How to Review Commercial Cleaning Companies in Leicester (Complete Evaluation Guide)

After years managing commercial cleaning across Leicester and the Midlands, we've seen businesses make excellent choices - and costly mistakes - when selecting cleaning companies.

The difference between a great cleaning partner and a poor one can cost you thousands in staff time, client complaints, health violations, and reputation damage. A good company delivers consistent quality, reliable service, and professional standards. A bad one leaves you with missed cleans, poor quality, staff issues, and constant management headaches.

In this brutally honest guide, we'll show you exactly how to evaluate commercial cleaning companies in Leicester and the Midlands. We'll give you the specific questions to ask, the red flags to watch for, and the criteria that actually matter for commercial sites.

Why Most Businesses Choose Cleaning Companies Badly

Before we dive into the evaluation framework, let's address why businesses make poor choices:

They Choose Based on Price Alone: The cheapest quote often comes from companies cutting corners on staff training, quality control, insurance, or compliance. A £200/month saving isn't worth the hassle of poor service.

They Don't Verify Insurance and Compliance: Many businesses engage cleaning companies without checking public liability insurance, employer's liability, or right-to-work documentation. This puts your business at serious legal risk.

They Skip Reference Checks: Most businesses don't speak to a single existing client before signing contracts worth thousands annually. References reveal the truth about service quality and reliability.

They Don't Understand Quality Control Systems: "We'll clean your office" tells you nothing about how they ensure consistent quality, handle complaints, or manage staff performance.

They Ignore Staff Training and Vetting: Would you let strangers into your office without background checks? Yet businesses engage cleaning companies without asking about DBS checks or staff vetting.

The Complete Commercial Cleaning Company Evaluation Framework

Here's how to properly evaluate any commercial cleaning company operating in Leicester and the Midlands:

1. Insurance, Compliance, and Legal Requirements

This is non-negotiable for commercial cleaning. Inadequate insurance or compliance puts your business at serious legal and financial risk.

Questions to Ask:

1. "Do you have public liability insurance, and what's the coverage level?" - Minimum £5 million for commercial work. £10 million is better for larger sites.

2. "Do you have employer's liability insurance?" - Legally required if they employ staff. Ask to see the certificate.

3. "Are all your staff legally entitled to work in the UK?" - Companies must verify right-to-work documentation. Non-compliance puts you at risk.

4. "Are your staff DBS checked?" - Essential for offices, healthcare, schools, or anywhere with sensitive information or vulnerable people.

5. "Do you have professional indemnity insurance?" - Important if their negligence causes business disruption or data breaches.

6. "Are you compliant with COSHH regulations?" - They must properly handle, store, and use cleaning chemicals safely and legally.

Red Flags:

• Can't or won't provide insurance certificates immediately

• Insurance coverage below £5 million

• Vague about right-to-work compliance

• No DBS checks for staff accessing offices or sensitive areas

• No professional indemnity insurance

• Don't mention COSHH compliance or chemical safety

  
  

What Good Looks Like:

"Yes, we carry £10 million public liability and full employer's liability - I'll email certificates today. All staff have verified right-to-work documentation on file. All staff accessing offices or healthcare sites are DBS checked. We have £5 million professional indemnity insurance. We're fully COSHH compliant - all chemicals are properly stored, labeled, and used according to safety data sheets. Our staff receive annual COSHH training."

2. Staff Training, Vetting, and Management

Your cleaning quality depends entirely on the people doing the work. Poor staff training and management means poor service.

Questions to Ask:

1. "What training do your cleaning staff receive?" - Look for structured induction training plus ongoing skills development.

2. "How do you vet and recruit cleaning staff?" - Professional companies have thorough recruitment processes including references and background checks.

3. "Will we have the same cleaner(s) regularly, or different staff each time?" - Consistency matters. Regular staff learn your site and build relationships.

4. "What happens if our regular cleaner is sick or on holiday?" - Do they have trained cover staff who know your site?

5. "How do you manage and supervise cleaning staff?" - Look for regular site inspections and supervisor oversight.

6. "What's your staff retention rate?" - High turnover (staff leaving frequently) indicates management problems and affects your service quality.

