Commercial Cleaning Method Statements UK
Complete guide and templates for creating professional method statements. Task-specific procedures for office, washroom, kitchen, carpet and window cleaning.
Create Your Free AccountWhat Are Method Statements?
A method statement is a detailed, written description of how a specific cleaning task will be performed. It outlines the sequence of operations, the equipment and materials to be used, the personnel involved, the safety precautions required, and the procedures for handling emergencies. Method statements differ from risk assessments in that they focus on the "how"—the practical steps and procedures—whereas risk assessments focus on hazards and their likelihood.
Method statements are one of the most frequently requested documents in commercial cleaning tenders. They demonstrate your competence, understanding of the work requirements, and commitment to health and safety. A well-written method statement can be the difference between winning and losing a contract.
Commercial clients use method statements to manage contractor risk, ensure consistency, demonstrate compliance to their own clients, and satisfy insurance requirements. For cleaning companies, method statements serve as internal training documents that ensure all team members follow the same safe procedures.
Method Statements vs Risk Assessments
Risk Assessment
Identifies hazards, evaluates their likelihood and severity, and specifies control measures. It answers "What could go wrong?" and "How serious would it be?"
Method Statement
Describes the detailed step-by-step process for carrying out work safely. It answers "How will we do this work safely?" and "What are the specific procedures?"
Together, risk assessments and method statements form a complete RAMS package required by most commercial clients and CDM 2015 regulations.
Why Commercial Clients Require Method Statements
Contractor Risk Management
Clients must verify that all contractors (including cleaning companies) have planned for safety before work begins. Method statements demonstrate you understand the risks.
Compliance & Insurance
Many insurance policies require documented safe working procedures. Client liability insurance demands proof that all contractors have safe systems in place.
Consistency & Quality
Method statements ensure cleaning is performed the same way every time. Large facilities managers use them to maintain uniform standards across multiple locations and teams.
Regulatory Compliance
CDM 2015, PAS 91 (tender standards), and ISO 45001 (safety management) all reference the need for documented procedures and safe systems.
Audit & Inspection Trail
When clients are audited or inspected by their own regulators, they need to demonstrate they have verified contractor competence and safety planning.
Client Confidence
Professional method statements show clients you take safety seriously, understand their requirements, and can be trusted to deliver consistently.
Key Sections of a Cleaning Method Statement
Document Header & Scope
Company name, document title, date prepared, version, scope of work, area covered, frequency of service, and any site-specific notes.
Task Description
Clear description of what will be cleaned, specific areas, frequency (daily, weekly, etc.), and any particular client requirements or constraints.
Sequence of Operations
Step-by-step breakdown of the cleaning process in the exact order it will be performed. This is the most detailed section.
Equipment & Materials
List of all equipment (vacuums, mops, lifts, etc.), chemicals (with product names and manufacturers), and PPE to be used.
Personal Protective Equipment (PPE)
Specific PPE required for the task: gloves, eye protection, masks, footwear, high-visibility clothing, respirators, etc.
Hazards & Controls
Hazards specific to the task and the control measures in place. Can reference the RAMS or include a summary.
Emergency Procedures
How to respond to accidents, chemical spills, injuries, or emergencies. Include evacuation points, first aid, and emergency contact details.
Staff Qualifications & Training
The qualifications, training, and induction requirements for staff performing the work. Reference any certifications.
Quality Checks & Inspection
How work quality is verified and inspected. Include checklist items or inspection frequency.
Sign-Off & Approval
Space for signatures from your company, site management, and/or health and safety personnel.
