Insight
What to discuss during a site assessment
A site assessment is the point where a proposal stops being generic. The more a contractor understands about how your site actually runs, the more accurate the scope and price will be.
- Published
- Updated
- Reading time
- 5 min
- Status
- General guidance · Reviewed September 2026
Have the basics ready
- Floor plans or a simple list of areas by level
- Current cleaning arrangements and what is or is not working
- Occupancy patterns: headcount, busy days, trading or service hours
- Access and security arrangements, including any induction or clearance requirements
- Known problem areas and any recent complaints
Walk the whole site, including the unglamorous parts
Reception and meeting rooms are important, but bin rooms, loading docks, stairwells, plant-room doors and staff amenities are where scope gaps usually appear. Walk them all and talk about what each area needs.
Talk about timing honestly
Explain when the building is quiet and when it is not. Be clear about hard constraints such as alarm windows, trading hours or shift changes. If daytime presence is wanted for washrooms or spills, say so; it changes staffing and cost.
Ask how issues will be handled
Ask who your contact will be, how you raise an issue, how it is recorded and how you will know it has been closed. Ask how often the arrangement will be reviewed and what happens if the site changes.
Clarify responsibilities
Consumables, equipment storage, waste contracts, sanitary services and periodic work are all commonly misunderstood. Agree who does what before a proposal is written, not after a contract is signed.
Be wary of promises made on the spot
A good assessment produces questions as well as answers. Be cautious of guarantees about response times, hygiene outcomes or results that are offered before the scope has been written. A considered proposal will explain what is included and why.