Monthly audit
Monthly cleaning audit checklist and scorecard
Bring the inspection results and the periodic task records to one monthly review. Use this page as the cleaning quality control checklist for the month: agree the sample, calculate the score and sign off what still needs work.
- For
- Cleaning supervisors and facility executives
- How often
- Daily supervisor checks, joint walk at least monthly
- Covers
- Sampling, scoring, weighting, periodic tasks
- Written by
Agree the sample and the inspection frequency
Pick the sample before the first walk. Count the elements in each area, then take the sample size from the sampling level the contract names.
The OBC Guide, page 13, has the supervisor inspect daily and walk the site with the service buyer at least once a month. The Environmental Sanitation Guidelines, Appendix page 28, add the daily rule: inspect at least 10 percent of areas, rotate them and inspect soon after cleaning.
Write down the areas, the elements per visit and the rotation. Use the editable CSV from each area checklist for the joint walk; daily checks feed the same record.
Grade and score
Grade each sampled element Pass or Fail against its agreed outcome. Mark absent fittings N/A. Record unreachable ones for a follow-up, not as a pass.
Score is elements passed divided by applicable elements inspected, times 100. In the example a supervisor records 22 elements. Two are N/A and leave both counts. 17 of the remaining 20 pass, so the score is 85 percent. The formula is aligned with SS 694:2023, which recommends a passing limit of 70 to 80 percent for commercial premises. The contract sets the limit, and the three failures need action whatever the score.
Some contracts write the limit as a fault allowance, as NEA's OBC Guide, page 5, does. Convert it first: a 20 percent fault allowance means 80 percent must pass, and that is the figure you enter in CleanLog. This is the acceptable quality limit method that ISO 2859-1 defines and EN 13549 applies to cleaning, so the score reads the same to a buyer outside Singapore.
Keep item weights at 1. CleanLog also supports weights from 1 to 10 and four-step grading such as Good pass 2, Pass 1 and Fail 0. Either changes the calculation, so agree the options and the limit before the first walk.
Weight the monthly scorecard
Pool the month's inspections before you weight them. One area with 17 of 20 and another with 8 of 10 give 25 of 30, which is 83.33 percent. Averaging the two percentages gives 82.5 percent instead. Use the same area names and checkpoints on every walk, from the six area checklists.
The scorecard then weights inspection against service standards such as response time, staffing or reporting. NEA's Template 4, page 72, shows a buyer-facing split: inspection rating 70 percent, ad hoc response 20 percent and feedback 10 percent. In that example an inspection result of 80 against a target of 85 earns about 66 weighted points, response earns 20 and feedback 5, giving 91 after rounding. The weight is not a multiplier on the raw score, so agree targets, caps and rounding before the first report.
CleanLog's monthly compliance report carries weighted sections, each with a measure, a target and a rule for missed inspections. It does not run satisfaction surveys, so agree how feedback enters the review. See how to configure the OBC scorecard.
Add the periodic schedule
OBC pays for outcomes, but most contracts still schedule periodic work. NEA's Template 5a, page 74, lists high dusting and carpet shampooing twice a year beside the daily rounds, and the Environmental Sanitation Guidelines, page 5, call for routine and periodic operations together.
The inspection score records the condition found. The periodic line records whether the planned work was done, so a clean floor today does not hide a missed deep clean. Example tasks for a mall and a condominium:
- Weekly: detail cleaning, degreasing BBQ surrounds and spot cleaning oil stains in parking bays.
- Monthly: cobweb high dusting, damp wiping aircon outlets, clearing rooftop gutters and washing the bin centre.
- Quarterly: floor edge scrubbing, blind cleaning and pressure jetting shaded paving.
- Six-monthly: planned loading bay, facade or canopy work with suitable access.
Completion is qualifying tasks done divided by tasks due: 18 of 20 gives 90 percent. Agree which tasks count, what evidence closes a row and what happens in a month with nothing due. A task counted here does not count in the inspection line as well.
CleanLog pins periodic work to a checkpoint in weekly, monthly, quarterly or yearly windows. There is no six-monthly window, so set those rows up as two dated tasks. Then build the inspection checklist for the daily rounds.
Close the review and sign the report
Work through the record with the buyer at the joint monthly walk. The record carries six things:
- Date and time. The CleanLog inspection PDF shows the completion time. Note the start time if the contract needs it.
- People present. Check the inspector and signer names on the PDF and note other attendees.
- Sample and results. Confirm the sample and the N/A decisions against the contract, then check each result and any missed inspection.
- Passing limit. The PDF shows the rating scale and the tier earned, not the threshold, so keep the agreed limit with the record.
- Failures and required action. Raise one remediation work order from the inspection with its failed items, and reference it when you reinspect.
- Signatures. Configure the signer roles and any review step before the walk, then check the required signatures on the PDF.
Review periodic tasks due, their evidence and any missed windows before you accept the weighted total. Check cleaner training records against NEA's enhanced training requirement. See how the record and the follow-up fit together in cleaning inspection software.