Before arranging office cleaning, confirm which spaces belong to your service and which are covered by the building's arrangements. A practical responsibility matrix lists every area, the person who confirms the arrangement and the contact for problems. It prevents both gaps and duplicated work.
This is a planning guide. It does not decide what a lease or building agreement requires; use your actual documents and the appropriate building contact to establish that.
Draw the boundary around your premises
Walk from the street or building entrance to your office. Identify your tenancy entrance, internal rooms, corridors, amenities, lifts and waste points.
Some facilities may be entirely within your tenancy. Others may be shared. The appearance of a space does not tell you who has arranged its cleaning. Ask rather than assuming the office cleaner will cover everything your staff use.
For access considerations in Brisbane offices, see our guide to cleaning in CBD towers.
Complete this responsibility matrix
Fill the blanks using your confirmed arrangements:
| Area | Inside our cleaning scope? | Who confirms the arrangement? | Who receives an issue report? |
|---|---|---|---|
| Private office floor and rooms | Confirm | Office contact | Confirm |
| Internal kitchenette | Confirm | Office contact | Confirm |
| Private bathroom | Confirm | Office/building contact | Confirm |
| Shared bathroom | Confirm | Building contact | Confirm |
| Shared corridor or lobby | Confirm | Building contact | Confirm |
| Lifts and common entry | Confirm | Building contact | Confirm |
| Bin room and disposal point | Confirm | Building contact | Confirm |
| Entry glass and external areas | Confirm | Appropriate site contact | Confirm |
“Confirm” matters. This is not a standard allocation that applies to every building.
Keep cleaning and maintenance separate
A dirty surface, a leaking tap and a broken lock need different responses. Record the right contact for maintenance as well as cleaning, so the cleaner is not expected to repair a building fault.
Similarly, specialist work should be identified separately from a regular office visit. Your scope should state any periodic work that is included, any conditions that apply and what requires separate approval.
Agree access without widening the scope
Your cleaner may need to use a lift, pass through a lobby or enter a waste room to complete work inside your tenancy. Access to those spaces does not itself mean their full cleaning is included in your office quote.
Ask the building contact about sign-in, contractor access, permitted hours and the approved disposal route. Give your cleaner the confirmed instructions through your normal access process.
F&L follows your access and alarm procedures. We agree the areas and work in advance rather than treating every accessible part of a building as part of the job.
Give your team one useful contact sheet
Once responsibilities are confirmed, keep the matrix somewhere your office manager can find it. Update it when you move suites, take more space or the building changes its provider.
If a shared bathroom is missed, the sheet tells you who to contact. If a private meeting room needs more frequent attention, it tells you which scope needs reviewing. That is more useful than asking several providers to resolve the same unclear request.
F&L provides regular commercial office cleaning across Brisbane, the Gold Coast and Tweed Heads, primarily after hours and weekly or more often. We bring our own equipment and products, agree a flat monthly price, and offer a free first clean as the start of a suitable ongoing service.
Get an office cleaning estimate or call 0412 073 637. Tell us which rooms and facilities are yours to include.