Task-Specific Method Statement Examples
General Office Cleaning
Sequence of Operations:
- Arrive and put on high-visibility clothing and appropriate footwear
- Set up wet floor signs and barriers in areas being cleaned
- Empty all waste bins and replace with clean liners
- Dust all horizontal surfaces, shelves, and equipment
- Clean windows and glass surfaces with approved glass cleaner
- Vacuum or sweep all carpet and hard floors
- Mop hard floors with appropriate floor cleaner
- Clean all light switches, door handles, and frequently touched surfaces
- Restock toilet and kitchen supplies
- Remove signs and dispose of waste appropriately
- Hand over site to client or lock up as instructed
Key Hazards:
Slips on wet floors, chemical exposure, repetitive strain, lone working
Required PPE:
Non-slip shoes, gloves, high-visibility vest, apron
Washroom Deep Clean
Sequence of Operations:
- Notify building occupants that area is being cleaned
- Don full PPE including gloves, apron, and eye protection
- Remove waste bins and sanitary bins; replace liners
- Sweep floor to remove debris and hair
- Apply toilet bowl cleaner and let sit for 5 minutes
- Apply urinal cleaner and cistern cleaner
- Scrub toilet, urinal, and cistern with appropriate brushes
- Flush to rinse all cleaning products
- Apply and wipe down sanitiser on all touchpoints
- Clean mirrors and glass with glass cleaner
- Mop floor with hospital-grade disinfectant
- Check supplies (soap, paper towels, toilet rolls) and restock
- Allow adequate drying time before reopening
Key Hazards:
Chemical exposure, biological hazards (bloodborne pathogens), sharps, slips
Required PPE:
Heavy-duty gloves, apron, eye protection, respiratory protection (if needed), non-slip shoes
Kitchen Extraction Cleaning
Sequence of Operations:
- Notify kitchen staff that equipment will be shut down
- Switch off extract hood and allow to cool
- Remove filters and place in degreaser solution
- Remove grease duct covers (if accessible) and soak
- Spray interior surfaces with approved degreaser
- Scrub all interior surfaces with brushes
- Rinse thoroughly and wipe dry
- Clean filters in degreaser solution; use brush to remove stubborn grease
- Rinse filters and allow to dry completely
- Reinstall filters and covers
- Restart equipment and test operation
- Document work completed with photos
Key Hazards:
Chemical exposure, high surfaces/working at height, electrical equipment, heat exposure
Required PPE:
Chemical-resistant gloves, apron, eye protection, respiratory protection, closed-toe shoes, hard hat (if needed)
Carpet Shampooing
Sequence of Operations:
- Inspect carpet for damage or stains requiring pre-treatment
- Apply stain pre-treatment product and allow dwell time
- Vacuum entire carpet area thoroughly
- Fill carpet cleaning machine with approved cleaner and hot water
- Test cleaner on inconspicuous area first
- Work systematically from far corner toward exit
- Apply carpet cleaner and allow to dwell per instructions
- Extract dirty water using machine
- Make second pass to remove excess moisture
- Allow carpet to dry (place wet floor signs if needed)
- Once dry, vacuum to restore pile
- Ensure furniture is not replaced until carpet is completely dry
Key Hazards:
Electrical hazards (wet equipment), slips on wet carpet, chemical exposure, repetitive strain
Required PPE:
Non-slip shoes, gloves, apron, eye protection, hearing protection (if machine is loud)
Window Cleaning (Ground Level)
Sequence of Operations:
- Put on safety equipment including harness or fall protection if above ground level
- Set up wet floor signs at base of windows
- Remove any obstacles from window areas
- Apply window cleaning solution to glass
- Scrub with appropriate brush or pad
- Squeegee or wipe dry to prevent streaks
- Clean window frames, sills, and tracks
- Empty collected water appropriately (not into pedestrian areas)
- Remove signs and check for water hazards
Key Hazards:
Falls (if at height), slips, chemical exposure, eye injury from spray
Required PPE:
Non-slip shoes, gloves, eye protection, apron or protective clothing
Floor Stripping & Sealing
Sequence of Operations:
- Set up barrier tape and wet floor signs; notify building users
- Remove existing floor polish using approved stripping solution
- Scrub floor with appropriate equipment (or manual if small area)
- Extract dirty water and allow to dry
- Apply new sealer or polish per manufacturer instructions
- Allow product to cure per instructions before reopening area
- Inspect finish and reapply if needed for even coverage
Key Hazards:
Chemical exposure, slips on wet/treated surfaces, respiratory hazards, electrical equipment hazards
Required PPE:
Chemical-resistant gloves, respiratory protection, eye protection, non-slip shoes, apron
How to Write Task-Specific Method Statements
Start with the Basics
Define exactly what task you're describing—not "cleaning" but "daily office cleaning of 10,000 sq ft open-plan office space" or "specialist grease trap cleaning for commercial kitchen."
Break It Into Steps
Write out every step in the sequence it will be performed, no matter how obvious it seems to you. For large tasks, use numbered steps or a flowchart format.
Specify the "How"
Don't just say "clean windows." Say "clean windows using X brand glass cleaner applied with a spray bottle, then squeegee dry with a rubber squeegee to prevent streaks."
Include Hazard Controls
For each step, consider what could go wrong and describe how you'll control the risk: "Place wet floor signs" or "check water temperature is below 60°C" or "wear respiratory protection when applying."
Be Specific About PPE & Equipment
Don't say "wear gloves." Say "wear nitrile gloves (not latex due to latex allergy risk)" or "use X brand step ladder, never overstep the top step."
Include Emergency Procedures
Address what to do if something goes wrong: "If chemical spill occurs, immediately notify site manager, evacuate area, and use spill kit located in main office."
Add Quality Standards
Define what "done" means: "All surfaces should be free of dust, streaks should not be visible on windows, and all waste bins should be emptied."
Keeping Method Statements Current
Method statements are working documents. They should be reviewed and updated whenever circumstances change:
- Product Changes: When you switch to a new cleaning product, update the statement with the new product name, dilution rate, and dwell time.
- Equipment Updates: If you invest in new equipment (e.g., new floor machine or carpet cleaner), update the statement.
