Tennessee cleaning service contract template

Tennessee Cleaning Service Contract

This Cleaning Service Contract ("Agreement") is made and entered into as of this [Date] by and between:

• [Cleaning Service Legal Business Name], a [State of Formation, e.g., Tennessee] [Business Type, e.g., LLC], with its principal place of business at [Cleaning Service Address], Phone: [Cleaning Service Phone], Email: [Cleaning Service Email] ("Service Provider")

and

• [Client Name], residing at [Client Address], Phone: [Client Phone], Email: [Client Email] ("Client").

1. Definitions

• Residential Cleaning: Cleaning services provided at a private residence.
• Commercial Cleaning: Cleaning services provided at a business location.
• Post-Construction Cleaning: Cleaning services performed after construction or renovation work.
• Move-In/Move-Out Cleaning: Cleaning services performed to prepare a property for new occupants or after occupants have vacated.
• Specialty Cleaning: Cleaning services that require specific expertise or equipment, such as carpet cleaning or window washing.
• Standard Cleaning: Basic cleaning services, including dusting, vacuuming, mopping, and cleaning bathrooms and kitchens.
• Deep Cleaning: Comprehensive cleaning services that include standard cleaning plus detailed cleaning of areas not typically covered in a standard cleaning.
• Hazardous Material: Any substance defined as hazardous under Tennessee and federal law.

2. Scope of Services

• Option A: Residential Cleaning
  • The Service Provider will perform standard or deep cleaning services at the Client's residence located at [Client Address].
• Option B: Commercial Cleaning
  • The Service Provider will perform cleaning services at the Client's business located at [Business Address].
  • The specific areas to be cleaned include: [List areas, e.g., offices, restrooms, common areas].
• Option C: Post-Construction Cleaning
  • The Service Provider will perform post-construction cleaning services at the Client’s property located at [Property Address].
• Option D: Move-In/Move-Out Cleaning
  • The Service Provider will perform move-in/move-out cleaning services at the property located at [Property Address].
  • Detailed Description of Services: [Room-by-room or area-by-area breakdown of specific cleaning tasks]. Examples:
    • Bathrooms: Clean and sanitize toilets, showers, sinks, and mirrors.
    • Kitchen: Clean countertops, stovetop, microwave, and sink; wipe down appliances.
  • Frequency: [One-time, Daily, Weekly, Monthly, Other].
  • Schedule: [Days and times of service].
  • Hours of Performance: [Start and End Times].
  • Changes or Additional Requests: Any changes to the scope of services must be agreed upon in writing by both parties. Additional requests will be billed at [Hourly Rate or Flat Fee].

3. Products, Equipment, and Supplies

• Option A: Service Provider Supplies
  • The Service Provider will supply all cleaning products, equipment, and supplies necessary to perform the services.
• Option B: Client Supplies
  • The Client will supply all cleaning products, equipment, and supplies necessary to perform the services.
  • List of supplies: [List of supplies provided by client].
• Eco-Friendly/Green Products: [Yes/No]. If yes, specify products: [List of Eco-Friendly Products].
• Responsibility for Replenishment: [Service Provider/Client].

4. Chemical Disclosure and Safety

• The Service Provider will use the following chemicals: [List of Chemicals Used].
• The Service Provider will comply with all Tennessee and federal workplace chemical safety standards, including the OSHA Hazard Communication Standard.
• The Service Provider will take reasonable precautions to avoid any allergic reactions or sensitivities. Client must disclose any known allergies to chemicals prior to services.

5. Cleaning Personnel

• Background Checks: The Service Provider will conduct background checks on all cleaning personnel in accordance with Tennessee law.
• Drug Screening: [Yes/No]. The Service Provider will conduct drug screening on all cleaning personnel.
• Worker Eligibility: The Service Provider will ensure all cleaning personnel are eligible to work in the United States (I-9 compliance).
• Subcontractors: [Allowed/Not Allowed]. If subcontractors are used, the Service Provider is responsible for their compliance with this Agreement.
• Personnel Changes: The Service Provider reserves the right to change cleaning personnel, but will provide reasonable notice to the Client.

