Office Cleaning Business Forms, Agreements and Standard Letter Templates

Every office cleaning business has to develop their own sets of standard letters, business forms and service agreements. These can take a while to develop but once you have a basic form or business letter template you can reuse it over and over again, making only small adjustments to customize it for each case. This can save you a lot of time and make your cleaning business more efficient.

Getting your own set of paperwork together can take time but luckily there are many options available for acquiring basic templates for these letters and documents online. Once you have purchased a set you then only have to make slight adjustments to it, customize it with your own company name and logo and then you have your own unique work for convenient use for any occasion.

Let’s consider some of the office cleaning business forms, templates, letters and other documents that you need when you start an office cleaning business.

A Office Cleaning Service Agreement

Firstly, you will need a service agreement. This is a basic contract setting out the terms under which you will be providing cleaning services to commercial clients. It should cover such things as company names and contact details, services offered, prices, conditions for gaining access to the property and working, what equipment will be provided by which party, if cleaning products are environmentally friendly, taxes, insurance (in case of property damage) and other details.

Business Forms and Standard Letter Templates

You will also need forms related to the financial side of running a business. It is great if you have some real industry examples of invoices and receipts that you can adapt into your own template with your own branding.

Letters for every situation that may arise regarding your businesses cash flows, such as an overdue account letter can quickly be put together and sent out if you have a standard letter ready.

You will also need forms and letters to assist with your customer relationships. You should have a standard ‘client details’ form ready for each customer’s details and preferences to be filed. You also need customer feedback surveys and a series of letters welcoming new customers and dealing with various other complaints and issues.

Other documents that you should have available include letters for applying to bid on office cleaning jobs, forms and agreements for managing cleaning staff and equipment maintenance logs.

Having a series of ‘ready to go’ business forms, agreements and standard letters that can quickly be adapted for any situation for your office cleaning business will allow you to work efficiently, appear to be professional and allow you to respond to any matter promptly.

To get ideas and guidance with your cleaning business plan visit –

Start a Cleaning Business

We feature reviews of the Instant Office Cleaning Kit and other cleaning startup guides, most of which come with business forms, sample agreements and standard letter templates.

Creating a Business Partnership Agreement Contract

Verbal agreements tend to never work out. Putting the terms of the partnership in writing is the smartest thing you can do to protect your business. Spelling out the rights and responsibilities in a written partnership agreement will better equip you to settle conflicts if they arise. You’d be surprised how minor misunderstandings can erupt into full-blown fights. Also, when you don’t have a written agreement saying otherwise, your state’s laws will control many aspects of your business.

Having a partnership agreement helps your business in many different ways. It clearly defines each partner’s role and it will structure the relationship in a way that suits the business. In the agreement you can define how you and your partners will share profits or losses, what will happen if a partner leaves the business, and other guidelines you or your partners think are important.

One area all partnership agreements cover is the name of the partnership. You can either use your own last names, such as the famous business partnership Smith & Wesson, or use a made up name like North side Technicians. If you do choose to make up a name then you must make sure the name isn’t already in use then file a fictitious business name statement with your county clerk.

The second area most business partnership agreements cover is the contributions to the partnership. It’s important that you and your partners write out and agree to whose going to contribute cash, property, or services to the business. Also, agree to each partner’s ownership percentage. Partnerships who don’t outline these terms tend to fall apart when disagreements over who has to do what occur.

The third area most partnerships agreements cover is the allocation of profits, loses, and draws. This tends to be a critical area in determining the success of a business partnership. How will profits and losses be allocated? Will they be allocated based on each partner’s percentage of ownership in the business? How will profits be distributed and when? This is an area where each partner should pay particularly close attention to the terms their agreeing to.

Disclaimer: This article has been written for information and interest purposes only. The information contained within this article is the opinion of the author only, and should not be construed as legal advice or used to make legal decisions. Consult an attorney in your area if you’re seeking legal advice.

‘Creating a business partnership agreement contract’ has been brought to you by Nicholas Copernicus & Legal Forms Bank.Biz – online legal forms database. Download your state’s business partnership agreement form and make your own contract today.

