What documentation should I get from my Ottawa construction cleaner for insurance purposes?

Getting the right documentation from your construction cleaner before work begins is one of the most important steps a homeowner can take, and it is something many people overlook entirely until a problem arises. In Ottawa, post-construction cleaning involves ladders, heavy equipment, chemical products, and workers operating in partially finished spaces — all of which carry real risk of injury or property damage. Having proper documentation on file protects you financially and legally if something goes wrong on your property.

The Essential Documents to Request

The single most important document to obtain is proof of WSIB (Workplace Safety and Insurance Board) coverage. In Ontario, WSIB is the workplace injury insurance system, and if a cleaning worker is injured on your property without coverage, you as the homeowner can be held financially responsible for their medical costs and lost wages. Ask the contractor for a WSIB Clearance Certificate, which you can also independently verify through the WSIB Ontario website using the contractor's account number. The certificate should be current — request one dated within 30 days of your project start date, as they expire.

The second critical document is a Certificate of Insurance for Commercial General Liability (CGL) coverage. For post-construction cleaning work in Ottawa, you should require a minimum of 2 million dollars in liability coverage. The certificate should name you as an additional insured on the policy for the duration of the work. This protects you if the cleaning crew damages your new hardwood floors, scratches your fresh windows, or causes water damage during the cleaning process. Ask to see the actual certificate — not just a verbal assurance — and confirm the policy is active and not about to expire.

Request a written, itemized quote or contract before any work begins. This document should specify exactly what surfaces and areas will be cleaned, what cleaning methods and products will be used, how debris will be disposed of, the total price broken down by service, and the expected timeline. In Ottawa, construction debris must be disposed of at Trail Road Landfill or approved transfer stations — not in residential bins — so your contract should confirm compliant disposal is included. A written scope of work also protects you if the contractor later claims certain tasks were outside the agreement.

For projects where your home needs to pass a City of Ottawa occupancy inspection, ask your cleaner to provide a completion report or service record documenting what was cleaned and when. While this is not a formal regulatory document, it creates a paper trail that can be useful if an inspector identifies a deficiency and you need to demonstrate what cleaning work was performed.

If the cleaning involves any chemical products — degreasers, grout haze removers, concrete sealers, or solvents — the contractor should be able to provide Safety Data Sheets (SDS) for those products under WHMIS 2015 requirements. This matters especially if you or your family have sensitivities, or if you are moving into the space shortly after cleaning and want to understand VOC exposure and ventilation requirements.

Finally, keep a copy of any warranty or satisfaction guarantee the contractor offers in writing. Most reputable cleaners will return to address missed areas if notified within a reasonable window — typically 24 to 48 hours after completion — but this needs to be in writing to be enforceable.

Collecting all of this documentation before work starts takes about ten minutes and can save you enormous headaches. If a contractor is reluctant to provide WSIB certificates or proof of insurance, treat that as a serious red flag. Homeowners can browse cleaning contractors through the Ottawa Construction Network directory at justynrookcontracting.com, where you can contact contractors directly and ask for this documentation as part of your initial conversation.