6. Insurance and Bonding

• General Liability Insurance: The Service Provider maintains general liability insurance with a minimum coverage of [Dollar Amount].
• Workers’ Compensation Insurance: The Service Provider maintains workers’ compensation insurance as required by Tennessee law.
• Vehicular Insurance: The Service Provider maintains vehicular insurance for any vehicles used in connection with the services.
• Janitorial Surety Bond: The Service Provider maintains a janitorial surety bond in the amount of [Dollar Amount].
• Certificates of Insurance: Upon request, the Service Provider will provide certificates of insurance to the Client.

7. Licenses and Permits

• The Service Provider possesses all required local business licenses and permits to operate a cleaning business in [City/County, Tennessee].
• The Service Provider will maintain these licenses and permits in good standing throughout the term of this Agreement.

8. Pricing Structure

• Option A: Hourly Rate: The hourly rate for cleaning services is [Dollar Amount] per hour.
• Option B: Flat Fee: The flat fee for each cleaning session is [Dollar Amount].
• Option C: Per-Square-Foot Rate: The rate per square foot is [Dollar Amount].
• Overtime Rate: If applicable, overtime rates will be billed at [Dollar Amount] per hour.
• Variable Costs: Estimates for variable costs will be provided to the Client for approval prior to incurring such costs.
• Travel/Parking Fees: If incurred, travel or parking fees will be billed to the Client at cost.
• Tennessee Sales Tax: Applicable Tennessee sales tax will be added to all taxable cleaning services.
• Fee Adjustments: The Service Provider reserves the right to adjust fees with [Number] days’ written notice to the Client.

9. Payment Terms

• Due Dates: Invoices are due [Number] days from the date of the invoice.
• Invoice Format: Invoices will be provided in [Electronic/Paper] format and will include a detailed description of services performed.
• Acceptable Payment Methods: [Cash, Check, ACH, Credit Card].
• Late Fee Policy: Late payments will be subject to a late fee of [Dollar Amount or Percentage], consistent with Tennessee law.
• Refund Policy: Refunds for non-performance will be considered on a case-by-case basis.
• Deposit Requirement: [Yes/No]. If yes, the deposit amount is [Dollar Amount], and it is [Refundable/Non-Refundable] if [state conditions, e.g., if cancellation is made more than 48 hours prior to service].

10. Client Obligations

• Access to Premises: The Client will provide the Service Provider with access to the premises during the scheduled cleaning times.
• Access Instructions/Keys: [Specify access instructions or arrangements for keys].
• Pre-Cleaning Preparation: The Client will ensure the premises are reasonably free of clutter prior to the cleaning service.
• Pets: The Client will arrange for pets to be secured during the cleaning service.
• Client-Supplied Equipment: [List any equipment to be supplied by the client].

11. Standards of Service and Work Quality

• The Service Provider will perform the services in a professional and workmanlike manner.
• Cleaning Checklist: [Reference a specific cleaning checklist].
• Inspection Criteria: Services will be evaluated against the following pass/fail inspection criteria: [List criteria].
• Minimum Service Benchmarks: [List minimum service benchmarks].
• Re-Cleaning: If the Client is not satisfied with the services, the Service Provider will re-clean the area within [Number] hours of notification.

12. Limitation of Services

• The following services are excluded from the scope of this Agreement: [List excluded services, e.g., hazardous materials removal, biohazard cleanup, exterior window washing beyond the first floor, appliance servicing].
• Biohazard cleanup will only be performed if explicitly contracted and the Service Provider is properly licensed under Tennessee law.

13. Accidental Damage, Breakage, or Theft

• Reporting: The Client must report any accidental damage, breakage, or theft to the Service Provider within [Number] hours of occurrence.
• Investigation: The Service Provider will investigate any reported incidents.
• Remediation: The Service Provider will be responsible for remediation of any damage caused by the Service Provider's negligence, up to the limit of the Service Provider's insurance coverage.
• Insurance Claim Handling: The Service Provider will cooperate with the Client in filing any insurance claims.
• Client Duty to Secure Valuables: The Client is responsible for securing all valuables.

