After-hours office cleaning requires giving your cleaning contractor access to the building when no one from your organization is present. Done correctly, this is a routine arrangement that has worked for every commercial office in the north metro for decades. Done carelessly, it creates security and liability exposure that's worth avoiding.
Access Methods
Physical Keys
A physical key to the building or suite is the most common access method for single-tenant offices. Before handing over a key, confirm with your contractor how it's stored, who has access to it, and what happens if it's lost. A reputable contractor maintains a key log, stores keys in a controlled environment (not on a hook in a shared staff area), and has a protocol for reporting a lost key immediately.
For multi-tenant buildings, you're typically dealing with a key-card or code system managed by building management. Coordinate with building management to issue a cleaning contractor access credential rather than a personal staff credential.
Key Cards and Fobs
Electronic access credentials are better than physical keys for a simple reason: they're revokable. If a key card is lost, it can be deactivated in minutes. A copied physical key cannot be deactivated. If your building uses electronic access, issue a named contractor credential rather than a shared staff credential, so you can see in the access log when the cleaning crew entered and exited.
Alarm Codes
Provide the alarm code in writing to the crew supervisor only, not to each crew member individually. The crew supervisor is responsible for disarming and re-arming the system. The code should be stored securely and the cleaning contractor should have a clear obligation to notify you if the code is ever compromised. When the cleaning contract ends, change the alarm code — this is routine hygiene and good contractors expect it.
What the Cleaning Contract Should Specify
- Who holds the access credentials (crew supervisor name, not just a role title)
- Where credentials are stored when not in use
- What happens if a credential is lost or compromised
- Whether the contractor can sub-contract access to another party (the answer should be no without your prior written consent)
- What happens to credentials when the contract ends
Multi-Tenant Building Protocols
Multi-tenant buildings often have a building management contact who coordinates cleaning contractor access for after-hours vendors. If you're a tenant in a managed building, your cleaning contractor needs to be on the building's approved vendor list and may need to sign the building's contractor agreement separately from your cleaning contract. Confirm this before the first visit to avoid a crew arriving after hours and being turned away by building security.
Building a Procedure for Your Office
The simplest approach: designate one person in your office who manages the cleaning contractor relationship. That person holds the access credentials, handles any scope questions, and is the callback contact for after-hours issues. A clear single point of contact eliminates most after-hours access problems before they happen.
For questions about how we handle access for Circle Pines and north metro offices, call (866) 958-8773.