Cleaning inspection reports, drafted in each customer's format from your supervisors' notes and photos.

Today an inspection lives in pieces: a supervisor's checklist or app entries room by room, ratings in your company's own words, photos on a phone, a note that a restroom was re-cleaned, and the customer's form, which may rate rooms differently and want a signature or a fix date. An account manager or quality manager puts it together, rewrites it in the customer's terms and sends it.

For the test, AI reads copies of those notes and photos for inspections you already reported and drafts each report in the format that customer uses: area by area, each item with the rating your supervisor gave it, photos placed beside the item they show, and the corrective action and its date where your records hold them. Every failed item with no fix recorded, and every room on the customer's list that nobody inspected, goes on a list for your account manager. The draft never changes a rating.

The customer's form sets the rating words. GSA's Contract Cleaning Inspection Report, Form 1181A, revised in December 1997 and prescribed by the agency's Custodial Management Desk Guide, rates each area inspected as satisfactory or unsatisfactory. An unsatisfactory rating has to be explained in the remarks column, with a quantity given by measure or by count, and the form records the room, corridor or lobby, the building, report and contract numbers, the inspector's printed name and signature, the times the inspection started and finished, and the time and date the contractor received it. Other customers rate on points or levels of their own. Where your supervisor's scale and the customer's don't line up, the draft shows both and asks your reviewer; it never turns a mark into a pass or a fail.

A failed item starts a clock. Riverside County, California's janitorial agreement, approved by its board on August 1, 2023 and running to June 30, 2027, has the county give written notice of observed deficiencies before it deducts. It may let the contractor perform the work again at no extra cost, with corrective action completed within 24 hours of notice, and the original inspection result stands after the re-inspection, though work done right the second time is paid. Anything not re-performed is deducted at the agreement's prices, or estimated with engineered performance standards or the contract's wage determinations. So the draft dates each failed item and its fix, and lists every one with no fix recorded inside the customer's window.

Inspections are only one of the ways a customer checks. The same agreement names routine inspection, random sampling without extrapolated deductions, planned sampling, incidental inspections and validated customer complaints, and it uses your time sheets, or the site's own sign-in sheets, when a cleaner fails to show and nobody replaces them. The draft lists the complaints and staffing gaps your records show for the period beside the inspection, so your account manager reads the month as the customer will.

Some findings are safety questions, not cleaning scores. OSHA's bloodborne pathogens standard, 29 CFR 1910.1030, has the employer set a written cleaning schedule and decontamination method by location, type of surface, type of soil and task, and decontaminate surfaces immediately or as soon as feasible after a spill of blood or other potentially infectious material. In an April 17, 1992 letter OSHA said it does not generally consider janitorial staff in non-health care buildings to have occupational exposure, leaving the employer to judge each job case by case; a December 4, 1992 letter says someone whose job includes cleaning and decontaminating contaminated areas does have it. When a supervisor's notes mention blood, a needle or a body fluid spill, the draft quotes that note on a line of its own for your account manager and safety lead and adds nothing about how it was handled. This is not safety or legal advice.

What your account manager decides. Your reviewer, usually the account manager or quality manager who sends these reports, checks every rating against the supervisor's notes, every photo against its item, every fix and its date, and the list of rooms nobody inspected. They decide what the customer reads and when it goes. During the test, no report reaches a customer, a property manager or a cleaner.

If your reviewer says yes, each new inspection gets a draft for about 30 days, in the format each customer already receives.

Your account manager edits, approves and sends every report. Re-cleans, replies to the customer and any talk of a deduction stay with your team.

After that month, the next job is a new decision with a new price.