Proof of work isn’t proof of clean
A cleaning task marked complete records a reported action; on its own, it does not establish the condition of the surface afterwards. Independent cleaning evidence records findings gathered separately from the provider, for an agreed scope and time. Use both in the review, and check what each record can actually support.
Start with what “done” means
A check-in, task scan and supervisor inspection answer different questions. Open one completed task: does it show attendance, a reported clean, or a check of the result? Look for the exact location, time, person making the record and any supporting observation.
CAFM and field-service tools can hold work orders, photographs and inspection records as well as attendance; the evidence depends on what was recorded, not the software label. A presence record alone cannot establish performance.
Put the records beside the complaint
Fictional front-of-house example. The reception counter is logged as cleaned at 07:30. At 10:00, someone reports residue on the visitor-side edge. The later observation does not prove the earlier clean was missed: use, timing or a difference in scope may explain the gap.
The gap is an unanswered question, not proof of a missed clean. A closed work order and a resolved concern are different things.
The KPI and complaints guide helps you check whether the records cover the same thing. The City of London’s Barbican Estate approach combines cleaning schedules, complaints, KPIs and inspections; it is one practical example, not a universal model.
Check who produced the quality score
If your report uses “Cleaning Quality Score”, ask how it is calculated, which locations it covers, who assessed them and when. A contractor self-audit can contain useful observations, but it remains the provider’s assessment. Keep it labelled separately from the client’s checks and independent findings.
Where a contract names a particular standard, agree how it will be applied. Our guide to BICSc Outcome Criteria and scoring responsibilities explains that distinction.
Add a separate check where it answers a gap
Hygiene Intelligence gathers and reviews independent evidence from agreed surfaces during monthly visits. Your facilities team receives a private brief before the cleaning review, with each month’s evidence and brief kept together in the included platform.
The record covers those surfaces at the visit time. It cannot verify every task, identify who caused a finding or certify the whole building. Read when independent checks add value to contractor reports before deciding what you need.
To understand the scope of a check, read the cleaning audit checklist. For the meeting, get the free monthly cleaning review pack.