🧼 Cleaning Services Industry

Complete document roadmap + file directory – 73 core documents

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Document Roadmap

R 700

Complete list of 73 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance (9 docs)

✔	Document	Description
	CLN-001 – CIPC Registration Certificate	Proof of company registration
	CLN-002 – Memorandum of Incorporation (MOI)	Company constitution
	CLN-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance
	CLN-004 – COIDA Registration	Employee injury cover
	CLN-005 – Public Liability Insurance	Cover for property damage
	CLN-006 – B‑BBEE Certificate	For corporate tenders
	CLN-007 – CSD Registration	For government contracts
	CLN-008 – Waste Carrier Licence	If transporting waste
	CLN-009 – Hazardous Chemical Register	For industrial chemicals

Phase 2: Contracts & Client Docs (11 docs)

✔	Document	Description
	CLN-010 – Cleaning Service Agreement (Master)	Core contract with client
	CLN-011 – Site‑Specific SLA	Scope per location
	CLN-012 – Quotation / Proposal Template	Itemised pricing (per m², per hour)
	CLN-013 – Non‑Disclosure Agreement (NDA)	Confidentiality
	CLN-014 – Variation Order Form	Changes to scope / frequency
	CLN-015 – Service Sign‑Off Sheet	Daily/weekly client acknowledgement
	CLN-016 – Client Complaint Form	Issue logging
	CLN-017 – Contract Renewal Letter	Annual retention
	CLN-018 – Termination Notice	End of contract
	CLN-019 – Subcontractor Cleaning Agreement	For outsourced labour
	CLN-020 – Preferred Supplier Agreement	For chemical/equipment suppliers

Phase 3: Human Resources (11 docs)

✔	Document	Description
	CLN-021 – Employment Contract – General Cleaner	Permanent staff
	CLN-022 – Employment Contract – Specialised Cleaner	Carpet, windows, etc.
	CLN-023 – Employment Contract – Site Supervisor	Team leader
	CLN-024 – Employment Contract – Operations Manager	Senior staff
	CLN-025 – Independent Contractor Agreement	Subcontractors
	CLN-026 – Code of Conduct (Employees)	Behaviour, uniform, attendance
	CLN-027 – Disciplinary Code & Procedure	HR compliance
	CLN-028 – Shift Roster Template	Daily/weekly schedule
	CLN-029 – Attendance Register (Daily)	Sign‑in / sign‑out
	CLN-030 – Uniform & PPE Issue Register	Overall, gloves, masks, boots
	CLN-031 – Training Record – Chemical Handling	Safety induction

Phase 4: Operations & Site Management (12 docs)

✔	Document	Description
	CLN-032 – Daily Cleaning Checklist (per site)	Tasks completed
	CLN-033 – Site Inspection Log (Quality Control)	Supervisor sign‑off
	CLN-034 – Equipment Sign‑Out Register	Vacuum cleaners, buffers, etc.
	CLN-035 – Chemical Inventory Log	Tracking usage
	CLN-036 – Material Safety Data Sheets (MSDS) Register	For all chemicals
	CLN-037 – Waste Removal Log	For collected rubbish
	CLN-038 – Vehicle Log Sheet (if mobile crew)	Fuel, trips, maintenance
	CLN-039 – Key Register (per site)	Access control
	CLN-040 – Client Site Visit Register	Sign‑in for supervisors
	CLN-041 – Stock Take Report (chemicals, consumables)	Monthly inventory
	CLN-042 – Equipment Maintenance Log	Servicing dates
	CLN-043 – Lost Property Register	For client sites

Phase 5: Health & Safety (9 docs)

✔	Document	Description
	CLN-044 – Occupational Health & Safety (OHS) Policy	Company H&S
	CLN-045 – Site‑Specific Risk Assessment	Slips, chemicals, etc.
	CLN-046 – Safe Work Method Statement (SWMS)	Task‑by‑task safety
	CLN-047 – Incident / Accident Report Form	Injury or near‑miss
	CLN-048 – First Aid Kit Register	Inventory per vehicle/site
	CLN-049 – Fire Extinguisher Inspection Log	Monthly check
	CLN-050 – Chemical Spill Response Plan	Emergency procedure
	CLN-051 – Personal Protective Equipment (PPE) Policy	Mandatory gear
	CLN-052 – Toolbox Talk Register	Weekly safety talks

