Communal Area Cleaning Inspection Sheet

Who this is for

A walk-round check of the common parts after the cleaner's visit. Tick each area against the list agreed with the contractor, and write up anything missed so it can be reported and followed up.

Residents, directors and managing agents who oversee a communal cleaning contract and need a dated record of what was checked and what was not up to the agreed standard.

What this helps you track

• Entrances, lobbies and lifts checked item by item
• Stairs, landings and bin stores checked against the agreed list
• External paths and car parking areas
• Each issue found, who it was reported to and when it was put right

How to use it

1. Fill in the building, the date, your name and the cleaning contractor.
2. Walk the common parts in order and tick each item that meets what the cleaning specification asks for.
3. Replace or add items so the list matches your contract; the browser version lets you add your own.
4. Write each problem in the issues table, noting whether you took a photo, and report it to the contractor or agent.
5. Record when each issue was put right, and keep the sheets together as a history of the contract.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What standard should the cleaning meet?

Whatever your cleaning contract or specification sets out. This sheet does not supply a standard; adjust the items to match what the contractor has agreed to do and how often.

How often should we inspect?

Often enough to be fair to the contractor and to catch problems, which depends on how often they visit. Inspecting soon after a visit gives the clearest picture.

Why note whether a photo was taken?

A dated photo settles most disagreements about whether something was missed. Noting it on the sheet tells whoever follows up that evidence exists and who holds it.

Can residents use this, or only directors?

Anyone can use it to record what they see. If you are not the person who manages the contract, pass the completed sheet to whoever does so it can be raised with the contractor.