What should be included in a daycare cleaning contract?

A daycare cleaning contract must include: the specific GECA-certified products to be used by area; the TGA-listed disinfectant for nappy areas and bathrooms with TGA registration number; cleaning frequencies aligned with NHMRC Staying Healthy minimums; documentation to be provided (signed compliance log after every visit, product register, cleaning procedure document); WWCC evidence for all assigned staff; public liability insurance coverage amount with certificate of currency clause; term break deep clean provision; and what happens if a scheduled visit is missed or a complaint is raised.

How long should a childcare cleaning contract be?

Childcare cleaning contracts are typically 12 months with a 30-day notice period for either party. A 12-month term provides enough time for the cleaning contractor to familiarise themselves with the facility layout and compliance requirements, and for the approved provider to assess service quality through at least one ACECQA documentation cycle. Some facilities prefer a 3-month initial term with automatic renewal. Avoid contracts longer than 24 months without a performance review clause — if the cleaning standard falls below the NQS QA2 compliance requirement, the facility needs the ability to exit.

What happens if a cleaning company misses a scheduled childcare cleaning visit?

The childcare cleaning contract should specify what happens when a scheduled visit is missed: notification requirements (minimum 24 hours notice where possible), the make-good arrangement (when the missed visit is rescheduled), and whether the missed visit affects the compliance log for that period. A single missed visit in a month creates a gap in the ACECQA Quality Area 2 cleaning log — the contract should include a clause requiring the contractor to notify the facility promptly and reschedule within 24 hours to minimise the log gap.

Daycare Cleaning Contracts — What to Include

Q: What is the difference between a daycare cleaning contract and a cleaning service agreement?

A cleaning service agreement is a general commercial document specifying the scope of services, frequency, and price. A daycare cleaning contract is a service agreement that has been specifically adapted for childcare compliance requirements — including GECA product specifications, TGA disinfectant references, WWCC obligations, ACECQA documentation requirements, and the approved provider's NQS Quality Area 2 compliance needs. A standard commercial cleaning service agreement is insufficient for a childcare facility. The contract should be childcare-specific.

Q: Can a cleaning company refuse to provide a childcare-specific contract?

A cleaning company can provide whatever contract format they choose, but if a company is unwilling to include GECA product specifications, TGA disinfectant references, WWCC obligations, and ACECQA documentation requirements in their contract, this is a significant red flag. A specialist childcare cleaning company will have these elements as standard in their client agreements — they understand the compliance requirements and include them automatically. A general commercial cleaner who cannot or will not adapt their contract to childcare requirements is not a specialist childcare cleaning service.

Key Points — Why the Contract Matters for Compliance

A childcare cleaning contract is not just a commercial arrangement — it is part of your NQS Quality Area 2 compliance infrastructure. The contract specifies what the contractor is obligated to deliver: which products, which frequencies, which documentation. If the contractor fails to deliver any of these elements, the contract is the document you rely on to enforce the obligation. A cleaning service agreement that says only "commercial cleaning services, 5 days per week" gives the approved provider no mechanism to enforce GECA product compliance, ACECQA log format, or WWCC obligations.

More importantly, a well-structured childcare cleaning contract demonstrates to ACECQA assessors that the approved provider has taken a systematic, documented approach to the cleaning programme — not just engaged a cleaner and hoped for the best. The contract, alongside the cleaning policy and signed logs, completes the Quality Area 2 documentation triangle: policy (commitment), contract (obligation), logs (evidence).

The QA2 Documentation Triangle

Cleaning Policy — the facility's commitment to NQS QA2 and NHMRC standards. Cleaning Contract — the contractor's obligation to deliver those standards. Signed Logs — the evidence that the obligations were met. All three are required for a complete ACECQA Quality Area 2 compliance package.

What a Daycare Cleaning Contract Must Include

1. Product Specifications with GECA and TGA References

The contract must name the specific GECA-certified products to be used in each facility area, and the TGA-listed disinfectant for nappy areas and bathrooms with its TGA registration number. A contract that specifies only "GECA-certified products will be used" without naming the products is not sufficient — if the products change without the facility's knowledge, there is no contractual mechanism to enforce the original specification. Product names and certification references should be listed in a schedule attached to the contract, updated whenever the product range changes.

2. Cleaning Frequencies Aligned with NHMRC Minimums

The contract must specify the cleaning frequency for each task — not just "5 days per week cleaning" — and those frequencies must meet or exceed the NHMRC Staying Healthy minimums. The nappy area disinfection frequency requires particular attention: the contract must make clear that the daily cleaning visit covers the end-of-day nappy area surface clean, and that the after-every-change TGA disinfection is an educator obligation during operating hours (not the contractor's). This clear delineation prevents both gaps and disputes about responsibility.

3. Documentation Obligations

The contract must specify what documentation the contractor is obligated to provide and in what format: a signed compliance log after every visit (recording areas, products with certification references, time, and signature); a current product register listing every product with GECA and TGA references; a written facility-specific cleaning procedure document; and term break deep clean documentation. The contract should also specify where the logs are to be left (on-site physical file, email delivery, or digital system) and the retention obligation.

