include maintaining a safe working environment, providing convenient access to the property, providing specified cleaning supplies, and meeting the payment terms and schedule.
Governing law
Clearly stipulate the legal jurisdiction in which your property is located. This is important to know which state and local laws apply to your contract.
Payment terms
Another crucial element of your contract is how much and when you’ll pay the cleaning service provider. Include any and all details that might be relevant.
For example, will you pay them per cleaning or on a biweekly or monthly basis? If you have multiple properties, is the rate the same for all of them? And are there any circumstances that might warrant additional charges, such as rush jobs or properties that need additional cleaning?
Force majeure
Some situations, such as earthquakes and pandemics, are out of our hands. When these kinds of “acts of God” occur, neither you nor the cleaning service provider should be blamed.
Enter the force majeure clause. This clause indemnifies both parties in the case that they can’t fulfill the contract due to circumstances beyond their control.
You can either be broad and decide how to handle the situation when the time comes, or be specific and define events and parameters for compensation. Either way, be sure not to overlook this clause.
Dispute resolution
Hopefully, having a clear short-term rental cleaning contract in place will prevent (or at least minimize) disputes. But just in case, it’s best to include a section on how you’ll handle dispute resolution, including anything either party must do or know.
Contract termination details
Nothing lasts forever. So, be sure to have a plan in place for contract termination, including details such as:
- The required notice period
- How to communicate contract termination
- Whom to notify
- Any subsequent steps to follow
Signatures and witnesses
Your cleaning contract won’t amount to much if it’s not signed! So, be sure to include signatures of both parties, the location and date of signing, as well as witnesses (if necessary).
Addendums
You also have the option to include any additional documents that might be of use. While these will vary depending on your property and needs, two documents we recommend including are a cleaning checklist and standard property appearance checklist.
Cleaning checklist
A cleaning checklist helps further clarify expectations for your cleaning provider by listing the specific tasks you expect them to complete (such as wiping off counters, stocking toilet paper, and so on).
Most cleaning checklists list tasks per room and are geared specifically toward turnover to prepare the property for its next guests. However, you might also have separate checklists for deep cleaning, light cleaning, or seasonal cleaning.
Don’t have a vacation rental cleaning checklist yet? Download our free template to include in your short-term rental cleaning contract!
Standard property appearance checklist
A standard property appearance (SPA) checklist goes one step further by specifying not only what tasks must be completed, but the standards to which they must be completed. After all, we all know there’s a difference between a clean property and a clean property.
For example, rather than saying “make the bed,” a SPA checklist would detail which linens to use, how to arrange the pillows, and what to do with extra blankets. It’s all about making a spectacular first impression on guests.
Don’t have a standard property appearance checklist yet? Download our free template to include in your short-term rental cleaning contract!
Final tips for creating a vacation rental cleaning contract
Now that you know what to include in your vacation rental cleaning contract, here are a few final tips for success:
- Be clear. Your cleaning provider can only meet your expectations if they understand them. So, be as clear and specific as possible.
- Use a template. Save yourself a lot of work—and avoid the likelihood of forgetting things—by using a customizable template. Simply scroll down and download ours to get started.
- Have a lawyer revise it. After all, contracts are legally binding documents. A lawyer can make sure everything looks good and is in accordance with local rules and regulations.
Sample vacation rental cleaning contract
Get an idea of what vacation rental cleaning contracts look like by checking out our template below! Want to make it your own? Scroll down to download the customizable version.
Download our vacation rental cleaning contract template
Ready to get started? Download our free template to create your very own vacation rental cleaning contract. All that’s left to do is find a great cleaning service provider, and you’ll be well on your way to perfectly clean and tidy properties that always meet—and even exceed—guest expectations.
Don’t see the form to download our vacation rental cleaning contract? Click here.
Disclaimer: While our vacation rental cleaning contract template is a great place to start, we recommend seeking legal counsel to review your final contract for compliance and completeness.
