Housekeeping Contract Agreement

Cleanliness of premises is one of the crucial requirements of any organisation. It promotes hygiene and good working conditions for employees. Cleanliness creates pleasant working conditions and adds to employee satisfaction. Not just corporate houses- every business that requires cleaning may require manpower for housekeeping purposes. It may not always be practical for companies to recruit candidates directly as it may involve going to villages and training the recruits further in a professional manner, as it would be challenging to find suitable candidates in an urban setting. Thus, there exists professional agencies for housekeeping who cater to the needs of organisations. These organisations impart professional training using modern equipments and make the candidates job ready.

What Is A Housekeeping Agreement?

A housekeeping agreement is a document signed by an organisation or other entity with a service provider also called a housekeeping agency. The agreement includes the individual requirements of the company to be fulfilled by the agency. The agency functions as an independent contractor and provides trained housekeeping manpower to the company for a decided remuneration. A housekeeping agreement is the instrument that facilitates the provision of housekeeping facilities in relation to a particular premises: either office or factory.

What To Include In A Housekeeping Agreement?

A housekeeping agreement contains the matters agreed to by both parties in terms of services and remuneration. The agency provides exact details as to the quality and nature of service provided, while the company mentions exact requirements and specifies its commitments as to payment. All details regarding the nature of the workforce and the risk accepted by both parties is mentioned. A well drafted housekeeping agreement may include the following details.

Purpose And Basic Information

The purpose of the agreement includes the basic factors which led to the creation of the agreement. The purpose of the one party approaching the other should be detailed. The geographic location of the office or factory where housekeeping is requirement should be mentioned. Care should be taken to enter the registered addresses and complete names of both the parties along with incorporation details if applicable. A brief introduction about the nature of their businesses would be beneficial.

Nature of Manpower

The tentative requirement of the manpower should be specified along with numbers and gender and age if required. It should be at the discretion of the company to decide the skill sets and training required to be possessed by the workers.

Covenants By The Service Provider

Background Verification

The most important matter with regard to commitments by the service provider is the verification of the antecedents of the workers. It shall be the exclusive responsibility of the agency to get police clearance wherever required and to verify the address of the housekeeping personnel.

Quality

The housekeeping agency should declare that the personnel provided are well trained in the usage of modern housekeeping equipments and that they possess minimum educational qualifications and communication skills to interact with regular employees of the organisation.

Negligence And Malafide Acts

If the workers cause any loss to the company due to mishandling of any equipment, or negligence, the same should be compensated for by the service provider. This is why the commitment to training is of utmost importance. If the company suffers losses due to malafide acts like thefts, the service provider may be penalised.

Nature Of Services

The precise description of services to be provided needs to be given under a separate heading, preferably in an annexure or schedule. This shall be the most vital part of the agreement. This protects not only the interests of the company, but also ensures that the workers are not made to do tasks beyond the ones described.

Security Checks

The agreement must contain details about daily security checks of housekeeping personnel on entry and exit, especially in factory units producing valuable goods like garments.

Payments

Detailed information should be given about the periodic release of payments to the personnel. The service provider should be ideally compensated monthly well in time so that the individual salaries may be paid in time.

Term And Renewal

Every agreement has its own duration of operation.  The agreement should contain details about how it can be renewed if both parties wish to do so. However, if the parties are not happy with the business relationship, provisions should exist that allows them to terminate the same before the term is completed.

Statutory Compliances

There should be understanding in the agreement regarding the liabilities of the parties for maintaining compliance with the Laws of various government agencies, under suitable labour acts. Benefits should be made available to the housekeeping personnel under applicable schemes. It is usually the service provider who takes such responsibility.

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