Janitorial Employee Handbook Template

Running a janitorial or custodial service means managing unique challenges: chemical safety, building security, after-hours work, and maintaining quality across multiple client sites. A janitorial employee handbook helps ensure every crew member follows proper procedures, protects client property, and stays safe on the job.

This guide covers everything you need to include in a janitorial-specific handbook, plus a free template to get you started.

Why janitorial companies need a specialized handbook

Generic employee handbooks don't address the unique requirements of janitorial work. The cleaning industry has specific challenges that standard templates miss:

• Chemical safety — OSHA compliance, SDS requirements, proper mixing and storage
• Building access — Keys, alarm codes, after-hours security, liability for breaches
• Client property — Working around valuable equipment, personal items, confidential documents
• Quality control — Consistent cleaning standards across multiple sites and crews
• After-hours work — Employees working alone, emergency procedures, incident reporting
• Bloodborne pathogens — Restroom cleaning, needle stick prevention, exposure protocols

A janitorial-specific handbook addresses all of these while protecting your company, your clients, and your employees.

Download the template

Get started with our free employee handbook template. It includes all the standard sections, which you can customize with janitorial-specific policies.

This is our general template. Add the janitorial-specific sections outlined below to make it complete for your cleaning business. Need help? See our step-by-step handbook guide. Also check out our cleaning company handbook template for residential cleaning businesses.

Key sections for janitorial handbooks

Beyond standard handbook content, janitorial companies need these specialized sections:

Chemical safety policies to include

Janitors work with potentially hazardous chemicals daily. Your handbook must thoroughly document:

Safety Data Sheets (SDS)

• Requirement to read and understand SDS before using any product
• Where SDS documents are kept (each site, supply closet, digital access)
• How to interpret hazard warnings and first aid instructions
• Never mixing chemicals unless specifically trained and authorized

Personal Protective Equipment

• Required PPE for different cleaning tasks (gloves, eye protection, masks)
• When to use respirators (stripping floors, using certain disinfectants)
• PPE inspection and replacement procedures
• Consequences for failing to use required PPE

Chemical handling procedures

• Proper dilution ratios (never stronger than recommended)
• Ventilation requirements during use
• Storage requirements (locked cabinets, away from food areas)
• Spill cleanup procedures
• Disposal of empty containers

Building access and security policies

Building access is a major liability area. Clear documentation protects everyone:

Key and access card control

• Key sign-out and return procedures
• Lost key reporting (immediate notification required)
• Consequences for unauthorized key duplication
• Access card deactivation upon termination

Alarm and security systems

• Alarm code confidentiality (never share with unauthorized persons)
• Arming and disarming procedures
• What to do if alarm is triggered accidentally
• Police response procedures

After-hours protocols

• Check-in and check-out procedures
• Areas that are off-limits (server rooms, executive offices, etc.)
• Procedures if unauthorized persons are encountered
• Emergency contact information

Quality standards and inspection procedures

Consistent quality across sites and crews is essential for client retention:

Cleaning checklists

• Task-by-task checklists for each area type (offices, restrooms, common areas)
• Frequency standards (daily, weekly, monthly tasks)
• Completion sign-off requirements
• Where to find site-specific instructions

Quality inspection process

• Supervisor inspection frequency and procedures
• Client walkthrough protocols
• How deficiencies are documented and communicated
• Correction timelines and follow-up

Client feedback

• How to handle direct client feedback (positive and negative)
• Escalation procedures for complaints
• What to do if asked to perform work outside the contract

Template vs. digital handbook

Janitorial staff work across multiple sites, often after hours. Consider whether a digital solution better serves your needs:

Frequently asked questions

What should be in a janitorial employee handbook?

A janitorial handbook should include cleaning procedures and standards, chemical safety and SDS compliance, building access and key control policies, equipment operation and care, client property protocols, quality inspection procedures, and after-hours work policies. Plus all standard employment policies like anti-discrimination and leave policies.

What safety training do janitors need?

Janitors should receive training on chemical safety (OSHA Hazard Communication), bloodborne pathogens, slip and fall prevention, proper lifting techniques, equipment operation, and emergency procedures. Many states require annual refresher training on chemical safety. Document all required training in your handbook.

How do I handle building access in a janitorial handbook?

Document key and access card policies including sign-out procedures, lost key protocols (including cost responsibility), which areas employees can access, alarm code responsibilities, and consequences for security breaches. Building access issues are a leading cause of contract terminations.

What's the difference between janitorial and cleaning company handbooks?

Janitorial handbooks focus on commercial cleaning with emphasis on building security, after-hours work, and multi-site operations. Cleaning company handbooks typically focus on residential cleaning with emphasis on customer homes, scheduling, and client relationships. Many policies overlap, but the context differs.

How do I get staff to acknowledge the handbook?

Have each employee sign an acknowledgement form confirming they've received and read the handbook. For janitorial staff, require additional acknowledgment of key control and security policies specifically — these protect you if a security incident occurs.