Boat Cleaning Service Agreement Templates and Service Contracts – Are They Necessary?

Often, smart service entrepreneurs want to create on-going income streams offering continuous service to their clientele. Let’s discuss this using a simple business model – a boat and yacht cleaning company. Not long ago, I was asked if I thought it wise to offer a weekly wash services for boat owners. I agreed, and have had success with this. The entrepreneur also asked; “If a bi monthly wash program included with a full blown detail and wax each month, would that be a good idea/plan for potential customers?

Yes, sometimes a wash service plus spray wax each month, plus full-blown detail every other month makes more sense for the cost conscience folks. Whatever you can sell you should promote. Call one Premium Service, the other Super Deluxe Care, or make up some type of cool name, let customers choose or even modify your standard offers? Of course, this does lead to other important questions such as:

“Do you have any contracts/service agreement – could use yours as a guide/template and draw up my own. If not where would I get one to start with?”

Good question, and here is what I think about that; You see, we never really used those, personally I am opposed to them, as they give the operator a false sense of security. All such agreements are ‘performanced-based’ and if the detailer fails to perform they are null and void anyway – it’s like you cannot trap the customer into payment unless the job is done right, as promised and on time. There are standard service agreements used in this sector and all service sectors from Janitorial to fleet washing, they are available online with a little searching – free – and yes, they make great templates.

One of the best things about agreements is if you sell your business having written agreements with all major customers shows proof of cash flow and income – which is important to secure a high-price or when listing with a local business broker – that is if you sell and parlay your money into your next entrepreneurial adventure.

If you’d still like to get a nice template, take a look at the local marina and their service contracts for various services, or check out your other boat detailing competitor companies in your area, see what they are doing, then really do some soul-searching on this, maybe your best marketing point could be; “We don’t make our customers sign long-term service contracts, we don’t need them, we are confident that you love our services, so we don’t have to lock-you-in to a legal agreement.”

Understanding the Computer Repair Service Agreement

Computers have become more and more indispensable to a person’s work. In fact, there is a growing number of professionals whose jobs are veritably tied to PC use. Understandably, your PC will have its concerns given the amount of use it is subjected to. That’s why you must have enough know-how so you can iron out a clear cut computer repair service agreement which will be advantageous both to you and the service provider.

Here are some things to consider when browsing the computer service and repair section.

Check all the things the ad says. They may offer repairs but not the ones you need. For example, your problem may have something to do with the hardware but the technician’s expertise is on software repair. You can avoid such disconnect if you read through their services carefully.

Take time to read all the items first before clicking on the ad that you like. This will show their track record as well as some testimonials that will verify their quality of work.

Talk to the technician. Through this, you can gauge from your inquiry if he/she is capable to troubleshoot your PC concerns and fix them. You can also clarify their add-on policies so you can avoid paying for services you don’t really need.

Scout for a minimum of three repair service ads before choosing the one you like. Your budget will definitely be the deal breaker but at the same time, don’t sacrifice quality work over cheap services.

Some computer repair service offers home service without extra charge. If you want to opt for this service, make sure you engage a reputable service provider. You might even have to be with technician throughout the process to ensure safety and security.

If you are calling for business computer repairs, have someone you trust and with the know-how to talk to them so they can explain to you what will happen if you let them take your computer apart.

Make sure that it is stated in the computer repair service agreement that they can only get payment if they are able to put together your laptop or computer and make it work.

Let the computer repair technician walk you through what he is doing. An excellent service provider educates the end-user. This kind of provider is willing to empower its customers to be able to do basic repair.

Computer repair is a viable business idea. Who knows? By constant observation, you may even be adept in repairing a computer and put up a repair service business of your own in the future.

It truly is a huge plus if you have a good grasp of how your PC works. This way you can do basic fixing by yourself. However, if your PC conks out on you and you need to engage the services of a technician, make sure you have read everything on the computer repair service agreement including the fine print. This will save you from poor work quality and unscrupulous deals which will be extremely disadvantageous to you.

