Most disagreements with a facility staff provider start with a vague brief. "Keep the office clean" or "handle admin support" means different things to different people. A written scope of work solves this. It does not need to be long. It needs to be specific. Here is a simple structure you can use for office boys, pantry boys or housekeeping staff.
1. Basic details
- Office address and floor or area covered.
- Working days and hours.
- Number of staff, minimum two for every service.
- Start date and contract period.
- A named contact person on your side.
2. Daily duties
List the tasks that happen every day. For example:
- Office boy: movement of documents and files, courier, photocopying and filing support, stationery, meeting-room setup, serving water.
- Pantry boy: tea, coffee and beverage service, serving water and refreshments, cleaning the counter, sink and utensils, restocking.
- Housekeeping: sweeping and mopping, dusting, washroom cleaning and sanitisation, glass and partition wiping, dustbin emptying.
3. Periodic duties
Some tasks do not happen daily. Write the frequency next to each: weekly, monthly or on request. Deep-cleaning support should be listed explicitly if you want it.
4. Timings and shifts
Describe when tasks happen. For housekeeping, you might want a morning round before staff arrive and washroom rounds during the day. For pantry staff, list the beverage rounds. For office boys, list document rounds and opening and closing times.
5. Materials, equipment and consumables
Say who supplies:
- Cleaning materials and machines.
- Tea, coffee, sugar and disposables.
- Stationery.
- Washroom consumables.
This is often the missing piece. If it is not written, it will be disputed.
6. Standards
State what "done" looks like. A short standard avoids guesswork. For example, "washrooms are cleaned and checked three times a day" or "pantry counters are clear and wiped after each round".
7. Reporting and communication
Agree who gives instructions, how problems are reported and how changes to the scope are requested. One point of contact on each side keeps things simple.
8. Leave and replacement
Write down how absence is handled: how quickly a replacement is arranged and who informs you.
9. Verification and paperwork
Record that staff are verified through ID, address and reference checks, and who handles statutory paperwork where applicable.
10. Review and changes
Agree a regular review, for example weekly in the first month and monthly after that, and how changes to the scope are confirmed in writing.
Keep it short and shared
One or two pages is enough. Share it with your team, the provider and the staff on site. Update it when your office changes.
Use it with a provider
A good provider will discuss the scope with you, ask questions about your office and then put everything in a written quotation. Vucare does this for every client. For local detail, see Office Boy Services in Indiranagar and Office Boy Services in MG Road, or our general page on Office Boy Services in Bangalore. If you are comparing agencies, read how to choose an office boy agency.
Call us to discuss your requirement.
Common mistakes to avoid
- Writing duties in general terms such as "keep it clean".
- Leaving out who supplies materials, equipment and consumables.
- Forgetting to list periodic tasks and their frequency.
- Never reviewing the scope after the first month.
A short written plan and a quick weekly review avoid most of these problems.
Frequently asked questions
What is the minimum number of staff? Every Vucare service starts at a minimum of 2 staff. We do not supply a single person.
How do I get started? Call or message us on WhatsApp. We discuss your requirement, agree duties and timings, and send a transparent written quotation.