How to check a contractor is insured and vets its cleaners

Many office managers assume that as long as a contractor shows up on time and the floors look clean, insurance and staff vetting are handled. They're not. A contractor without proper cover can leave your business exposed to liability if someone is injured on your premises. Equally, poor vetting of cleaners means you're inviting strangers with unsupervised access to sensitive areas, confidential documents and valuable equipment. Before you sign anything, you need proof of both.

Check the contractor's insurance first

Ask the contractor outright: do they hold public liability insurance? This covers injury to third parties (your employees, visitors, you) caused by their work or negligence. Request a copy of the certificate of currency — not a promise to get one, but the actual document showing the policy is active right now. Check the expiry date and the cover amount. For office cleaning, cover of at least R1 million is standard; some clients require higher limits.

Also ask whether they carry employer's liability insurance. This protects their own staff and is a legal requirement if they employ cleaners. Again, ask for the certificate. If they can't produce either document within a day or two, that's a red flag. Legitimate contractors keep this paperwork ready because clients ask for it all the time.

If they claim their insurance is "in progress" or "being renewed," ask them to pause work until it's confirmed in writing. Do not accept verbal assurance. Insurance is not optional — it's how disputes are resolved and how you're protected if something goes wrong.

Verify their vetting process for cleaners

Ask the contractor: how do you vet the people you send to my office? A professional contractor should have a documented process. At minimum, this should include:

• Criminal record checks or reference to a screening service
• Verification of identity (ID number, passport)
• Previous employment history
• Contact details for referees who can speak to their reliability and trustworthiness

Don't accept vague answers like "we know them" or "they're reliable." Ask specifically whether they conduct criminal background checks and, if so, through which service. Some contractors use PSIRA (Private Security Industry Regulatory Authority) vetting if cleaners have any security responsibilities; others work with independent screening providers. The key is that *someone* has checked.

Ask whether the contractor rotates staff or uses the same team for your office. Consistency is good for quality, but you should still know the names of people who will have access. Request a staff list and ask to be notified if anyone new is assigned to your building.

If the contractor resists these questions or can't explain their process, find someone else. A contractor who takes vetting seriously will see your scrutiny as normal and professional.

Phone previous clients and ask the right questions

Request references from at least two other offices the contractor has worked for. When you call them, don't just ask "are you happy?" Go deeper:

• Have there been any issues with staff reliability, absence, or turnover?
• Have you ever felt uneasy about access or security?
• Did the contractor respond quickly if you raised a concern about a particular cleaner?
• Did they provide proof of insurance when you asked?
• How long have they been your cleaner, and why do you keep them?

If a reference is hesitant, evasive or can't remember details, treat that as useful information. A satisfied client will be keen to vouch. If the contractor can't provide references at all, that's disqualifying.

Insurance and vetting are not glamorous topics, but they are where trust lives. A contractor who handles them well will also handle everything else well — because it shows they take their responsibility seriously. When you're ready to move forward, look for a verified contractor on Strove who can show you the documentation upfront.