Cleaning common areas in an SVJ: who pays and how to commission it

Under Act No. 67/2013 Coll., cleaning of the common areas of a building is a service connected with the use of a flat. In an SVJ (homeowners' association), the general meeting decides on the type of services and the method of apportionment; if it does not decide, cleaning costs are apportioned by the number of persons relevant for apportionment. It is best to commission cleaning in writing: with the scope, frequency, schedule, method of inspection and rules for keys.

What the law says: cleaning as a service

The following overview is general information, not legal advice. The specific procedure is also governed by the bylaws of your association and its decisions, so please check your situation.

• Cleaning is a service. Section 3(1) of Act No. 67/2013 Coll. classes cleaning of the common areas of a building among services, alongside lift operation, lighting of common areas and municipal waste collection. The scope of services is agreed by the parties or decided by the association.
• Advance payments and settlement. Under Section 1181 of the Civil Code, the unit owner pays advance payments for services and is entitled to have them settled in good time.
• Who decides. Under Section 1208(d), the general meeting is responsible for approving the type of services and the method of apportioning service charges among the units.
• Default apportionment. If the association does not decide on the method, the costs of cleaning common areas are apportioned under Section 5(2)(d) by the number of persons relevant for apportionment. Under Section 5(1), the method of apportionment can only be changed after the end of the settlement period.

Cleaning is therefore charged differently from contributions to building management under Section 1180, which the owner pays in proportion to their share in the common parts, unless the declaration provides otherwise.

Deadlines for settlement and objections

What	Deadline	Provision
Delivery of the statement of account to the owner	no later than 4 months after the end of the settlement period	Section 7(1) of Act No. 67/2013 Coll.
Financial settlement of overpayments and underpayments	within the agreed period, at the latest within 4 months of delivery of the statement	Section 7(3)
Request for supporting documents	within 30 days of delivery of the statement	Section 8(1)
Objections to the statement	within 30 days of delivery of the statement or, where applicable, of the supporting documents	Section 8(2)

Under Section 2 of the same Act, the settlement period is at most twelve months. If the owner does not submit objections within the statutory period, Section 8(2) provides that they are deemed to agree with the method and content of the statement.

What common areas are and who is responsible for them

Under Section 1160 of the Civil Code, common parts are at least those parts of a building which by their nature are intended to serve the unit owners jointly. Under Section 1190, responsibility for managing the building, which includes care of the common parts, lies with the owners' association; if one has not been established, with the manager.

For cleaning, it is practical to draw up a specific list of the areas to be cleaned. These typically include:

• the entrance, vestibule and area by the letterboxes
• staircases, landings and handrails
• the lift car, shaft doors and control panels
• cellar corridors, the pram room, the bicycle room and the drying room
• windows in the corridors and the glazed panels of entrance doors
• the area by the waste containers, if it forms part of the building or plot

By contrast, cleaning of common areas does not usually include areas that serve only one owner, for example a front garden or a terrace allocated for exclusive use. Under Section 1175(2) of the Civil Code, for common parts that serve a unit owner for exclusive use, that owner carries out and pays for maintenance. Please check how this applies in your building in the owner's declaration and the bylaws.

How often to clean: a sample schedule

Frequency depends on the size of the building, the number of flats and how the building is used. The following table is only a starting proposal, which you should adjust to your building:

Frequency	Tasks
Every week	sweep and mop staircases and landings, the entrance and corridors; wipe handrails, handles, switches, lift buttons and letterboxes; mop the lift car
Every month	cellar corridors, pram room, windowsills, radiators, cobwebs, glazed doors
Several times a year	cleaning corridor windows, light fittings, flat doors from the corridor side (by agreement), thorough cleaning of the basement
As needed	cleaning after moving or building work in the building, exceptional soiling

If the building is frequently soiled, for example after the renovation of one of the flats, agree with the owner carrying out the works who will arrange and pay for cleaning. Rules for the use of common parts are usually set out in the bylaws or the house rules.

How to commission cleaning: options and the contract

An SVJ can arrange cleaning in several ways: owners taking turns according to a rota, its own employee, or a supplier. A rota is often cheap, but quality varies according to who happens to be cleaning. An own employee brings the obligations of an employer. A supplier means a contract and a regular invoice, which the association apportions among the owners.

Whichever option you choose, the written agreement or contract should include:

1. Scope: a list of areas and tasks, ideally as an annex with a table.
2. Frequency and days: when cleaning takes place and at what time, so that residents know when the floor will be wet.
3. Products and equipment: who supplies them, where they are stored and who replenishes them.
4. Keys and access: how many keys or chips are handed over, to whom, and what to do if they are lost.
5. Inspection: who accepts the cleaning on behalf of the committee and how shortcomings are reported.
6. Price and invoicing: a flat fee or a price per task, payment terms, price changes.
7. Termination: the notice period and conditions of termination.

How to assess supplier offers is summarised in the article how to choose a cleaning company.

Quality control without disputes

Most disputes arise when nobody knows exactly what was supposed to be cleaned. A simple checklist helps, displayed by the cleaning room or shared online, in which the cleaner records the date and the tasks carried out. The committee or an authorised owner then carries out spot checks against the same list.

• Report shortcomings specifically: where, what and when, ideally with a photo.
• Once a quarter, review whether the schedule matches how the building is used.
• For touch points such as handles and lift buttons, clarify whether cleaning is enough or whether disinfection is occasionally needed; the difference is explained in the article the difference between cleaning and disinfection.

For cleaning products in common areas, the same rules apply as at home: read the label, ventilate, wear gloves and never mix products containing chlorine with acids or ammonia. Store products locked away, out of the reach of children.

What to prepare before requesting quotes

A supplier can calculate an exact quote only if they know what is in the building. Before you start approaching suppliers, write down:

• the number of entrances, floors above and below ground, and flats
• whether the building has a lift and how many
• the type of flooring on the staircase and in the corridors (tiles, terrazzo, linoleum)
• the number of windows in the corridors and whether they can be reached without scaffolding or a platform
• the required frequency and day of the week
• who will be the contact person for the committee and where the keys and equipment will be stored

Then display the schedule in the entrance. Residents will know when to expect a wet floor, and minor matters, such as moving bicycles and prams out of the corridor before cleaning, are easier to arrange.

If you are looking for a supplier, you will find a description of the scope under the service cleaning of common areas. For a tailored quote, get in touch via contact and have a list of areas and the required frequency ready.