   
   

Red Flags:

• No structured training program ("we'll show them what to do")

• Vague about recruitment and vetting processes

• Different staff every visit with no consistency

• No cover arrangements for sick or holiday leave

• No supervisor oversight or quality inspections

• High staff turnover (cleaners leaving every few months)

  
  

What Good Looks Like:

"All new staff complete a 3-day induction covering cleaning techniques, chemical safety, equipment use, and customer service. We conduct reference checks, right-to-work verification, and DBS checks before employment. You'll have the same cleaner(s) for regular visits - they'll learn your site and preferences. We have trained cover staff for sickness and holidays who are briefed on your requirements. A supervisor inspects your site monthly and is available for any issues. Our staff retention rate is 82% - most cleaners stay with us for years."

3. Quality Control and Service Standards

Promises mean nothing without systems to ensure consistent quality. How do they guarantee you get what you pay for?

Questions to Ask:

1. "What quality control systems do you have in place?" - Look for regular inspections, checklists, and documented standards.

2. "How do you measure cleaning quality?" - Specific criteria and inspection processes show professionalism.

3. "How often do you inspect our site?" - Monthly supervisor inspections are standard for most commercial sites.

4. "What happens if we're not satisfied with the cleaning quality?" - Clear complaints process and rectification procedures are essential.

5. "Do you provide cleaning schedules and checklists?" - Documentation ensures nothing is missed and provides accountability.

6. "How do you handle feedback and complaints?" - Professional companies have formal processes and respond quickly.

   
   

Red Flags:

• No quality control systems ("we just do a good job")

• Can't explain how they measure quality

• No regular site inspections

• Vague or defensive about complaints handling

• No cleaning schedules or checklists provided

• Slow to respond to feedback (3+ days)

  
  

What Good Looks Like:

"We have a comprehensive quality control system. Each site has a detailed cleaning schedule and checklist that cleaners follow and sign off daily. A supervisor inspects your site monthly using our quality scorecard - we measure cleanliness across 15 criteria. If you're not satisfied, contact your account manager and we'll re-clean within 24 hours at no charge. We provide monthly reports showing completed tasks and any issues. We respond to all feedback within 4 hours and have a formal complaints process with resolution targets."

4. Service Reliability and Flexibility

Missed cleans and inflexible service cause major business disruption. Reliability is critical for commercial cleaning.

Questions to Ask:

1. "What's your track record for missed cleans?" - Ask for specific percentages. Less than 1% missed cleans is good.

2. "How do you ensure cleaners turn up reliably?" - Look for systems like supervisor check-ins, staff communication, and backup plans.

3. "What happens if a cleaner doesn't turn up?" - Do they have backup staff and emergency procedures?

4. "How flexible are you with schedule changes?" - Can they accommodate occasional evening events, early meetings, or schedule adjustments?

5. "How much notice do you need for additional or one-off cleans?" - Flexibility matters when you have unexpected needs.

6. "Do you offer emergency or out-of-hours cleaning?" - Important for spills, incidents, or urgent situations.

   
   

Red Flags:

• Vague about missed clean rates or can't provide data

• No systems to ensure reliable attendance

• No backup plans for staff absence

• Inflexible with schedule changes

• Require weeks of notice for additional cleans

• Don't offer emergency or out-of-hours service

  
  

What Good Looks Like:

"Our missed clean rate is 0.3% - we track this monthly. Cleaners check in with supervisors at start and end of shifts. If a cleaner can't make it, we have backup staff on call who know your site. We're flexible with schedule changes - just give us 24 hours notice when possible. For additional cleans, we can usually accommodate same-day or next-day requests. We offer emergency cleaning 24/7 - call our emergency number and we'll respond within 2-4 hours."

5. Equipment, Materials, and Environmental Standards

The quality of equipment and materials directly affects cleaning results and environmental impact.

Questions to Ask:

1. "Do you provide all cleaning equipment and materials, or do we need to supply them?" - Most professional companies provide everything.

2. "What type of equipment do you use?" - Professional-grade equipment delivers better results than domestic products.

3. "Do you use environmentally friendly cleaning products?" - Important for health, sustainability, and corporate responsibility.

4. "Are your cleaning products safe for our environment?" - Especially important for offices, schools, healthcare, or food businesses.

5. "How often do you replace equipment and materials?" - Old, worn equipment delivers poor results.

