What Slows Down Cleaning & Janitorial Services Submissions - and How to Fix It

Common Bottlenecks in Cleaning & Janitorial Submissions

When submitting cleaning and janitorial services clients, agencies often run into avoidable delays. These slowdowns don't just frustrate your team—they can hold up the entire underwriting process, reduce your placement speed, and impact client satisfaction. Common issues include missing documents, vague business descriptions, incomplete payroll splits, and misaligned carrier program fits. Below, we break down these bottlenecks and how to fix them to streamline your workflow and improve outcomes.

Missing or Incomplete Documents

One of the most frequent delays in cleaning and janitorial submissions is missing or incomplete documentation. These businesses often require proof of licensing, bonding, and safety certifications. If any of these are missing or not up to date, underwriters may push back, request rework, or even delay the submission entirely.

• Fix: Before submitting, confirm that the client has the necessary documentation. This includes proof of business license, liability insurance, bonding certificates, and any state-specific certifications (e.g., OSHA compliance, chemical-handling training).
  View our guide on niche-specific documentation

Vague or Unspecific Business Descriptions

Cleaning and janitorial services are not one-size-fits-all. Businesses in this niche vary widely in the types of clients they serve, the size of the facilities they clean, and the specific nature of their services (e.g., on-demand, full-service, or deep cleaning). Failing to define these details can lead to confusion during underwriting and result in a slower process.

• Fix: Provide a clear and detailed description of the client’s operations. Include the types of facilities (commercial, residential, healthcare), the size of the buildings or properties, and the scope of the cleaning services offered. This helps underwriters assess risk and align the submission with the carrier’s appetite.
  Explore workers' comp considerations for cleaning services

Incomplete Payroll or Classification Details

Accurate payroll and employee classification are critical for workers' compensation. Cleaning and janitorial services often have a mix of full-time and part-time employees, and sometimes use independent contractors. If the submission lacks a clear payroll split or employee count, it can lead to delays or misrating.

• Fix: Ensure the submission includes a detailed breakdown of payroll by classification (e.g., full-time vs. part-time, hourly vs. salaried) and the number of employees. If the business uses independent contractors, clarify that in the submission and, if needed, provide documentation showing the nature of their relationship.
  Review our agency playbooks for payroll clarity

Lack of Program Alignment

Some cleaning and janitorial services may be better suited for a carrier program or a PEO model. Failing to consider these options can lead to a mismatch with the carrier’s appetite, which can slow the submission process or lead to denial. This is especially common in niches with specific risk profiles or operational models.

• Fix: Review the client’s operations and consider whether a carrier program or PEO model might be a better fit. If so, align the submission accordingly to improve placement speed and outcomes. This includes tailoring the submission to the program’s requirements and ensuring it reflects the client’s operations accurately.
  Check out our guide on carrier programs and appointments

State-Specific Rating Bureau Requirements

Some states, including California and New York, use their own independent rating bureaus with unique requirements. Failing to align the submission with these standards can lead to requests for additional documentation, rework, or delays. This is especially true for workers' compensation, where the rating bureau governs the classifications.

• Fix: Review the client’s state-specific requirements and ensure the submission is tailored to meet the local bureau’s expectations. If you’re unsure about the requirements, send the client to their state’s rating bureau for confirmation. For example, California uses the WCIRB and New York the NYCIRB. Always use the correct bureau for the state in question.
  How submissions differ from state to state

Outdated or Inaccurate Risk Assessments

If the submission includes outdated or inaccurate risk assessments, underwriters may request new evaluations. This can significantly slow the process and delay the client’s coverage. This is especially common if the business has implemented new safety protocols or if the risk assessment is based on old loss runs.

• Fix: Ensure the submission includes up-to-date risk assessments, including recent loss runs, safety training records, and any changes in the client’s operations. If the client has implemented new safety protocols, highlight those in the submission to show a proactive approach to risk management.

Inconsistent or Missing Safety Protocols

Cleaning and janitorial services often involve the use of chemicals, heavy equipment, and physical labor. If the submission does not include details about the client’s safety protocols, underwriters may assume higher risk and request additional information. This can slow the submission and impact the client’s ability to secure coverage quickly.

• Fix: Include a summary of the client’s safety protocols in the submission. This should cover topics like chemical handling, equipment maintenance, and employee training. If the client has a written safety plan, include a summary of it in the submission.
  Explore workers' comp considerations for cleaning services

Improper Use of Loss Runs

Loss runs are a key part of the submission for cleaning and janitorial services, especially for workers’ compensation. If the loss runs are incomplete, outdated, or not properly formatted, underwriters may request new ones or delay the submission. This is a common issue that can be avoided with proper preparation.

• Fix: Ensure the submission includes complete and up-to-date loss runs for all relevant lines. This includes workers’ compensation, general liability, and any other lines of coverage the client has. If the client has a history of claims, make sure to include the details in the submission.