Checklist for preparing an empty office for a safe and efficient deep clean before reopening

When I plan a deep clean for an office that’s been empty for weeks or months, I treat the preparation as half the job. A well-prepared site makes the actual cleaning faster, safer, and more effective — and it reduces surprises on the day. Below is the practical, on-the-ground checklist I use at Bluebaycleaning Co to prepare an empty office for a safe and efficient deep clean before reopening. I write this from years of hands-on operations and from situations where poor prep doubled the time and cost of the clean.

Initial assessment and communication

Before a mop or machine enters the building, do a quick remote and, if possible, on-site assessment:

• Confirm access windows and any site-specific entry protocol (security codes, reception procedures, keyholders).
• Ask the client for a floor plan or walk-through photos so you can estimate time, equipment and staff needed.
• Check any recent maintenance logs — has there been water damage, pest issues, or mechanical work that affects cleaning?
• Confirm the reopening date and any staged access (e.g., IT arrives before staff, or certain floors open later).

Risk and safety briefing

Safety is non-negotiable. For empty buildings there are specific risks: trapped water, rodent droppings, stagnant air, and outdated or unlabeled chemicals. I always:

• Ensure COSHH data sheets are available for products already on-site and for ones we’ll bring. Update records where necessary.
• Carry out a simple risk assessment for slips, trips, asbestos risk areas (if the building is older), and potential biohazards (mould, droppings).
• Communicate PPE requirements to the team: gloves, eye protection, FFP2/3 masks for dusty or mouldy areas, and disposable coveralls if needed.
• Set up a safety briefing on arrival covering hazards, emergency exits, and first-aid arrangements.

Clear and secure the space

Empty offices can still have loose items. Clearing and securing makes cleaning efficient:

• Remove personal items and confidential documents. If items are found, bag and label them for the client to collect.
• Move or stack lightweight furniture to create working corridors; leave heavy furniture for specialist movers unless agreed.
• Lock or label rooms not included in the clean (server rooms, plant rooms, or sensitive storage).
• Fit temporary signage indicating wet floors, restricted zones, and emergency contact details of the cleaning supervisor.

Electrical and IT considerations

Electronics deserve special attention. I never spray or apply liquids near equipment without prior checks:

• Coordinate with the client’s IT team before cleaning around server rooms, workstations, or AV equipment.
• Unplug and tag devices if surface-level dusting requires it — or use specialist anti-static wipes and microfibre cloths.
• Ensure any exterior window cleaning is scheduled separately from internal IT equipment movement to avoid water ingress risk.

HVAC, ventilation and air quality

Stagnant air can hold dust, spores and odours. I include these steps to manage air quality:

• Ask for maintenance records of HVAC systems and change filters if they haven’t been serviced recently.
• Open windows where practical to ventilate the space before cleaning starts, especially if using stronger disinfectants.
• Use portable air scrubbers or HEPA-filter vacuums in dusty or mould-prone zones to reduce airborne particles during cleaning.

Waste, recycling and hazardous material handling

Proper waste handling speeds up the job and keeps you compliant:

• Set up designated waste stations for general waste, recycling, clinical/biohazardous waste, and chemical containers.
• Bring labelled, lockable containers for sharps or hazardous materials if encountered.
• Arrange for hazardous waste removal if you find outdated or unlabeled chemicals — do not dispose of them in general waste.

Equipment and product checklist

Match equipment to scope — too little, and you’ll be slow; too much, and you’ll waste resources. Here’s my basic kit for a medium-sized office:

• Industrial vacuum with HEPA option (e.g., Numatic or Nilfisk models).
• Micofibre cloths, flat mops and bucket systems (preferably with colour coding for cross-contamination control).
• Floor machine (rotary or single-disc) for hard floors; carpet extractor or hot-water extraction unit for carpets (brands like Karcher or Prochem).
• Portable steam cleaners for high-touch areas and upholstery where chemical-free sanitising is preferred.
• Appropriate disinfectants — look for BS EN 1276 or BS EN 14476 efficacy standards; consider F10, Ecolab or Diversey products depending on client preferences.
• PPE: nitrile gloves, goggles, masks, coveralls and non-slip boots.

Surface prioritisation and workflow

I always set a clear order of operations and highlight priority areas so teams work efficiently:

• Start with high-level dusting (cornices, vents, light fittings) to catch settled dust before floor cleaning.
• Tackle soft furnishings and upholstery next using extraction or steam cleaning to remove embedded debris.
• Sanitise high-touch points (door handles, lift buttons, light switches, handrails) using a hospital-grade disinfectant.
• Finish with floors — carpets last with hot-water extraction; hard floors with scrubber-drier or single-disc machine.

Documentation and sign-off

Clients appreciate evidence and accountability. I bring forms and photos to document the process:

• Pre-clean checklist and photos (showing problem areas) signed off with the client’s contact.
• On-site COSHH folder listing all products used and their data sheets.
• Post-clean checklist and a short maintenance plan for the first two weeks after reopening (daily wipe-downs, initial floor care).
• Clear incident reporting form in case of discovered contamination, damage, or unexpected hazards.

Staged re-entry and handover

When reopening is phased, coordinate cleaning to match access and staff movement:

• Schedule cleaning of core areas (kitchens, toilets, meeting rooms) first to provide safe spaces for early staff arrival.
• Leave a small supply kit for the client: surface sanitiser spray (labelled), microfibre cloths, and hand sanitiser dispenser refill.
• Walk the site with the client or facilities manager for final sign-off and to explain any follow-up actions (like carpet drying times or continued ventilation needs).

Quick reference product table

Preparing an empty office properly prevents delays, protects staff and clients, and ensures the deep clean delivers lasting results. If you’d like, I can share a downloadable checklist template or a COSHH folder template adapted to your site — it’s saved me and my clients a lot of time when reopening sites after long closures.