Things to Consider While Preparing a Service Agreement in an Accounting Outsourcing Process

Once you have selected and chosen a suitable accounting outsourcing service provider for your accounting needs the next level would be to draft the service agreement and lay down points which are essential:

A service agreement should cover the following:

1. Define the scope of work

Clearly define the scope and schedule for your project. This might seem obvious, but any successful outsourcing engagement always starts with a clear statement of what you are hoping to accomplish. Define your project requirements up front. Give vendors as much information as you can about what you need delivered and the way in which you need the work done.

2. Define the level of quality

The level of the quality of services from the vendor should be clearly defined. The parameters used to define and measure level of service will vary depending on the process. For transaction processing, it should be measured on accuracy or processing speed. For example, in accounts payable processing, a popular metric is the accuracy % of the invoices processed correctly. Turn-around time is another popular measure. Ensure regular error tracking and reporting with periodic submission of quality reports

3. Process Specification

There are usually two ways: The offshore staff would be performing the process by remotely accessing the accounting software hosted on your server using a remote access software or working on the backup copies of the accounting file. A third and increasing popular way is to use a web-based version of the accounting software. A clear specification of the process and document flow in the agreement is important the processing speed and other performance parameters can vary based on the method chosen for processing. Source Documents can be faxed or uploaded on to the service providers’ server, or they may be accessed remotely by the service-provider’s staff. This is the slowest method in terms of processing.
4. Pricing

There are several factors to be considered while negotiating the price of the contract. The type of pricing- hourly, fixed fee or transaction based. Hourly pricing works well where you have small projects that need to be completed on as and when needed basis.

Fixed fee works well when you have regular monthly accounting requirements. The most often used fixed fee model is the FTE (Full-Time Employee) model where service providers charge a fee per full-time employee working on the client projects. Transaction pricing is the toughest for a service provider to provide as the risk of non-performance gets directly built into the pricing. However this pricing is not suitable where transaction volume is not high, or where a ‘transaction’ cannot be clearly defined in processes such as year-end finalization. The most used approach is a fixed-price contract.

Also clearly define the scope of work covered under a given pricing. Confirm from the service-provider any additional charges that could be applicable apart processing or service charges.

5. Payment terms.

You should pay your vendor as you do your staff or other vendors. Don’t accept demands for payment before the work is complete.

6. Length of the contract.

Usually it’s a yearly contract that renews automatically unless notified otherwise by either service provider or client. You could negotiate for easier terms in the first few months, when the process is new.

7. Define termination procedures.

Any termination of services from either party is usually by a prior written notice of thirty (30) days to the other party of its intention to terminate. Insist that your vendor agree to transfer all files back to you and provide reasonable assistance to a new vendor. Also you could get a lower termination period (15 days) in the pilot phase of the contract (usually first one -two months).

8. Data Security.

Ensure that the data with the service provider is completely safe. Always sign up a Nondisclosure Agreement with the service provider which is punishable under the law if broken.

9. Build flexibility into the contract.

As your business needs change, you will want to change the scope of the contract. Build in a process to resolve these issues as they arise. While the outsourcer shouldn’t charge you for every little change, recognize that changes cost money and you may need to pay for such changes as they arise.

Facility Services Agreements AKA Credit Facility Agreements – A Flexible Tool For Businesses

A Facility Services Agreement, also known as a Credit Facility Agreement, is an agreement between a lender and borrower in which the lender agrees to extend credit to the borrower. In other words, a credit facility is a loan. And while it may be referred to as a loan or letter of credit, or simply a facility agreement, the term “loan” does not encompass all that a facility services agreement is nor all that it can do. Before one can examine the terms of a facility services agreement aka credit facility agreement, it is important to know what a credit facility is.

A typical consumer loan is fairly straight-forward: ABC Bank makes a loan of $15,000 to John Consumer so that he can make improvements to his house. Consumer in turn agrees to pay back the loan over so many months at a specific interest rate and also provides ABC with collateral, such as, perhaps, his car. A credit facility is a loan, only more so. In the first place, credit facilities are big. A single loan may be bigger than any proposed credit facility, but on average, as a class of financial tools, credit facilities are large investment tools. They tend to have a floor of several dozen million dollars and can range into the hundreds of millions and even billions of dollars. Credit facilities are popular with aircraft leasing companies for the purchase of handfuls or dozens of new aircraft at a time, most of which cost between $50 million and $250 million dollars apiece.

