How to Hire Cleaning Contractors (4-Phase System for Reliable Cleaners)
- Diem Martin
- May 21
- 5 min read
Recruiting the right independent cleaning professionals is one of the most challenging—and most important—parts of running a cleaning referral agency.
When you’re first starting, it can feel like the hardest part of the business.
And honestly, it is.
But over time, something interesting happens.
As your:
Client base grows
Cleaner network strengthens
You’ll start getting referrals from your own cleaners.
And recruiting becomes easier.
Who This Is For
This is for you if:
You’re struggling to find reliable cleaners
You’re dealing with no-shows or inconsistent quality
You want a repeatable system to recruit the right people
You’re building (or considering) a referral agency model using independent cleaning professionals
My Background (Why This Matters)
If you’re new here, I started with a traditional cleaning business where I had W-2 employees and ran that for about four years.
In 2015, I transitioned into a referral agency model where I work with independent cleaning
professionals instead.
Since then, I’ve refined and fine-tuned this recruitment system.
Today, my business runs mostly on autopilot, and I’ve used that income to invest in real estate and create a more flexible, semi-retired lifestyle.
Why Recruiting Matters More Than You Think
Not all cleaners you recruit are equal.
Some may only take a few jobs per month—and that’s fine. The system still works, and I don’t have to manage them.
But your strong recruits—the ones who consistently take jobs—can generate about:
$1,500 per week in revenue
60% goes to them
40% goes to the agency
That’s about $2,400 per month to your business from one cleaner.
Now multiply that by 5, 10, or 20 cleaners.
This is why recruiting isn’t just an operational task—it’s a revenue driver.
One strong cleaner can:
Generate consistent income
Require very little oversight
Be invited back by clients repeatedly
One poor fit can:
Lead to complaints
Damage your reputation
Cost you future business
The Two Problems You’re Actually Solving
Most people think recruiting is about getting applicants.
It’s not.
You’re solving two specific problems:
Getting applicants to actually show up
Finding people who are truly qualified
If you’ve recruited before, you already know:
No-shows are common
“Good on paper” doesn’t mean good in practice
The 4-Phase Recruitment System
Here’s the system I use to filter for reliable, self-sufficient cleaning contractors:
Post Jobs
Screen Leads
Vet Candidates
Interview and Orientation
The goal is to filter at every step so that by the time someone reaches you, they are already highly qualified.
Phase 1: Post Jobs (Your First Filter)
Before you even post a job, your website should have a “Work With Us” or “Job Opportunities” page.
This serves two purposes:
Job seekers can learn about your agency
Your current cleaners can easily refer others
On that page, you should explain:
What it’s like to work with your agency
The benefits
How the process works
How to apply electronically
Now, your job post itself should be concise and specific.
You are not trying to get more applicants.
You are trying to get better ones.
I’m not looking for high volume—I’m looking for qualified cleaners.
Sometimes I post and only get 3–4 responses.
That’s ideal.
Because I’ve seen people get 50 or even 100 responses… and then only 2 people actually show up.
Your job post should:
Clearly state requirements
Set expectations upfront
Explain why it’s beneficial to work with your agency
Direct them exactly how to apply
This is your first and most important filter.
Phase 2: Screen Leads (Fast and Efficient)
Once someone submits an inquiry form, that should go directly into your system.
In my business, my virtual assistant handles this entire step.
They review:
Whether the candidate meets the qualifications
Whether their answers reflect real experience
Some people apply just because they’re interested—but their answers show they don’t meet the criteria.
We filter those out immediately.
If they qualify:
My VA contacts them
Reviews the job details
Explains what they can and cannot expect
Covers how the referral model works
Touches on basic legal and tax expectations
Clarity here is critical.
You don’t want someone moving forward only to realize later that it’s not a fit.
If they don’t qualify:
We send a rejection email
But we also ask for referrals
And offer an incentive for referring others
So you’re never wasting that interaction.
Phase 3: Vet Candidates (Reference Checks That Actually Matter)
If they’re still interested, they move on to a second application.
This includes:
Personal references
Professional references
Work preferences
Availability for interview and orientation
This is essentially part two of their application.
I intentionally break this into steps.
If you present a long, multi-page application upfront, it can feel overwhelming—especially when they’re not yet invested.
But after they’ve had a conversation and understand the opportunity, they’re more likely to complete it thoughtfully.
This improves:
The quality of their answers
The quality of their references
While they’re waiting for the interview, my VA is contacting those references.
This step needs to be completed—or mostly completed—before the interview.
Because I don’t want to spend time interviewing someone who isn’t already qualified.
Phase 4: Interview and Orientation
By the time someone gets to the interview, they are already about 95% qualified.
So the interview is not about determining if they’re qualified.
It’s about assessing:
How they think
How they communicate
How they handle real situations
For example, I might ask:
“What would you do if you showed up and couldn’t get into the home?”
You’re looking for someone who can problem solve.
If they pass the interview:
We move directly into orientation during the same meeting.
We block 30 to 90 minutes for this.
This allows us to:
Avoid scheduling another meeting
Reduce drop-off between steps
Complete onboarding more efficiently
If they don’t pass:
We thank them for their time
Follow up with a rejection email
And still ask for referrals
What This Looks Like Operationally
Up until the interview, my total involvement is minimal.
In most cases, it’s about a 3-minute phone call to schedule the interview.
Everything else is handled by:
The system
My virtual assistant
So instead of managing people, I’m managing a process.
Why This System Works
This process allows you to:
Filter early
Save time
Maintain quality
Protect your reputation
And over time:
Better cleaners → better clients → better referrals
Recruiting Is Not Hiring
This is an important distinction.
Recruiting independent cleaning professionals is not the same as hiring employees.
The structure, expectations, and relationship are different.
If you haven’t fully made that shift yet, it’s worth understanding how the referral agency model works as a whole.
If You Want to Go Deeper
If you want to understand how this all fits together—because recruiting the right cleaners is only part of it—I have a free training where I break down the full referral agency model.
I also go deep into how to price your services so you stay competitive, attract high-quality cleaners, and still maintain strong profit margins.
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