Phase 6: Finance & Suppliers (8 docs)

✔	Document	Description
	CLN-053 – Invoice Template	Client billing
	CLN-054 – Supplier Invoice Register	Payment tracking
	CLN-055 – Payroll Register	Staff wages
	CLN-056 – Petty Cash Log	Small expenses
	CLN-057 – Purchase Order (chemicals, consumables)	Bulk orders
	CLN-058 – Supplier Contracts – Chemicals	Ongoing supply agreement
	CLN-059 – Client Payment History	Accounts receivable
	CLN-060 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets (6 docs)

✔	Document	Description
	CLN-061 – Asset Register (Master)	Vacuum cleaners, buffers, scrubbers
	CLN-062 – Equipment Maintenance Log	Service records
	CLN-063 – Small Equipment Register (mops, buckets)	Consumable tracking
	CLN-064 – Vehicle Maintenance Log (if any)	Service records
	CLN-065 – Equipment Loan/Return Form	For staff taking home
	CLN-066 – Asset Disposal Form	Retirement of old equipment

Phase 8: Forms & Templates (7 docs)

✔	Document	Description
	CLN-067 – Daily Work Report (for client)	Summary of tasks done
	CLN-068 – Overtime Authorisation Form	Staff approval
	CLN-069 – Leave Application Form	Staff requests
	CLN-070 – Site Induction Checklist (new cleaner)	Initial briefing
	CLN-071 – Client Satisfaction Survey	Feedback form
	CLN-072 – Supplier Evaluation Form	Vendor performance
	CLN-073 – Termination Checklist	Offboarding

📁 File Directory Structure

Cleaning Services Company (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── B-BBEE_Certificate.pdf
│   ├── CSD_Registration.pdf
│   ├── Waste_Carrier_Licence.pdf
│   └── Hazardous_Chemical_Register.xlsx
│
├── 02 Contracts & Client Docs/
│   ├── Master_Cleaning_Agreement.docx
│   ├── Site_SLA_Template.docx
│   ├── Quotation_Template.docx
│   ├── Variation_Order_Form.docx
│   ├── Service_Sign_Off_Sheet.docx
│   ├── Client_Complaint_Form.docx
│   ├── Contract_Renewal_Letter.docx
│   ├── Subcontractor_Agreement.docx
│   └── Preferred_Supplier_Agreement.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── General_Cleaner.docx
│   │   ├── Specialised_Cleaner.docx
│   │   ├── Site_Supervisor.docx
│   │   └── Operations_Manager.docx
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Shift_Rosters/ (by week)
│   ├── Attendance_Registers/ (by month)
│   ├── Uniform_PPE_Register.xlsx
│   └── Training_Records/ (chemical handling)
│
├── 04 Operations & Site Management/
│   ├── Daily_Cleaning_Checklists/ (by client)
│   ├── Site_Inspection_Logs.xlsx
│   ├── Equipment_Sign_Out.xlsx
│   ├── Chemical_Inventory_Log.xlsx
│   ├── MSDS_Register/ (folder)
│   ├── Waste_Removal_Log.xlsx
│   ├── Vehicle_Logs/ (if mobile)
│   ├── Key_Register.xlsx
│   └── Stock_Take_Reports/ (by month)
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Risk_Assessments/ (by client)
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Chemical_Spill_Response_Plan.pdf
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by year)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Purchase_Orders/
│   ├── Supplier_Contracts/
│   └── Client_Payment_History.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Equipment_Maintenance_Logs/
│   ├── Small_Equipment_Register.xlsx
│   ├── Vehicle_Maintenance_Logs/
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Daily_Work_Report.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Site_Induction_Checklist.docx
    ├── Client_Satisfaction_Survey.docx
    ├── Supplier_Evaluation_Form.docx
    └── Termination_Checklist.docx

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