6. "Do you have specialized equipment for specific tasks?" - Carpet cleaning, floor polishing, high-level cleaning, etc.

   
   

Red Flags:

• Expect you to provide equipment and materials

• Use domestic-grade equipment for commercial sites

• Don't offer environmentally friendly products

• Can't confirm products are safe for your environment

• Use old, worn, or poorly maintained equipment

• No specialized equipment for specific cleaning tasks

  
  

What Good Looks Like:

"We provide all equipment and materials - you don't need to supply anything. We use professional-grade equipment including commercial vacuums, microfiber systems, and specialized machines. All our products are environmentally friendly and certified to EU Ecolabel standards. They're safe for offices, schools, and healthcare environments. We replace equipment regularly - vacuums every 2 years, microfiber cloths every 6 months. We have specialized equipment for carpet cleaning, floor polishing, and high-level cleaning available when needed."

6. Contract Terms, Pricing, and Transparency

Hidden fees and inflexible contracts are common complaints. Get everything in writing upfront.

Questions to Ask:

1. "What exactly is included in your quoted price?" - Clarify what's covered and what costs extra.

2. "Are materials and equipment included, or charged separately?" - Some companies charge extra for consumables.

3. "What's your contract notice period?" - 30 days is reasonable, 12 months is excessive.

4. "Are there any additional fees beyond the quoted price?" - Watch for "admin fees," "management fees," or "equipment fees."

5. "How do you handle price increases?" - Annual increases are normal, but should be reasonable and communicated in advance.

6. "Do you offer trial periods before long-term commitment?" - Good companies often offer 1-3 month trials.

   
   

Red Flags:

• Vague about what's included in pricing

• Materials and equipment charged separately

• Long notice periods (6-12 months)

• Multiple hidden fees not disclosed upfront

• Unreasonable price increases (10%+ annually)

• Require 12-month commitment with no trial option

  
  

What Good Looks Like:

"Our quoted price of £450/month includes all labor, materials, equipment, and management. No additional fees. Notice period is 30 days. Price reviews are annual - typically 3-5% to cover wage increases and inflation, communicated 60 days in advance. We offer a 2-month trial period before you commit to a longer contract. If you're not satisfied, you can cancel with 7 days notice during the trial."

7. Track Record, References, and Reputation

Past performance is the best indicator of future results. Always check references from similar businesses.

Questions to Ask:

1. "How long have you operated in Leicester and the Midlands?" - Local experience matters. Look for 3+ years minimum.

2. "Can you provide three references from similar businesses in our area?" - Similar industry, size, and location are most relevant.

3. "What's your client retention rate?" - High retention (70%+) indicates satisfied clients.

4. "Can you provide case studies from businesses like ours?" - Specific examples show relevant experience.

5. "What's the biggest cleaning challenge you've solved for a Midlands business?" - Tests their problem-solving capability.

6. "What would your current clients say is your biggest strength and weakness?" - Honest companies acknowledge both.

   
   

Red Flags:

• Recently started operating (less than 2 years)

• Won't provide references or only offer old references (3+ years ago)

• High client turnover (retention below 50%)

• Can't provide relevant case studies

• Vague about past challenges or claim perfect track record

• Defensive when asked about weaknesses

  
  

What Good Looks Like:

"We've operated in Leicester and the Midlands for 9 years. Here are three references from offices similar to yours in Leicester, Nottingham, and Northampton - I'll email contact details today. Our client retention rate is 81%. Here's a case study from a Warwickshire office where we improved cleaning quality and reduced costs by 15%. Our biggest challenge was a large warehouse in Leicester with poor previous cleaning - took 3 months to bring it up to standard, but we did it. Clients say our strength is reliability and communication; our weakness is that we're sometimes slow to recruit new staff when we're growing quickly."

8. Specialized Services and Expertise

Different businesses have different cleaning needs. Does the company have relevant experience and capabilities?

Questions to Ask:

1. "Do you have experience cleaning businesses like ours?" - Offices, warehouses, healthcare, retail, schools all have different requirements.

2. "What specialized cleaning services do you offer?" - Deep cleans, carpet cleaning, window cleaning, floor maintenance, etc.