Next, facility services agreements can be thought of as collection of loans that allow the borrower much more flexibility than a single loan. Going back to ABC Bank and John Consumer, if Consumer wished to sell his car, he would have to renegotiate his loan with ABC. ABC would not allow Consumer to sell his car, which he is using as collateral, without notifying them and without getting their approval to substitute other acceptable collateral. By contrast, credit facilities allow for the swapping of collateral such that the terms of the credit facility need not be renegotiated every time. This provides the borrower with flexibility and the lender with peace of mind. Similarly, multiple loans collected into one vehicle-the credit facility-allow the borrower to borrow, or draw down, the funds at various times and at various interest rates. The borrower does not need to take all the money at once, nor pay it back all at once.

At the same time, and perhaps a bit confusingly, a credit facility may well be only one tranche of funds, at a specific interest rate, secured by a precise asset as collateral-a loan, in other words. What separates a credit facility from a loan is the notion that a credit facility may be broken up and used much more differently than a loan. Thus, the credit facility has the ability to be a loan, or it has the ability to morph into a collection of loans.

Just as the funds may be split up at the consumer end, so they may be divided at the creditor end, too. Because such large amounts are often in play, the “lender” may in fact not be one lender but several-a syndicate of banks.

Facility Services Agreements may be for the short term (several months) or for the long term (years or dozen of years). Credit facility agreements have provisions about the borrower’s duties (to report changes, to stay current in payments) and representations and warranties (about the collateral); default of the borrower and acceleration of payment; assignment of the agreements; and termination. As with loan documents, these agreements set forth the parties, the duration of the agreement, the amounts to be lent, the interests rates, the drawdown terms (i.e., how quickly the borrower may access the funds), and of course, the repayment terms for interest and for the principal. Most agreements also have a provision on the use of the proceeds. Hundreds of millions of dollars cannot go out the door without the banks and investors knowing its ultimate purpose. Purposes range from purchase of capital assets to paying operating expenses.

Facility service agreements, also known as credit facility agreements are very sophisticated documents with many moving parts. But their complexity may be dissected if their overall purpose is understood and the various loans that make up the credit facility are considered individually.

Michael A. Fernandez is a Facility Services Agreement Research Analyst for RealDealDocs gives you insider access to millions of legal documents online drafted by the top law firms in the US that you can download, edit and print.

Marketing Services Agreements – Q and A You Need to Know for RESPA Compliance

Are you a mortgage lender looking into entering a marketing services agreement with a real estate brokerage firm? Or you might be a real estate brokerage firm looking to enter into a marketing services arrangement with a mortgage banking firm. In either event, both companies know that they can’t pay the other company for the referral of business due to the anti-kickback provisions listed in Section 8 of the Real Estate Settlement Procedures Act (“RESPA”). But mortgage lenders can pay real estate brokers for valuable services related to advertising the lender’s services to consumers served in the community by the mortgage banking firm.

We can all learn how to set up a Marketing Services Agreement properly so that we stay out of trouble with regulators and avoid lawsuits. Let’s ask some questions and provide some answers about Marketing Services Agreements (“MSAs”).

1) Why do we do marketing services agreements?

Answer: RESPA prevents mortgage lenders from paying real estate firms for the referral of clients. But the law permits validly set up and properly maintained marketing services agreements where the lender pays the real estate firm for performing certain defined advertising services for the benefit of the mortgage lender.

2) What do I need to do to make sure I am doing them properly?

Answer: Both parties need a defined marketing services program that is based on various policies, procedures, review, and confirmation that specific services bargained for were in fact provided in a documented and confirmed manner. You also will want to identify and define the specific advertising services that your company permits in these arrangements. It’s the lack of a defined program that often leads to companies entering into marketing services agreements with risky terms that likely should not have been entered into by the parties.

3) Do I need to do economic analysis?

