- Verify business registration, insurance, workers' compensation status and references before the first visit.
- Get insurance certificates from the agent when possible.
- Certifications such as ISSA's CIMS are voluntary and worth asking about, but not required by law.
Credentials tell you whether a company is a real, accountable business. Checking them takes less than an hour.
1. Business registration
In Florida, search the Division of Corporations at Sunbiz.org to confirm the company's legal name, status (active) and registered agent. Check that the name on the contract matches the registration.
2. Local business tax receipt
Most businesses operating in a Florida city or county need a local business tax receipt. Ask for a copy, or check with the local tax collector.
3. Insurance
- Certificate of insurance showing general liability and workers' compensation
- Policy dates are current and the named insured matches the company
- Limits meet your lease or contract requirements
- Additional insured endorsement if required
- Certificate sent by the insurance agent
See commercial cleaning insurance explained.
4. Workers' compensation
Florida generally requires workers' compensation for non-construction employers with four or more employees. The state provides a way to look up coverage and exemptions. Ask for proof and verify it.
5. Employment eligibility and screening
Ask how the company verifies work authorization and screens people who get keys. See background checks.
6. Training records
Ask for documentation of training, especially OSHA topics such as Hazard Communication, bloodborne pathogens where relevant, and PPE.
7. Industry certifications
Voluntary programs include:
- ISSA CIMS (Cleaning Industry Management Standard) for how a cleaning organization is managed
- CIMS-GB for green building practices
- Product and equipment certifications such as Green Seal, EPA Safer Choice or Carpet and Rug Institute programs
These are not required by law. They are one way a company shows commitment to a standard. Ask which programs the company holds and ask for the certificate.
8. References and track record
Ask for two or three references, including one similar to your facility. Ask about reliability, communication and how problems are handled. Ask the company's retention rate.
9. Written policies
Ask about safety, confidentiality, key control and incident reporting.
Use this alongside what makes a good commercial cleaning company and the vendor questions guide.