Start with the next occupied shift
Tell the surveyor when staff will next enter each area, including early arrivals and any teams that work through the night. A reception, meeting room and desk area may have different access needs. Record any space that must stay available throughout the visit. This helps the contractor propose a realistic sequence rather than treat the whole floor as one empty room.
Ask for a method-specific estimate and the assumptions behind it. Fibre, construction, soil level, ventilation and site conditions affect the plan. Do not turn a general drying estimate into a promise that every area will be ready at the same time. Read the existing drying guide before agreeing the reopening process.
Confirm how the team will enter and leave
Name the person who can authorise entry and a contact who will be available during the agreed working window. Check security sign-in, keys or passes, equipment unloading, lift bookings and any restrictions on water, power or waste disposal. Describe these as the rules for your actual building, rather than assumptions the contractor should infer from its postcode.
If several tenants share the premises, make clear which areas belong to your scope and who controls the shared routes. Tell security which doors can be locked after the work and which must remain available. Agree how the team will report departure and any unresolved access issue.
Put furniture responsibilities in writing
A floor area on a plan is not the same as a clear working area. Identify desks, pedestals, chairs, cables and stored items during the survey. Agree what the client will move, what the contractor will move if included, and what stays in place. Avoid leaving electronics, paperwork or valuable items in a position where the cleaning team must decide what to do with them.
Record inaccessible sections and any agreed exclusions in the scope. If furniture is moved temporarily, confirm how and when it will be returned. The quote should reflect the work agreed, rather than imply that every square metre under every item will be reachable.
Agree the completion and reopening handover
Ask the contractor to record completed zones, exceptions, any observed concerns and the advice that applies to the actual method and site. Agree who receives this record before the visit. Make clear who will make the operational decision to reopen an area and how any outstanding instruction reaches the early shift.
Daily office cleaning and periodic deep carpet cleaning are different scopes. Confirm which team is responsible for normal waste, desk or washroom tasks so they are not assumed to be part of the carpet visit. Pristine’s office carpet service is separate from routine office cleaning.
Prepare the survey brief
Use the commercial carpet survey checklist to collect access, area and occupancy details. Pristine assesses the carpet and site before confirming the written scope and method. Pristine does not hot-water-extract viscose, rayon or art silk.
For an office carpet survey, request a quote or message Pristine on WhatsApp 07488 325796. Email info@london-carpet-cleaner.co.uk. Response hours are 09:00-16:00 Monday-Friday, Europe/London; booked cleaning windows are agreed separately.