In-house or outsourced cleaning: how should a small business decide?

A small business can organise cleaning with its own employees or buy the service from a legally independent provider. Both arrangements can work, but they do not shift the same responsibilities. Before comparing prices, define exactly what “in house” and “outsourced” mean in your situation.

This guide looks at employer duties, total cost, absence planning, workplace safety and the written service scope. If you have already decided to outsource and are choosing between a self-employed individual and a cleaning company, read our comparison of the two external provider models.

Start by defining the two arrangements

In-house cleaning is carried out by someone employed by your business: either the work forms part of an existing role or you recruit specifically for it. Outsourced cleaning is supplied under a service contract by a self-employed individual or a company that organises its own activity.

This distinction matters. Regularly assigning tasks to someone does not automatically make them an independent provider; the legal framework must match the relationship in practice. If you are unsure, ask the CCSS, the ITM or your legal adviser.

Describe the same need before comparing

Set the same baseline for both scenarios: areas, tasks, frequency, possible times, access, equipment, storage, periodic work and the plan for absence. Our cleaning plan can help you structure the list.

Without that baseline, you may compare an hourly wage with an invoice that includes other elements, or a limited outsourced service with a much wider internal role. The numbers may look precise while describing different requirements.

In house: employer duties still apply

If cleaning is added to an existing employee's duties, check that the work is compatible with their role and contract. A contract amendment or written arrangement may be needed, depending on the scale of the change. If you recruit, the usual employer duties apply, including the contract, social security registration, pay, leave, working time and declarations.

Workplace safety also remains your responsibility. That includes assessing risks, providing instructions and suitable equipment, and explaining how products must be used and stored. An occasional task still needs an appropriate safety framework.

Outsourced: what is transferred, and what is not

The provider organises its staff and delivers the scope stated in the quotation. Depending on the agreement, it may also supply equipment, handle follow-up and plan for absence. None of this should be assumed: the offer must say what is included and what remains your responsibility.

The client still has practical duties. It must communicate access rules, site-specific hazards and the information needed for the work. When employees of several companies work at the same location, their employers must cooperate on risk prevention.

Compare full costs, not one hourly figure

For the in-house option, include pay, social contributions, leave, management time, equipment, products, training and absence planning. If cleaning is added to an existing role, include the time the employee can no longer spend on their main work.

For the outsourced option, start with the invoice and then check exclusions, periodic tasks, changes in scope and VAT according to your position. Always compare the same tasks and frequency. A single hourly figure does not show which arrangement costs less overall.

Plan realistically for absence and continuity

In house, another employee may cover an absence, some tasks may wait or temporary help may be arranged. The plan should be agreed without overloading another member of staff or improvising at the last minute.

An outsourced provider may be able to send another person, but this is not automatically guaranteed. The contract should say whether cover is planned, the expected timeframe and any limits. Neither arrangement alone guarantees that every visit will take place.

Workplace safety, products and access

In both arrangements, identify sensitive surfaces, authorised products, required equipment and hazardous areas. Alarm procedures, keys, codes and access times should be shared only with the people concerned and through a clear process.

In house, these rules form part of your employer organisation. With a provider, the companies involved must share them and include them in the work instructions. An invoice does not replace the coordination required on site.

Questions to ask before signing

If you are considering outsourcing, check:

• Which legal entity signs the contract, and does it have the appropriate authorisation and insurance?
• Who will actually attend, who is your contact and may any work be subcontracted?
• Which areas, tasks, frequencies and exclusions are written into the offer?
• Who supplies, stores and replaces the equipment and products?
• What is actually planned if the usual person is absent?
• How are access, safety instructions and incidents managed?
• What times are possible and how will a change in requirements be recorded?
• Is the offer based on a site visit and an accurate description of the premises?

For more detail on the written framework, see our page about a contract cleaning agreement.

Subcontracting: ask for transparency

Subcontracting is not automatically a sign of poor quality. It does change who may enter the premises and how instructions are passed on. Ask whether subcontracting is possible, who supervises the work, how people are identified and whom you contact if there is a problem.

Make the decision without shortcuts

In-house cleaning may fit when the work is compatible with a clearly defined role, the employer can manage the duties and safety requirements, and the absence plan is realistic. Outsourcing may fit when you prefer to buy a defined scope and limit day-to-day management, provided the contract is precise.

There is no universal winner. The sound decision is based on the same requirement, full costs, actual responsibilities and clear written commitments.

Official information for Luxembourg

• Guichet.lu — Declaring an employee's entry to the CCSS. Accessed 10 August 2026.
• Guichet.lu — Employer duties, workplace safety and cooperation on site. Accessed 10 August 2026.
• Guichet.lu — Amending an employment contract. Accessed 10 August 2026.