Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Feli Capron @Samia Thompson
Reviewed date: 2025-12-19
Next review date: 2026-12-18
This SOP details the required procedures, schedules, and security protocols for daily and routine cleaning and maintenance of the office premises. It ensures a professional and hygienic environment while protecting client confidentiality and company assets.
This procedure applies to all internal staff performing cleaning duties and, primarily, to all external cleaning/janitorial service providers (contractors) and their personnel.
Cleaning Contractor: Responsible for executing all tasks on the Cleaning Staff Checklist at the specified frequency and adhering to the Security Protocols outlined in Section 5.
Office Manager: Responsible for scheduling cleaning times, granting access to contractors (following the Office Access Policy), signing off on weekly service completion, and conducting quality control checks.
All Staff: Responsible for tidying personal workstations and ensuring confidential materials are secured before leaving for the day (Clean Desk Policy).
Cleaning services are permitted only outside core business hours, between 5 pm and 10:00 pm on weekdays and between 8:00 am and 10:00 pm on weekends, unless otherwise authorized by the Office Manager for a specific emergency.
Cleaning personnel must enter and exit the building in accordance with the procedures outlined for contractors in the Office Access and Physical Security Policy, including signing the Visitor Registration Log.
Area/Task | Daily | Weekly (e.g., Monday) | Monthly (e.g., 1st Friday) |
4.2.1 Entrance, Reception & Meeting Rooms | X | ||
Floors (Vacuum/Mop) | |||
Wipe down reception desks, counters, and meeting tables. | |||
Clean blinds and windowsills. | |||
Align chairs with the strip on the floor, ensuring they are positioned exactly 3ft away from workstations and offices. | |||
Wipe down all door handles and door frames (Inside & Outside). | |||
Window/Glass Cleaning | |||
4.2.2 Workstations & Private Offices | |||
Dust all desks, blinds, and countertops. | |||
IT Equipment: Wipe down computer keyboards and telephones using only a microfiber cloth. | |||
Empty trash bins and replace liners. | |||
Floors (Vacuum/Mop) | |||
4.2.3 Kitchen & Break Room | |||
Dishes: Wash all dishes and put away dry dishes. | |||
Wipe countertops, sink, and faucets. | |||
Wipe exterior and interior of appliances (microwave, fridge, etc.). | |||
Empty trash and recycling; move excess trash to the outside dumpster. | |||
Fridge Maintenance: Discard all remaining food items from the fridge once weekly (Friday evenings). | |||
Deep Clean Kitchen/Appliances | |||
Floors (Vacuum/Mop) | |||
4.2.4 Restrooms | |||
Clean and disinfect toilets and urinals. | |||
Wipe sinks, faucets, counters, and mirrors. | |||
Refill soap, toilet paper, and paper towels. | |||
Empty trash bins and sanitary bins. | |||
Sweep and mop floors |
5.1.1 Staff Workstations: Cleaning personnel are strictly prohibited from handling, moving, or reviewing any documents left on desks. Items on desks should be cleaned around, not moved.
5.1.2 Locked Cabinets/Vaults: Cleaning personnel are never to be provided with keys, access codes, or combinations to staff offices, storage rooms, filing cabinets, or the main vault/safe.
5.1.3 Restricted Areas: Cleaning is limited to publicly accessible and common staff areas. Areas such as the Server Room or Client Records Room are off-limits unless escorted by the Office Manager.
5.2.1 Shredding Bins: The contents of designated confidential shredding bins must not be emptied by cleaning personnel. These bins are the responsibility of the Office Manager or a designated security officer for destruction.
5.2.2 Regular Trash: All regular trash must be placed in sealed, standard municipal trash bags. The contents should not be sorted or inspected.
6.1. The Office Manager will conduct a weekly inspection based on the checklist to verify that standards are met. Failure to meet the standards outlined in this SOP may result in contract penalties or termination.
Cleaning Staff Checklist
Visitor Registration Log