- Scope Expansion: When you start offering a new cleaning service, create a method statement for it.
- Incidents: If staff are injured or near-misses occur, review and update the relevant method statements.
- Staff Feedback: Ask your team if they have suggestions for improving the procedures. They often spot inefficiencies.
- Client Feedback: Incorporate any client feedback or new requirements into method statements.
Training Staff on Method Statements
Method statements are only effective if your team understands and follows them. Incorporate them into staff training:
Induction Training
New staff must receive method statements for all tasks they will perform. Walk through each statement step-by-step, answering questions.
Toolbox Talks
Regularly review relevant method statements during toolbox talks, especially before starting a new contract or after incidents.
Competency Assessment
Observe staff performing the work to ensure they follow the procedures. Document competency assessments.
Signed Acknowledgement
Have staff sign to confirm they have read and understood the method statement. Keep signed copies in personnel files.
Reference Copies
Provide copies of method statements to teams performing the work. Digital copies on phones or tablets allow easy reference.
Feedback Loop
Encourage staff to report if method statements are unclear or impractical. Update statements based on operational feedback.
How Method Statements Support Tender Responses
Commercial cleaning tenders often ask for method statements showing how you'll perform specific services. This is your opportunity to demonstrate competence and win the contract.
Tailor to the Client
Don't submit generic statements. Adapt them to the specific site, client requirements, and any site-specific hazards mentioned in the tender brief.
Demonstrate Understanding
Show that you understand the client's operation. For a hospital, reference infection control procedures. For a commercial kitchen, show knowledge of grease hazards.
Show Competence
Professional, detailed method statements demonstrate you've thought through the work and aren't "winging it." This builds client confidence.
Highlight Health & Safety
Tender evaluators often look for safety commitment. Detailed method statements and associated RAMS show you take safety seriously.
Reference Best Practice
Reference relevant standards (ISO 45001, PAS 91) and HSE guidance. Show you're up-to-date with industry standards.
Include Quality Standards
Specify how quality will be assured. Method statements that include inspection points and quality checks are more impressive.
How GraySwift Generates Method Statements Automatically
GraySwift integrates method statement generation directly into the proposal creation process. Instead of writing documents in Word after winning a tender, you can generate professional method statements that are ready to send with your quote.
- Task Library: Pre-built templates for common cleaning tasks (office, washroom, kitchen, carpet, windows, etc.) that you customize in minutes.
- Site-Specific Customization: Add site-specific details and hazards that are automatically incorporated into the method statement.
- Linked to Proposals: Method statements can be included directly in customer proposals, ready to send.
- Version Control: Track changes, maintain historical records, and ensure clients always receive the latest version.
- Integrated with RAMS: Method statements automatically align with your risk assessments for a complete safety package.
Word Documents vs GraySwift Automation
| Aspect | Word Templates | GraySwift Platform |
|---|---|---|
| Time to Create | 2-4 hours per statement | 15-20 minutes |
| Formatting | Manual, inconsistent | Professional, consistent |
| Updates | Manual edits, version confusion | Version-controlled, tracked |
| Client Delivery | Email + attachments | Secure portal, view tracking |
| Compliance | Manual compliance review | Built-in compliance checks |
| Team Collaboration | Shared folders, conflicts | Real-time collaboration |
| Cost per Tender | 4+ hours labor | Minimal (included in platform) |
Frequently Asked Questions About Method Statements
Can I use the same method statement for different clients?
Generic sections can be reused, but each client may have different requirements, processes, or hazards. Always customize statements to address site-specific factors.
How detailed should a method statement be?
Detailed enough that someone unfamiliar with cleaning could follow your procedure and achieve the same result. Include every significant step, but don't write paragraphs—use clear, concise bullet points.
Do method statements need to be signed?
Yes, they should be signed by your company (showing it's approved by management) and ideally by the site manager or client (showing they accept your procedures). This demonstrates accountability.
How often should method statements be reviewed?
At least annually, when you change procedures, introduce new equipment or products, or after incidents. Update them as soon as procedures change—don't wait for the annual review.
What if my method statement is rejected by a client?
Ask for specific feedback. Adjust the statement to address their concerns, whether that's additional safety measures, quality standards, or specific procedures they require.
Should method statements include emergency contact numbers?
Yes. Include site emergency contact, site manager numbers, and your company emergency contact. This ensures staff know who to call in case of accident or incident.
Can method statements be more than one page?
Absolutely. For complex tasks (e.g., specialist cleaning or high-risk work), method statements can be 5+ pages. For simple tasks, one page may suffice. Quality over brevity.
Do I need method statements for every type of cleaning?
For commercial contracts, it's essential. For small residential jobs, you can manage with standard procedures. But if seeking commercial contracts, develop method statements for every service you offer.
Generate Professional Method Statements in Minutes
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