FACILITY PLANNING
Tenant and Landlord Cleaning Responsibility Matrix
A tenant and landlord cleaning matrix identifies who authorizes, pays for, performs and reviews each task. Use the actual lease and building service arrangements to resolve gaps before adding work to a tenant cleaning proposal.
Open the working recordWho is responsible for cleaning a shared commercial area?
Responsibility depends on the actual lease and building arrangements, not simply on who uses the area. Separate payment responsibility from the person who performs or authorizes the cleaning.
BDC’s commercial lease terminology guide describes janitorial work as a possible common-area expense and explains different cost arrangements. It does not decide a particular lease. Ask the authorized property contact to confirm the allocation before preparing a property management cleaning scope.
Which areas and handoffs belong in the matrix?
List tenant rooms, shared corridors, common washrooms, entrances, waste storage and any other boundary where responsibilities meet. Give each location an ID and attach the relevant agreement or building instruction reference.
Record who supplies consumables, approves access, reports defects and reviews the finished work. A cleaner moving office waste to a collection point does not automatically own hauling or the landlord’s container maintenance. Use the waste handoff plan for that separate route.
What can a shared-washroom responsibility row show?
A responsibility row can name different parties without pretending they are interchangeable. Synthetic example: the landlord authorizes common-washroom work, a nominated contractor performs it, the building contact orders tissue and the property manager reviews exceptions.
The tenant’s separate cleaner records the common washroom as outside the tenant scope. This is a fictional allocation, not a recommended lease term. If the actual building expects a different arrangement, use that confirmed decision instead of copying the example.
How should an unassigned or disputed responsibility be handled?
Keep the task unresolved and name the person who will obtain an authorized decision. Do not turn a disagreement between tenant and landlord into a silent instruction for a cleaning team to provide unpaid or unauthorized work.
Record the question, affected area and temporary arrangement if one is explicitly accepted. Lease interpretation belongs with the responsible contract or legal reviewer. Use the scope change worksheet when a resolved allocation changes the cleaning agreement.
How does the matrix become part of a cleaning proposal?
Attach the confirmed area and role references to the site scope, with exclusions matching the same boundaries. Check that two proposals do not both charge for a shared task or both omit it.
Use the portfolio RFP when several buildings have different arrangements. YEG commercial cleaners can review the confirmed responsibilities during a walkthrough for the closed-hours program. Payment arrangements and access rights remain subject to the actual accepted documents.
YOUR WORKING DOCUMENT
Area and responsibility allocation
Adapt the fields to your facility. These planning entries are editable in this tab. Download your work before leaving; it is not sent to YEG commercial cleaners or saved automatically.
Swipe or scroll across the table to reach every field.
| Area / task | Authorization / agreement reference | Performer | Payer / supplies owner | Reviewer / unresolved gap |
|---|---|---|---|---|
A template supports the discussion; the accepted written scope determines the work.
Sources and review
Reviewed September 8, 2026. Source links support the statements beside them. The worksheet is an original planning aid; confirm site requirements and current product instructions before use.
Use this information in your cleaning scope
Use the property management cleaning scope to take the next planning step. Identify the quantities, access conditions and exclusions that apply before requesting a price.