14. Confidentiality

• The Service Provider will maintain the confidentiality of all Client property, personal information, and business operations.
• Data Protection: The Service Provider will comply with all applicable state privacy rules.

15. Service Modification, Rescheduling, and Cancellation

• Modification: Any modifications to the services must be agreed upon in writing by both parties.
• Rescheduling: The Client may reschedule a cleaning service with [Number] hours’ notice.
• Cancellation: The Client may cancel a cleaning service with [Number] hours’ notice.
• Short-Notice Cancellation Fees: Short-notice cancellations (less than [Number] hours) will be subject to a fee of [Dollar Amount or Percentage], consistent with Tennessee law.
• Force Majeure: Neither party shall be liable for any failure to perform its obligations under this Agreement due to force majeure events, including natural disasters or government restrictions.

16. Term and Renewal

• Initial Term: This Agreement shall commence on [Start Date] and continue for a term of [Number] [Days/Weeks/Months/Years].
• Renewal: [Auto-Renewing/Not Auto-Renewing]. If auto-renewing, the Agreement will automatically renew for successive terms of [Number] [Days/Weeks/Months/Years], unless either party provides written notice of termination at least [Number] days prior to the end of the current term.

17. Termination

• Breach: Either party may terminate this Agreement upon material breach by the other party.
• Cause: Either party may terminate this Agreement for cause, with written notice.
• Convenience: Either party may terminate this Agreement for convenience with [Number] days’ written notice.
• Refund/Settlement: Upon termination, any outstanding payments will be due. A refund or settlement will be determined based on services performed.
• Grounds for Immediate Termination: The following grounds will constitute immediate termination: [Illegal activity, repeated no-shows, safety violations].

18. Dispute Resolution

• Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the State of Tennessee.
• Venue: Any legal action arising out of or relating to this Agreement shall be brought in the state or federal courts located in [County], Tennessee.
• Negotiation: The parties agree to first attempt to resolve any disputes through good faith negotiation.
• Mediation/Arbitration: If negotiation fails, the parties agree to [Mediation/Arbitration] in [City, TN] before resorting to litigation.

19. Indemnification and Limitation of Liability

• The Service Provider shall indemnify and hold harmless the Client from any claims, damages, or liabilities arising out of the Service Provider’s negligence.
• The Service Provider’s liability shall be limited to the amount of insurance coverage maintained by the Service Provider.
• The Service Provider shall not be liable for consequential or indirect damages.
• Liquidated Damages: [Liquidated damages do/do not] apply. If they do, specify terms [Specify terms].

20. Non-Solicitation

• The Client agrees not to directly hire or contract with any of the Service Provider’s personnel during the term of this Agreement and for a period of [Number] months after termination.

21. Health and Safety

• The Service Provider will comply with all applicable health and safety regulations, including Tennessee’s COVID-19 and communicable disease regulations if in effect.
• The Service Provider will use appropriate PPE as required.
• The Service Provider will report any injuries or unsafe conditions to the Client.

22. Notice

• All notices required or permitted under this Agreement must be in writing and delivered by [Certified Mail, Email, Personal Delivery].
• Notice to Service Provider: [Cleaning Service Address, Cleaning Service Email].
• Notice to Client: [Client Address, Client Email].

23. Severability, Assignment, and Entire Agreement

• Severability: If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.
• Assignment: This Agreement [May/May Not] be assigned by the Service Provider without the Client’s written consent.
• Entire Agreement: This Agreement constitutes the entire agreement between the parties and supersedes all prior or contemporaneous communications and proposals, whether oral or written.

24. Required Disclosures

• [Include any required disclosures under federal law (EPA, OSHA, FMLA) or Tennessee-specific “right to cancel” protections if residential sales are made offsite].

25. Acknowledgement

• The Client and Service Provider acknowledge that they have read and understood this Agreement and agree to be bound by its terms and conditions.

[Signature Blocks for all Parties]

Service Provider:

____________________________

[Authorized Signatory Name]

[Title]

[Date]

Client:

____________________________

[Client Name]

[Date]

Addendum [Optional]:

• [Addendum details regarding specialized cleaning services]