3. "Do you understand our industry's compliance requirements?" - Healthcare, food businesses, schools have specific cleaning standards.

4. "Can you handle one-off deep cleans or project work?" - Important for refurbishments, moves, or seasonal deep cleans.

5. "Do you offer additional services like waste management or consumables supply?" - Integrated services can simplify management.

6. "What's your approach to infection control?" - Critical for healthcare, schools, and post-COVID workplace cleaning.

   
   

Red Flags:

• No experience with your type of business

• Only offer basic cleaning with no specialized services

• Don't understand industry-specific compliance requirements

• Can't accommodate one-off or project work

• Don't offer additional services

• Vague about infection control procedures

  
  

What Good Looks Like:

"Yes, we clean 15 offices similar to yours across Leicester and the Midlands. We offer specialized services including quarterly deep cleans, carpet cleaning, window cleaning, and floor maintenance. We understand office cleaning standards and can provide documentation for ISO audits if needed. We handle one-off deep cleans and project work - we've done several office refurbishment cleans in Nottingham and Northampton. We can supply consumables like toilet paper and hand soap if you'd like. Our infection control procedures follow NHS guidance - we use color-coded equipment, hospital-grade disinfectants, and follow proper cleaning protocols."

The Reference Check Process: What to Ask Existing Clients

Speaking to existing clients is crucial. Here's what to ask:

1. "How long have you used this cleaning company?"

2. "What type of business are you, and what cleaning services do they provide?"

3. "How would you rate their reliability - do they turn up consistently?"

4. "Is the cleaning quality consistent, or does it vary?"

5. "How do they handle issues or complaints?"

6. "Are they flexible with schedule changes or additional requests?"

7. "How would you rate their communication and customer service?"

8. "Is their pricing transparent with no hidden fees?"

9. "Would you recommend them to another Midlands business?"

10. "On a scale of 1-10, how would you rate your overall experience?"

    
    

Red Flags in Reference Responses:

• Frequent missed cleans or unreliable service

• Inconsistent quality - good some days, poor others

• Slow or poor response to complaints

• Inflexible with schedule changes

• Poor communication or hard to reach

• Hidden fees or billing surprises

• Wouldn't recommend to others

• Overall rating below 7/10

  
  

Online Review Research: Where to Look and What to Trust

Online reviews provide additional perspective, but require careful evaluation:

Where to Look:

• Google Reviews (most reliable for local businesses)

• Trustpilot (if they have a profile)

• Facebook Reviews

• Checkatrade or similar trade directories

• Industry associations (if applicable)

  
  

What to Look For:

• Overall rating above 4.0/5.0

• Consistent positive themes (reliable, good quality, professional, responsive)

• How they respond to negative reviews (professional, solution-focused)

• Recent reviews (last 6-12 months most relevant)

• Specific details in reviews (not generic "great service")

• Reviews from commercial clients, not just residential

  
  

Red Flags:

• Overall rating below 3.5/5.0

• Consistent negative themes (unreliable, poor quality, hidden fees, poor communication)

• Defensive or aggressive responses to negative reviews

• No recent reviews (suggests declining activity)

• Generic positive reviews (may be fake)

• Only residential reviews with no commercial clients

  
  

The Decision Matrix: Scoring Your Options

Evaluate each company across these criteria (score 1-10 for each):

1. Insurance & Compliance: Adequate insurance, right-to-work compliance, DBS checks, COSHH compliance

2. Staff Training & Management: Structured training, professional recruitment, consistent staff, good retention

3. Quality Control: Clear systems, regular inspections, documented standards, complaints process

4. Reliability: Low missed clean rate, backup systems, flexible scheduling

5. Equipment & Materials: Professional equipment, environmentally friendly products, all included

6. Pricing Transparency: Clear pricing, no hidden fees, fair contract terms

7. Track Record: Local experience, good references, high retention

8. Specialized Expertise: Relevant experience, specialized services, industry knowledge

9. References: Strong feedback from similar businesses

10. Online Reviews: Positive overall rating and themes

    
    

Scoring Guide:

• 90-100: Excellent choice, proceed with confidence

• 75-89: Good choice, minor concerns to address

• 60-74: Acceptable but significant concerns, consider alternatives

• Below 60: Avoid, too many red flags

  
  

Common Mistakes When Evaluating Cleaning Companies

Mistake 1: Choosing Based on Lowest Price

The cheapest company often cuts corners on staff training, quality control, or insurance. A £100/month saving isn't worth poor service, missed cleans, or legal risk.

