Why WSIB and Insurance Matter When Hiring a Cleaner
Ontario business owners sometimes treat WSIB and insurance verification as optional formalities. They're not. Here's what's at stake:
WSIB gap scenario: A cleaning technician slips and falls on your property during a cleaning shift. Their employer doesn't have active WSIB coverage. Under Ontario's Workplace Safety and Insurance Act, you as the property owner where the injury occurred may be assigned responsibility for the worker's compensation costs — costs that could run tens of thousands of dollars for a serious injury.
Insurance gap scenario: A cleaning technician accidentally breaks an expensive piece of equipment, or a window, or spills cleaning solution on expensive flooring. If the cleaning company's liability insurance is lapsed or inadequate, you're pursuing a potentially uncollectable claim against a small business instead of filing against an insurance policy.
Subcontractor gap scenario: The cleaning company you hired uses a subcontractor to cover shifts. That subcontractor isn't on the cleaning company's WSIB account and doesn't have their own coverage. A worker gets injured. Now the gap is unclear — the principal contractor points to the subcontractor, the subcontractor is uninsured, and you're in the middle of a dispute.
None of these scenarios are rare. They're common enough that verifying these documents before starting any cleaning contract is standard commercial practice, not excessive caution.
WSIB: What It Is, What to Request, and How to Verify
What WSIB Covers
The Workplace Safety and Insurance Board (WSIB) is Ontario's no-fault workplace injury insurance system. When an employee is injured at work, WSIB provides wage replacement, medical benefits, and rehabilitation — regardless of who was at fault. Employers pay premiums to WSIB based on their industry classification and payroll.
In commercial cleaning, WSIB coverage is mandatory for companies with employees. Some small operators attempt to classify all their workers as "independent contractors" to avoid WSIB premiums — a practice WSIB actively audits. If a "contractor" assigned to clean your facility is actually an employee by WSIB's test criteria (working exclusively for one company, using that company's equipment, following that company's schedule), they should be covered under WSIB regardless of what they're called.
What to Request: The Clearance Certificate
Don't accept a verbal assurance that a company has WSIB coverage. Request a WSIB Clearance Certificate — an official document issued by WSIB, not created by the cleaning company. A clearance certificate confirms:
- The company's WSIB account number
- That the account is in good standing (premiums current, no outstanding amounts owing)
- The certificate issue date and expiry date (typically 90 days)
How to Verify a WSIB Clearance Certificate
Don't just review the certificate — verify it. WSIB provides an online certificate verification tool at wsib.ca. Enter the certificate number from the document the cleaning company provided and confirm that it matches what's on file with WSIB. This prevents the small but real possibility of a fabricated certificate.
Commercial General Liability Insurance: What to Request
Commercial general liability (CGL) insurance protects you if the cleaning company's work causes property damage or personal injury to third parties on your premises. For a commercial cleaning company in Ontario, you should require:
Minimum Coverage
- $2 million per occurrence, $2 million aggregate — the minimum standard for commercial cleaning in Ontario
- $5 million — appropriate for healthcare facilities, daycares, high-value commercial spaces, or multi-tenant buildings
What to Request
Ask for a Certificate of Insurance (COI) from the cleaning company's insurance broker — not a letter from the cleaning company. The COI should:
- Name the cleaning company as the insured
- Show the policy period (confirm it's current)
- Show the coverage limits
- Name your business as an additional insured
- Include a clause that you will be notified if the policy is cancelled
What CGL Typically Covers
- Property damage caused by the cleaning crew (broken windows, spilled chemicals on equipment, damaged flooring)
- Bodily injury to third parties caused by cleaning operations (a visitor slipping on a wet floor the crew failed to sign)
- Completed operations coverage (claims that arise after the cleaning work is completed)
What CGL Typically Does Not Cover
- Worker injuries (covered by WSIB, not CGL)
- Employee theft (covered by a separate crime or fidelity bond)
- Professional liability (errors and omissions from advice — rarely relevant for cleaning)
Bonding: Is It Required and Should You Ask for It?
A surety bond (often called a cleaning bond or janitorial bond) is separate from liability insurance. It provides coverage specifically for theft or intentional damage by employees. If a cleaning technician steals from your facility, CGL insurance won't cover it — that's a criminal act, not an accidental one. A bond covers it.
Bonding is not legally required for cleaning companies in Ontario. But given that cleaning crews often work in your facility after hours with unsupervised access, it's a reasonable request — particularly if your facility contains:
- Petty cash or accessible cash drawers
- Expensive portable equipment (laptops, cameras)
- Medication or controlled substances (pharmacies, medical offices)
- Confidential files or documents
- Valuable personal property of tenants or patients
Most reputable commercial cleaning companies carry bonding as standard and can produce documentation on request. A company that resists this question warrants scrutiny.