Answer: Yes, it is important that the mortgage lender pay the realty firm the reasonable value of the services provided for each service contracted for. Most mortgage banking firms will hire a third party to perform this economic valuation. There’s some good reputable firms out there that perform these services and it will be important to work closely with these firms to be sure that a proper economic evaluation was performed for each advertising services to which the parties will agree in their MSAs.

4) Can I enter into a MSA with any type of business person?

Answer: This is a judgment call/ Typically you will want to enter into an MSA with a real estate brokerage firm or possibly a home builder. Remember that our focus here is identifying firms that we would want to spend advertising dollars with to reach out to consumers who need mortgage financing for their home purchase.

5) How do I know I am not paying too much for a service?

Answer: Again, get an economic valuation done by a reputable firm that understands this business and have them value each service that will be listed in your MSA. Always pay less than the valued amount for each service to be on the safe side.

6) What services can I contract for with the real estate firm?

Answer: We have seen website advertisements, email blasts, signage at the realty firms, and hourly consulting services as some examples.

7) What controls do I need to ensure my MSA process is compliant?

Answer: We recommend that you perform a monthly review of your MSA and obtain proof that all services contracted for were indeed performed as agreed.

Marketing Services Agreements if used properly can be one more way to bring mortgage leads into your mortgage business.

Are Scanner Service Agreements Worth The Extra Investment?

When it comes to deciding between a high-volume scanner or low-volume scanner for your business, you’ll probably consider whether or not to purchase a service agreement.

These types of agreements are a warranty that provides onsite service and technical support for your scanner. These agreements have lots of benefits including onsite care and support. However, many businesses may be hesitant to spend the extra money.

To help decide if a scanner agreement is right for your business, you need to weigh the following options. This will help you to decide if a scanner service agreement is right for your business.

Onsite Service: Just about all agreements come with some sort of onsite service. The key is to find out the times and days when you can get them to service your scanner. Most reliable companies offer onsite service during typical work hours Monday through Friday from 8 a.m. to 5 p.m.

It’s important to ask about the service hours before purchasing any agreement. You’ll want to find one that meets your schedule.

Extended Warranties: Another benefit of these types of agreements is an extension of the original manufacturer’s warranty. The warranty is typically extended anywhere from one to three years. You’ll want to look over the original warranty to see what is included.

By looking over the original warranty, you’ll be able to determine if a service agreement is right for you.

Response Times: This is another important thing to consider before purchasing a service agreement. You will want to find out how long it will take people to get to your office to service your scanner.

Typically companies have a service radius that they follow. Companies generally guarantee a certain hour response time based on the distance between your office and the service center. If your office is more than 100 miles away from the service center, it typically is a next day response.

Read the Service Agreement: This is perhaps the most important step in the process. Before signing any documents, take some time to read over the agreement. It’s quite likely that you’ll have some questions.

Once you sign the agreement, make sure that you get the correct contact information as well as the important support phone numbers.

Is a Service Agreement Right For You?

So, here is the answer to the most important question – It depends.

Purchasing a service agreement is a great investment for your scanner. However, it all depends on your budget.

A lot of times a document imaging company will work with you on the pricing of the scanner and the service agreement. A service agreement is a good thing to have, especially when hardware and software issues arise.

But before you purchase a document scanner with a service agreement, be sure to do your research on several document imaging companies. Finding the right document imaging company is half the battle.

Once you find the right company, then you can start to consider scanners as well as agreements.

Most importantly, remember to read the documents before you sign anything!

Service Agreement Consultant – To Enhance Company Work Performance

Any company or organization needs professional service of a consultant for work optimization and efficient functioning of the company. It is his duty and responsibility, to assist the organization for better business results and growth. The company can also save ample sum of money through, the intelligence, professionalism, organizational capability and guidance of these experts.

The consultants are defined as professional service providers, who offer their expert professional or technical service to private, public, scientific, institution or government organizations, for their better work performance, business optimization and cost reducing. The advisors can be in the form of company, organization, individual or service providing firm, who offer their active participation and expertise for the strategic planning and managing the affairs of the hiring organization.

The basic function of these advisors are to provide specialized consultation and strategic planning on management, promotions, marketing, budgeting, financing, technical and other organizational matters. Today, no company or organization can dream of better work and business performance, without the active participation of such professionalized personnel.

