The short answer: organize the list around resident movement
A common-area checklist follows the real route: exterior door, vestibule, mailboxes, elevator or stairs, corridors, laundry room, waste room, and exit. Give each zone a frequency, a result that can be checked, and an owner. Add targeted passes when snow, salt, or a move creates more soil.
Floor count alone is not enough. An entrance used by forty people may need more attention than several quiet corridors. Record peak hours, collection days, deliveries, and elevator bookings.
- Entrance and vestibule
- Mailboxes and intercom
- Elevator or stairs
- Corridors and railings
- Laundry room
- Waste room and exit
Define an observable result for every zone
“Clean the lobby” leaves room for several interpretations. Write: mat vacuumed, glass without visible marks, ledges dusted, floor washed, waste removed, and path clear. Keep the list short enough to inspect during one walk.
Separate cleaning from technical maintenance. A burned-out light, poorly closing door, leak, or torn mat should be reported to management, not hidden in a cleaning note. The provider may observe it; repair belongs to the appropriate trade or responsible person.
- Precise action
- Frequency
- Permitted time
- Product or finish
- Photo only when useful
- Reporting procedure
Adjust entrances for snow and thaw cycles
In Montreal, snow followed by a thaw carries water, grit, and salt far beyond the vestibule. Plan a short puddle and mat check, then detailed cleaning when traffic drops. Vacuum grit before washing so it is not rubbed across the finish.
Mats must stay flat and clear of doors. Keep buckets, bags, and carts outside the walking route. CCOHS recommends ongoing maintenance of passageways and prompt spill cleanup, so an entrance round should look for immediate risk before appearance.
- Puddles removed
- Mat flat and not saturated
- Grit vacuumed
- Salt removed with a suitable method
- Exits clear
- Signs used during washing
Coordinate waste, bulky items, and moves
Record collection days and hours, accepted containers, and the person to contact when an item cannot be collected. The City of Montreal states that bulky-item and construction-residue rules vary by borough and that businesses may need private service.
A move adds elevator marks, cardboard, and repeated traffic. Schedule an inspection after the booking, not while the truck is moving. Abandoned items, furniture, and renovation debris are not automatically part of a cleaning contract.
- Collection calendar
- Containers identified
- Cardboard separated
- Bulky items reported
- Inspection after a move
- Construction debris excluded or priced
Create a scorecard the manager can use
Choose eight to twelve stable checks and mark pass, correct, or not applicable. Add the date, time, weather when it explains entrance conditions, and one short note. Avoid photographing names on mailboxes, parcels, or residents.
Review gaps after a month. If one corridor stays clean while the entrance fails after every storm, move frequency to the entrance instead of adding a full visit everywhere. A good checklist puts effort where the problem occurs.
- Date and time
- Weather when relevant
- Stable checks
- Localized gap
- Agreed correction
- Monthly frequency review
Frequently asked questions
How often should common areas be cleaned?
Set frequency from traffic and season. Entrances, elevators, waste, and frequently touched surfaces often need more checks than quiet corridors.
Who supplies bags, soap, and other consumables?
The contract should name who buys, stores, and refills each item. “Supplies included” should come with a list and minimum stock level.
Are bulky items part of cleaning?
Not automatically. Check borough collection rules and confirm removal, charges, and responsibility separately.
Helpful sources
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