Insurance for cleaning companies – what you really need

Contents

1. The key policies
2. Business liability in detail
3. Everyday claim examples
4. Questions for your insurer
5. What goes into client contracts
6. Budgeting
7. Checklist
8. What to do when damage happens
9. Prevention in practice
10. Common mistakes
11. Frequently asked questions

In short: Essential is business liability insurance that explicitly covers key loss and damage to treated items (e.g. natural stone, parquet, glass). Depending on your business add vehicle, equipment and legal expenses insurance. Many clients ask for proof of liability cover. As of October 2026.

Cleaning means working in other people’s premises, often alone, often outside business hours, with keys, access cards and alarm codes. As a cleaning company in Vienna we regularly see clients ask for proof of insurance before signing – and the very risks typical of cleaning are often excluded or capped in standard policies.

The key policies

Work accidents of employees are covered by the statutory accident insurance (AUVA). As a self-employed person you are accident-insured via the SVS (2026: €12.95 per month); private accident insurance can top this up: Small-business VAT exemption, SVS and taxes in the first year.

Business liability in detail

Liability insurance covers damage you or your staff cause to third parties. In cleaning, three elements are decisive.

Key loss

If a master key or access card is lost, the locking system may have to be replaced for security reasons. In larger buildings that can quickly reach five figures. Many standard policies exclude key loss or cap it tightly – check the sub-limits.

Damage to treated items

Damage to the very thing you are cleaning: the wrong product on natural stone, scratches in glass, swollen parquet. These “activity damages” are excluded in some policies. You need them, especially for deep and special cleaning: Contract, deep and special cleaning – differences and pricing.

Sum insured

Make sure the combined cover for bodily injury, property damage and financial loss is adequate. Large clients and public bodies often set minimum sums – ask before you submit a quote.

Everyday claim examples

Many of these can be prevented by organisation: wet-floor signs, training on cleaning agents (Cleaning equipment and supplies for starting out – the basics), key logs and proper time records (Working time, breaks and records in the cleaning industry).

Questions for your insurer

1. Are key loss and lock replacement covered? Up to what amount?
2. Is damage to treated surfaces covered?
3. Does cover include all licensed activities (façade, glass, work at height)?
4. What is the deductible?
5. Are subcontractors and agency staff covered?
6. Is there a certificate for tenders?
7. How is the premium calculated (turnover, staff) and when must I report changes?

What goes into client contracts

Set out how keys are handed over and documented and how damage is reported: Writing a quote for contract cleaning – with service specification. What works well:

• a key log signed on handover and return
• labelling keys without the site address
• damage reports the same day, with photos
• the client pointing out delicate surfaces

Budgeting

Premiums are overheads and belong in your hourly rate: Calculating the hourly rate for cleaning – the right way. Get several offers and compare not only the premium but sub-limits, exclusions and deductibles.

Checklist

• Liability insurance with key loss and damage to treated items
• Sum insured matching your largest clients
• Contents incl. theft from vehicles
• Vehicle insurance for company vans
• Legal expenses incl. employment law
• Insurance certificate ready for quotes
• Annual review: turnover, staff, new services reported?

What to do when damage happens

Even with good organisation, damage will happen at some point. A clear process matters:

1. Secure the scene: prevent further damage (e.g. turn off water, cordon off the area).
2. Document: photos, time, people involved, products and equipment used.
3. Inform the client the same day – factually, without hastily admitting liability.
4. Notify your insurer within the contractual deadline, with all documents.
5. Key loss: report immediately so client and insurer can decide on security measures.
6. Follow up: find the cause, adapt training or processes.

Handling damage quickly and openly takes courage but keeps clients’ trust. Concealing damage usually costs the contract – and can jeopardise your cover.

Prevention in practice

• Keys: coded key safes, logs, no address tags
• Cleaning agents: colour system, dosing aids, safety data sheets at hand
• Delicate surfaces: clarify with the client before the first clean, test a small area
• Wet floors: always put up signs
• Training: document it and refresh regularly: Registering employees in Austria – employer account, ELDA, written statement

Common mistakes

1. A policy without key loss or with a very low sub-limit
2. Damage to treated items excluded
3. New services (e.g. façades) not reported to the insurer
4. Claims reported too late
5. No certificate ready when a tender asks for it

Frequently asked questions