Vetting a contractor for after-hours or before-hours cleaning

When you need your office cleaned before staff arrives or after they leave, you're trusting a contractor with access to your space, equipment and sensitive information. The core issue isn't just finding someone who can show up at odd hours — it's confirming they're reliable, trustworthy and properly vetted before handing over keys or access codes.

Check their business registration and tax standing

Start with the basics. Ask for their company registration number and verify it on the CIPC website. If they operate as a sole trader, ask for their ID number and confirm they're registered with SARS. This isn't bureaucratic box-ticking; it tells you they're running a formal operation and aren't flying under the radar. A contractor who balks at this step is a red flag. Request proof of a current tax clearance certificate — a simple document that shows their tax affairs are in order. Don't accept vague promises; ask them to send it to you. If they can't produce one within a day or two, move on.

Verify insurance and cleaning industry credentials

After-hours access means risk. Ask specifically whether they carry public liability insurance and employers' liability insurance if they have staff. Get their insurance provider's name, policy number and cover limits, then contact the insurer directly to confirm the policy is active. This takes ten minutes and eliminates fakes. Next, ask whether they or their team hold any cleaning industry qualifications — CTFL certificates, SETA training records, or similar. These aren't mandatory, but they show investment in professional standards. More importantly, ask whether their staff are screened and vetted. What checks do they run? Do they verify references? Can they supply proof of background clearance for the individuals who'll access your premises? If they say "all our staff are checked" but can't detail how, that's evasive.

Phone their references and ask the right questions

Request at least three references from offices with similar cleaning needs — ideally other clients using after-hours services. Don't just call and ask "Are you happy?" Instead, ask specifically: Have cleaners ever missed a scheduled visit? Have there been times when access was needed and the contractor couldn't provide it? What's the process if something breaks or goes missing? Have you ever had to chase them for invoices or raise complaints about quality? Has their team ever triggered your office alarm or caused damage? Has access to keys or codes ever felt insecure — like staff members being shared between clients, or passwords left written down? Ask whether the contractor is responsive outside standard hours if an urgent issue arises. A good reference will give you honest answers about both strengths and hiccups. A gushing reference that tells you everything is perfect is less useful than one that acknowledges minor issues and explains how they were resolved.

Confirm their systems for access and accountability

Before you commit, understand exactly how they'll access your building and how they'll document visits. Will they use key cards, codes, or physical keys? Who holds spares? How is access logged — and can you audit it? If security matters (and for most offices it does), ask whether they use GPS tracking on staff phones or have clock-in systems that timestamp arrival and departure. Do they carry ID badges? What's their protocol if a cleaner calls in sick — do you get advance notice, or do they just send a replacement? How quickly can they get someone on-site in an emergency? These operational details separate contractors who take security seriously from those winging it.

Finding a verified, accountable contractor takes legwork, but it's time well spent. Use Strove to search for after-hours cleaning contractors in your area, filter by reviews and verification, then run these checks yourself before signing anything. A contractor willing to answer detailed questions thoroughly and provide documentation is one you can hand your keys to with confidence.