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Routines template

Office cleaning checklist with photo proof for every area

Clean every area to the same standard and prove it with photos of the kitchen, restrooms and meeting rooms. Schedule it every evening and set who takes turns.

3 steps 11 fields Photo evidence
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Free for 14 days. No credit card. You can change every step and field.

Most office cleaning is checked by looking around the next morning. If the kitchen sink is full or a restroom ran out of paper, nobody knows whether the cleaning was skipped, rushed, or done and then undone by the last person to leave. A checklist on the wall helps, but it does not show who ticked it or when.

This template is built to run from a schedule every evening. The first step only asks which office or floor, and even that is optional, so a schedule can start it with nothing filled in. The Cleaning step goes to whoever you put in charge, taking turns when you add several people or a team, and has a one-day deadline. It is split into five areas: kitchen, restrooms, meeting rooms, desks and floors, and trash and recycling. Every item has to be ticked, and the kitchen, the restrooms and the meeting rooms each need a photo, which carries the date and time. A guide explains what clean means in each area, so everyone works to the same standard. Anything that needs more than the routine clean goes in Anything to report?, and when that field is filled a Follow-up step opens for the office manager with a one-day deadline.

It suits offices that clean with their own staff or with a cleaning company and want to see, every morning, that each area was done and what needs attention.

How it runs, step by step

The process reads from top to bottom. Each step goes to its owner with a deadline, and everything that happens is recorded in the request's timeline.

  1. Office

    Whoever starts the request

    Starts the cleaning. Name the office or floor if you clean more than one.

    1 field in the request form
    • Office or floor Text

  2. Cleaning

    A person or team you choose

    Go area by area, tick what was done and take the photo before you leave each area.

    Due in 1 day (business time)
    9 fields
    • Kitchen *Counters, sink and tables wiped, Dishes washed and put away, Microwave and coffee machine wiped, Fridge checked for old food, Floor swept and mopped Checklist
    • Kitchen photo * Photo
    • Restrooms *Toilets, sinks and mirrors cleaned, Soap, paper towels and toilet paper checked and refilled, Floor mopped and dry, Trash emptied Checklist
    • Restroom photos * Photo
    • Meeting rooms *Tables wiped, Whiteboards erased, Chairs pushed in, Floor vacuumed Checklist
    • Meeting room photos * Photo
    • Desks and floors *Clear desk space dusted, Door handles and light switches wiped, Floors vacuumed or mopped Checklist
    • Trash and recycling *Every bin emptied, Liners replaced, Recycling kept apart, Bags taken out Checklist
    • Anything to report?Supplies running low, something broken, or a spot that needs more than the routine clean. Long text

  3. Follow-up

    A person or team you choose

    The office manager handles what was reported during the cleaning.

    Due in 1 day (business time) Runs only when needed
    1 field
    • What was done * Long text

Make it yours

Schedule it every evening

Create a schedule that starts the process every weekday evening. Use one schedule per office or floor and fill in Office or floor, so each run is easy to find.

Set who takes turns

Put your cleaners or a team in charge of the Cleaning step. Runs are handed out by round robin, so each evening goes to the next person.

Match the areas to your office

Edit the checklists and the guide to cover your own spaces, such as a reception desk, a lobby or a gym, and remove the areas you do not have.

Chase late cleanings

The Cleaning step has a one-day deadline. Turn on escalation for it so the office manager hears about a run nobody finished.

Frequently asked questions

What should an office cleaning checklist include?

The areas you clean and what done means in each: kitchen surfaces, sink and fridge; restrooms and their supplies; meeting rooms; desks, floors and door handles; and trash and recycling. Keep each list short enough that people really check every item, and write the standard down once so everyone cleans the same way.

How often should an office be cleaned?

It depends on how many people use the space and how they use it. Areas that get dirty every day, such as the kitchen, restrooms and trash, usually need a daily routine, while deeper work such as windows or carpets can run less often as a separate process.

How do you prove the office was cleaned?

Record who cleaned, when, what was done and what each area looked like afterwards. In this template every checklist item has to be ticked and the key areas need a photo stamped with the date and time, so the record shows the work rather than initials on a sheet.

Who should handle what the cleaners report?

Whoever can fix it, usually the office manager or facilities. The Follow-up step goes to the process managers by default; change who executes it in the builder if someone else handles supplies and repairs.

Guides on this process

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Copy it into your workspace, invite the people involved by email, and send the first request today. One plan with every feature, from $49 a month for 5 users.

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