Subcontractor Coverage: The Most Overlooked Gap
Many small to mid-size cleaning companies use subcontractors to cover routes, fill absences, or handle overflow during peak periods. This is common practice — but it creates a coverage gap if not managed correctly.
The Three Acceptable Models
Questions to Ask Before Signing a Cleaning Contract
"Can you provide a current WSIB clearance certificate?"
A straightforward request. Any legitimate cleaning company will have this available within a day. If there's hesitation, ask why.
"What is your liability coverage limit and can you name us as an additional insured?"
Get the coverage amount, confirm it meets your threshold (minimum $2M), and request the COI with additional insured endorsement. Allow a few days for the broker to issue the updated certificate.
"Are your cleaning staff employees or independent contractors?"
Employees should be on the company's WSIB account. Independent contractors should have their own WSIB coverage. A mix of both is fine — but the coverage for each must be confirmed.
"Do you use subcontractors, and if so, how is their coverage documented?"
Get a clear answer and document it in the contract. If subcontractors are used, specify the coverage requirement.
"Are your employees bonded?"
Particularly relevant if the crew will have after-hours unsupervised access. Ask for documentation if bonding is claimed.
"Do you carry crime coverage or employee dishonesty insurance?"
A separate crime or fidelity policy covers theft by employees beyond what a standard bond provides. Relevant for higher-value facilities or those with accessible valuables.
What to Put in the Contract
Beyond collecting documents, the cleaning contract should include provisions that protect you if coverage lapses:
- Requirement for the cleaning company to maintain minimum WSIB coverage throughout the term, with annual clearance certificate renewal
- Requirement for minimum CGL coverage limits, with your business named as additional insured
- Obligation to notify you within a specified period (e.g., 5 business days) of any lapse in WSIB or insurance coverage
- Right to suspend the contract without penalty if coverage cannot be confirmed
- Subcontractor disclosure obligation — notification and coverage documentation requirement for any subcontractor performing work at your facility
These provisions are straightforward and any reputable cleaning company should accept them without objection. Resistance to reasonable insurance and WSIB provisions in a contract is itself a signal about how the company operates.
Frequently Asked Questions
What is a WSIB clearance certificate and why does it matter?
A WSIB clearance certificate is an official document issued by the Workplace Safety and Insurance Board (WSIB) confirming that a business's WSIB account is in good standing — meaning their premiums are current and there are no outstanding issues. It matters because if a cleaning worker is injured on your property and their employer doesn't have current WSIB coverage, you as the property owner may be held liable for that worker's compensation costs. A clearance certificate is the only way to verify standing — a verbal assurance or old certificate is not sufficient.
How do I verify a cleaning company's WSIB clearance certificate in Ontario?
You can verify a WSIB clearance certificate directly on the WSIB website at wsib.ca using the certificate number provided by the contractor. The online verification tool confirms whether the certificate is genuine and current. Certificates have expiry dates — typically 90 days from issue — so request a fresh certificate before each contract start date and annually thereafter.
What liability insurance does a commercial cleaning company in Ontario need?
A commercial cleaning company in Ontario should carry at least $2 million in commercial general liability (CGL) insurance. For cleaning regulated facilities (healthcare, daycares) or high-value commercial spaces, $5 million CGL is preferable. Request a Certificate of Insurance naming your business as an additional insured — this ensures you are notified if the policy is cancelled and that the coverage extends to incidents involving your premises.
What happens if a cleaning company uses subcontractors who aren't covered by WSIB?
If a cleaning company uses subcontractors who lack their own WSIB coverage, the principal contractor's WSIB account may be held liable — and potentially you as the property owner who retained the principal contractor. Under Ontario's OHSA and WSIB regulations, companies that subcontract work are responsible for confirming their subcontractors are either covered under the principal's WSIB account or have independent coverage. Always ask whether subcontractors are used and request clearance documentation for them.
Do commercial cleaning companies in Ontario need bonding?
Surety bonding (often called a 'cleaning bond' or 'janitorial bond') protects clients against theft or property damage caused by cleaning staff. While not legally required in Ontario, bonding is a reasonable request for any cleaning company that will have unsupervised access to your facility — especially overnight access with key or fob entry. Ask whether staff are bonded and request documentation. Reputable cleaning companies carry bonding as standard; those that don't are taking on more risk than they should.
WSIB Compliant. $5M Insured. Bonded.
We carry active WSIB coverage, $5M commercial general liability insurance, and bonding on all our cleaning staff. We can provide a WSIB clearance certificate and Certificate of Insurance naming your business as additional insured before the first visit. Serving commercial offices, warehouses, licensed daycares, and healthcare facilities across the GTA.
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