Due to such important functions of these specialists, it becomes necessary for an organization, to acquire the active service or hire a consultant, who can offer their specialized professional service. But, it is also necessary that, the hiring organization or company should enter into Service Agreement (Consultant), for effective execution of duties and responsibilities by the advisors.

The advisor agreement includes, following important points, along with other numerous provisions:

• Contact details of both parties and agreement date
• The location, profile and duration of the work
• Remuneration and mode of payment
• Confidentiality, Non Competition and Non-Disclosure clauses
• Terms & conditions
• Responsibilities of both parties
• Dispute resolution, Indemnity and termination clauses
• Authorized Representative
• Details of assistance, such as office, resources, personnel and staffs

With such agreement in place, both parties can understand their respective duties and responsibilities and work toward the growth of the company.

If you are planning to hire an advisor for your work place, you can download such agreement template from online site and print it.

Master Service Agreement

Sometimes contracting parties decide that they want to enter into a long term arrangement where the vendor will provide the customer with services supporting a wide range of projects over a long period of time. The customer may not be in a position to predict each and every project that might come up, but is reasonably sure that the services will be often needed. As a result, it might make a lot of sense for the parties to enter into a master service agreement.

What exactly is a master service agreement? Well, this kind of contract sets forth all of the general mechanics of how the parties plan on doing business with each other, as well as the general legal provisions, but doesn’t say anything about the exact services, deadlines, and fees in any given instance. The parties instead execute a smaller contract that operates underneath the overall master service agreement and contains these kinds of provisions. This smaller contract is called a “statement of work” and gives the parties the flexibility to quickly enter into a deal for a new matter without needing to negotiate the overall mechanics and legal terms.

In the master service agreement, the parties usually cover the following issues:

Confidentiality. This section typically requires the vendor to keep all information, data and materials of the customer discovered during the performance of the services to keep that information confidential, regardless of whether or not it is marked as such, and to not share it with third parties. The requirement usually mandates that if a court demands that the vendor reveal the confidential information, the vendor will tell the customer first and give the customer a chance to obtain a protective order from the court. The requirement does not normally apply to information that is already in the public domain, is rightfully received from a third party, or is developed independently without reference to the customer’s confidential information.

Invoicing. The master service agreement usually makes clear when the customer’s payment obligation starts. Normally the seller wants the obligation to begin upon the date indicated in an invoice, while the customer wants the obligation to not materialize until after it actually receives the invoice.

Payment Terms. Parties negotiate over payment terms all the time. The length of time the customer can exhaust before making a timely payment usually depends on how much bargaining power one party or the other possesses. A critical customer for a vendor who can easily jump to a competitor might press for very long payment terms. Some customers even insist on not having to pay an invoice until 6 months have elapsed. Powerful vendors compress the payment terms time frame, sometimes demanding that the customer must immediately pay as of the date of the invoice.

Term. The master service agreement usually indicates a term during which the parties can execute statements of work. One common error the parties make is to sign a master service agreement and then forget about it, only focusing on the statements of work. As a result, it’s easy to let the master service agreement expire, and continue to execute statements of work under that expired agreement, which puts the parties in a murky situation where it’s unclear whether or not the master service agreement still applies.

Limitation of Liability. Vendors often insist on a limitation of liability provision, which restricts the ability of the customer to obtain huge damages amounts from the vendor if it wins a judgment in litigation. Understandably, customers push back on including this sort of a provision.

Indemnification. Customers typically want to be protected from third party lawsuits caused by the vendor’s goods or services. For instance, a software customer might be afraid that the vendor stole some of its source code from a competitor. Once the customer starts using that software, the last thing the customer would want would be a lawsuit for copyright infringement. As a result, the customer might insist on including an indemnification clause in the contract, which would normally require the vendor to step in and defend this kind of lawsuit, as well as pay any settlement amounts or damages. This would normally also require the vendor to pay the cost of any lawyer fees.

By understanding the confidentiality, invoicing, payment terms, term, limitation of liability and indemnification issues, hopefully you can craft an outstanding master service agreement that will meet your needs.