4. WWCC Obligation

The contract must require that all cleaning staff assigned to the facility hold a current Victorian Working With Children Check, that the contractor provides evidence of WWCC status before commencing and updates the facility whenever a staff member's check is renewed or expires. The approved provider should retain copies of WWCC evidence as ACECQA documentation. The contract should specify that the contractor is responsible for any breach of the WWCC requirement by their staff.

5. Term Break Deep Clean Provision

The contract must include a term break deep clean provision specifying the full scope of deep clean tasks (carpet hot water extraction, full high-surface cleaning, outdoor pressure washing, sandpit service, full window cleaning), the documentation to be provided, and the pricing or pricing methodology. Some facilities include term break deep cleans in the standard contract at a separately itemised rate; others negotiate them separately each term. Either approach is acceptable, but the commitment to perform them must be in the contract.

6. Missed Visit and Remediation Clause

The contract must specify what happens when a scheduled visit is missed: the notification obligation (minimum 24 hours notice where possible); the make-good timeline (rescheduled within 24 hours of the missed visit); and the process for documenting the gap in the compliance log. A single missed visit creates a gap in the ACECQA Quality Area 2 log that cannot be retroactively filled — the remediation clause protects both parties by establishing clear expectations for how gaps are managed and documented.

7. Insurance and Liability

The contract must confirm the contractor's public liability insurance coverage — minimum $10 million, $20 million as the standard for childcare facilities — and require the contractor to maintain and provide a current certificate of currency. The contract should also address what happens in the event of product-related incidents (use of a non-GECA product causing adverse reaction) and whether the contractor's liability extends to regulatory compliance penalties resulting from their documentation failures.

Action Steps — Getting a Contract Right

Step 1 — Request a Draft Contract Before Committing to Any Cleaning Company

Ask every prospective cleaning company to provide a draft contract before you commit to the service. Review the draft against the seven elements above. If any element is absent — particularly the product specifications, WWCC obligation, or documentation requirements — ask for the contract to be amended before signing. A specialist childcare cleaning company will have these elements as standard; a general commercial cleaner will need to add them. If a company refuses to amend the contract to include these elements, they are not a specialist childcare cleaning service regardless of what they claim.

Step 2 — Keep a Copy of the Contract in Your ACECQA Compliance File

The cleaning contract should be filed alongside the cleaning policy, product register, and signed logs in your ACECQA Quality Area 2 compliance file. While ACECQA assessors do not typically request the contract itself during a quality assessment visit, having it accessible demonstrates a systematic and documented approach to the cleaning programme. If the facility is ever subject to a regulatory inspection rather than a quality assessment, the contract becomes a key document in demonstrating that the approved provider has exercised appropriate due diligence in selecting and managing the cleaning contractor.

Step 3 — Review the Contract at Each Annual Policy Review

Review the cleaning contract at the same time as the annual cleaning policy review. Confirm that the products listed in the contract schedule still match those in the product register; that the frequencies specified still meet current NHMRC minimums; that the WWCC evidence is current; and that the insurance certificate of currency has not expired. Any discrepancy between the contract and the current arrangement should be updated by written variation agreement. For the full compliance documentation framework, visit our compliance page.

Frequently Asked Questions

A daycare cleaning contract must include: GECA-certified products specified by area with certification references; TGA-listed disinfectant for nappy areas with TGA registration number; cleaning frequencies aligned with NHMRC minimums; documentation obligations (signed compliance log, product register, cleaning procedure); WWCC evidence requirement for all assigned staff; public liability insurance amount with certificate of currency clause; term break deep clean provision; and missed visit notification and remediation clause.

Typically 12 months with a 30-day notice period. This provides time for the contractor to familiarise with the facility's compliance requirements and for the approved provider to assess quality through at least one ACECQA documentation cycle. Some facilities prefer a 3-month initial term with automatic renewal. Avoid contracts longer than 24 months without a performance review clause — the facility needs the ability to exit if the cleaning standard falls below NQS QA2 compliance requirement.

A standard cleaning service agreement specifies scope, frequency, and price. A daycare cleaning contract adapts these for childcare compliance — adding GECA product specifications, TGA disinfectant references, WWCC obligations, ACECQA documentation requirements, and NQS QA2 compliance clauses. A standard commercial cleaning service agreement is insufficient for a childcare facility; the contract must be childcare-specific.

A company can provide any contract format, but if they are unwilling to include GECA product specifications, TGA disinfectant references, WWCC obligations, and ACECQA documentation requirements, this is a significant red flag. A specialist childcare cleaning company will have these as standard. A general commercial cleaner who cannot adapt their contract to childcare requirements is not a specialist childcare cleaning service.

The contract should specify: notification obligation (minimum 24 hours notice), make-good timeline (rescheduled within 24 hours), and how the gap is documented in the compliance log. A single missed visit creates a gap in the ACECQA Quality Area 2 log — the remediation clause protects both parties by establishing clear expectations for how gaps are managed.