Mistake 2: Not Checking Insurance and Compliance

Inadequate insurance or non-compliant staff put your business at serious legal and financial risk. Always verify insurance certificates and right-to-work compliance.

Mistake 3: Skipping Reference Checks

Speaking to existing clients is the single most valuable evaluation step. Never skip it, especially for businesses in your industry and location.

Mistake 4: Not Understanding Quality Control Systems

Without quality control systems, you're relying on luck for consistent service. Make sure they have documented standards, regular inspections, and clear complaints processes.

Mistake 5: Ignoring Staff Training and Retention

Poor staff training and high turnover mean inconsistent quality and constant disruption. Choose companies that invest in their staff.

Industry-Specific Considerations

Offices:

• Need DBS-checked staff for security and data protection

• Require evening or early morning cleaning to avoid disruption

• Need consistent quality for professional appearance

• Require flexibility for meetings and events

• Need environmentally friendly products for staff health

  
  

Warehouses and Industrial Sites:

• Need experience with large-scale cleaning

• Require health and safety awareness

• Need flexible scheduling around operations

• Require specialized equipment for high-level cleaning

• Need understanding of industrial cleaning challenges

  
  

Healthcare and Care Homes:

• Require DBS-checked staff (essential)

• Need infection control expertise

• Require hospital-grade disinfectants and procedures

• Need understanding of CQC requirements

• Require discreet service to avoid disturbing patients/residents

  
  

Retail and Hospitality:

• Need flexible scheduling around trading hours

• Require high standards for customer-facing areas

• Need fast response for spills and incidents

• Require understanding of customer experience impact

• Need specialized services like carpet and window cleaning

  
  

Schools and Education:

• Require DBS-checked staff (essential)

• Need child-safe cleaning products

• Require term-time and holiday deep cleaning

• Need understanding of safeguarding requirements

• Require infection control expertise

  
  

Questions That Reveal Company Quality

These questions separate professional companies from poor ones:

1. "What would you do differently if this was your own business?" - Reveals their genuine recommendations vs sales pitch.

2. "When would you recommend NOT using your services?" - Honest companies acknowledge some situations don't require professional cleaning.

3. "What's the worst cleaning mistake you've seen in the Midlands?" - Shows whether they learn from industry mistakes.

4. "If we're not satisfied after 2 months, what happens?" - Tests their confidence and flexibility.

5. "What would make you refuse to take on a client?" - Reveals their standards and ethics.

   
   

The Bottom Line: Choosing Commercial Cleaning in Leicester and the Midlands

Selecting the right commercial cleaning company in Leicester and the Midlands is critical for your business operations, professional appearance, and staff wellbeing.

The difference between a good company and a poor one can easily cost you £3,000-5,000 annually through poor quality, staff time managing issues, missed cleans, and reputation damage.

The evaluation process takes time - expect to invest 3-5 hours researching and interviewing companies. This is time well spent when poor cleaning affects your business daily.

Key Principles:

• Verify insurance and compliance - never compromise on this

• Check staff training, vetting, and retention rates

• Speak to multiple references from similar businesses

• Understand their quality control systems

• Evaluate total value, not just price

• Choose companies with proven track records in your area

  
  

The best commercial cleaning companies in Leicester and the Midlands are properly insured and compliant, invest in staff training and retention, have robust quality control systems, deliver reliable service, use professional equipment and materials, offer transparent pricing, and have proven track records with strong references.

If a company meets these standards, you've found a partner worth working with. If they don't, keep looking - your business environment and reputation depend on it.

VPS Ltd provides commercial cleaning and integrated property services across Leicester and the Midlands. We welcome thorough evaluation - we believe informed businesses make better decisions and build better long-term partnerships. If you'd like to evaluate our services using this framework, we'll provide complete transparency on insurance, compliance, staff training, quality control systems, pricing, and client references across Leicester, Nottingham, Warwickshire, and Northamptonshire. We're confident we'll score well, and if we don't meet your standards, we'll happily recommend alternatives that do.