School contracts are some of the most reliable work in commercial cleaning. They run term-time (sometimes year-round), they're recurring, and once you're in, you're usually in for years. But winning that first contract — and keeping it when renewal comes around — takes more than a competitive quote.
Here's what school business managers actually look for, what paperwork you'll need ready, and how to make sure you're the contractor they don't want to replace.
What School Business Managers Really Care About
If you've ever pitched to a school, you'll know you're not dealing with the headteacher. You're dealing with the School Business Manager (SBM) — and they think differently.
SBMs are juggling budgets, compliance audits, and a building full of children. They don't want the cheapest cleaner. They want the one who won't cause them problems.
That means three things matter above everything else:
1. Safeguarding and compliance. Every person you put on site needs a current enhanced DBS check. No exceptions, no workarounds. Schools operate under Ofsted scrutiny, and a safeguarding slip-up can trigger an inspection.
2. Reliability. A missed clean at an office is an inconvenience. A missed clean at a school is a health and safety issue — especially in kitchens, toilets, and early years areas. SBMs want to know you have cover arrangements.
3. Communication. Schools move fast. Term dates shift, INSET days change the schedule, a norovirus outbreak means an emergency deep clean on a Friday afternoon. SBMs want a contractor who picks up the phone and responds quickly.
If you can nail all three, you're already ahead of most competitors.
The Compliance Paperwork You Need Ready
Before you even get to quote stage, most schools will ask for a compliance pack. Don't wait to be asked — have it ready to send same day.
Here's the minimum you'll need:
- •Enhanced DBS certificates for every operative who'll be on site
- •Public liability insurance — £5M minimum, some academy trusts ask for £10M
- •Employers' liability insurance — legally required if you have staff
- •COSHH assessments for every chemical you'll use on site
- •Risk assessments specific to the school environment
- •Method statements for specialist tasks — floor stripping, kitchen deep cleans
- •Modern slavery statement if applicable
- •Living Wage accreditation — increasingly expected by local authorities and academy trusts
What Inspections Look Like — and How to Prepare
Once you've won the contract, the real test begins. Schools inspect cleaning quality more formally than most commercial clients.
Expect:
- •Weekly walk-rounds with the site manager or caretaker
- •Monthly or termly formal inspections with the SBM, often using a scored checklist
- •Ad-hoc spot checks, especially after complaints from teaching staff
How to stay on top of this: Run your own inspections before theirs. Use a structured checklist, document it, and take photos. When the SBM does their inspection, you want to already know about any issues and have a plan to fix them.
Nothing builds trust faster than a contractor who says, "Yes, we spotted that on Tuesday — new operative is being trained on the corridor protocol this week."
How to Stand Out From Every Other Cleaning Company
Most cleaning companies that pitch for school work send a quote, maybe a brochure, and wait. Here's how to be different:
Show your school experience. "We currently service three primary schools and an academy trust in Northamptonshire" is far more compelling than "we have experience in the education sector."
Offer a trial period. SBMs are risk-averse. A 4-week trial lets them see your work before committing to a 3-year contract.
Provide a named contact. Schools hate calling a generic office number. Give them a named account manager with a direct mobile number.
Send inspection reports proactively. Don't wait for the school to inspect you — send them your own quality reports monthly. It shows professionalism and gives the SBM evidence they can show to governors.
Know the school calendar. Deep cleans during half-term. Adjusted schedules on INSET days. Reduced service during summer holidays. Understanding the rhythm of a school year marks you out as someone who's done this before.
Keeping the Contract at Renewal
Winning the contract is only half the job. Most school contracts run 3–5 years, and the SBM starts thinking about renewal 6 months before it expires.
You keep the contract by making the SBM's life easy:
- •Never miss a clean without pre-arranged cover
- •Respond to urgent requests within the hour
- •Keep your compliance docs updated and send renewals before they expire
- •Build a relationship with the site team
- •Raise issues proactively rather than waiting to be told
The SBMs who go to tender at renewal usually do so because the incumbent stopped communicating, let standards slip, or made them chase for paperwork. Don't be that contractor.
Tivlo helps cleaning companies manage client documents, send inspection reports, and look professional to school clients. Join the waitlist to be first in when we launch.