Cleaning Schedule & Quality Control 2026/2027 – Cleaning Log, Deviations | Excel, Word & PDF

Plan your cleaning, document what has been performed, and follow up on quality – without an expensive management system. Cleaning Schedule & Quality Inspection 2026/2027 is a digital template package for cleaning companies, cleaners, property managers, offices, housing cooperatives, and other operations with recurring cleaning services. The package contains Excel tools with 7 sheets, as well as editable Word documents and PDFs in Swedish and English.

What is included in the package

13 delivery files in a ZIP – six editable DOCX files, six corresponding searchable PDF files, and one Excel workbook in XLSX format.

Excel with 7 interconnected worksheets

• Overview: number of sites, scheduled tasks, completed tasks, performance rate, delayed tasks, percentage of approved checkpoints, and open deviations.
• Sites: up to 100 sites with customer contact, scope, agreed frequency, and start date.
• Cleaning Schedule: 200 schedule rows with unique Plan-ID, area, work task, date, performer, status, and automatic delay marking.
• Performance Log: 200 rows for actual work performed, date, Plan-ID, performer, and proof of work.
• Quality Inspection: 150 checks with number of assessed vs. approved points and automatic approval rate.
• Deviations: 150 case rows with priority, responsibility, deadline, status, and overdue control.
• Read me: input guide, interpretation of key figures, sources, and important limitations.

How to use the cleaning schedule

1. Register the customer's site and agreed scope in 'Sites' with a unique Site-ID.
2. Add recurring work tasks and dates in the 'Cleaning Schedule' with separate Plan-IDs and status options.
3. Register actual work performed with the Plan-ID in the 'Performance Log'.
4. Conduct quality inspections according to the requirements agreed upon with the customer and document the actual results.
5. Register non-approved tasks and improvements in 'Deviations' with a responsible person and deadline.
6. Monitor performance rate, deviations, and recurring quality issues via the 'Overview'.

Calculation examples for performance and quality

If ten tasks are scheduled and seven are marked Done, the performance rate becomes 70 percent. If 16 checkpoints are assessed during a quality inspection and 14 are approved, 87.5 percent approved checkpoints are displayed. These key figures measure different things and should not be added together.

INSTA 800 and work environment 2026/2027

According to SIS, SS-INSTA 800-1:2018 is a current Nordic standard for assessing cleaning quality. The older SS 627801:2012 has been withdrawn. This package does not reproduce the copyrighted measurement system or inspection tables of the standard, nor does it claim that the supplier is certified. For requirements concerning actual INSTA 800 inspection, the customer must have access to the relevant standard and apply it separately.

The Swedish Work Environment Authority’s (Arbetsmiljöverket) regulations on chemical risks, including AFS 2023:10, may be relevant when cleaning agents and other sources of chemical risk are used. The employer must personally conduct relevant risk assessments, provide instructions, and determine protective measures. A cleaning checklist or deviation register does not replace this work.

Practical use cases

Suitable for office cleaning, stairwell cleaning, retail premises, property maintenance, commercial cleaning, and follow-up between the client and the cleaning provider. Special healthcare, food, and other hygiene environments may require specific regulations and routines beyond this general package.

Common pitfalls

• Omitting scope, frequency, or the customer's accepted quality level.
• Counting planned cleaning as performed without separate proof of work.
• Including checkpoints that are "not applicable" among failed inspections.
• Closing a deviation case without checking the corrective action taken.
• Assuming that self-inspection automatically implies INSTA 800 certification.

Frequently asked questions

Is a Word cleaning checklist included?

Yes, both the cleaning schedule/quality inspection and deviation report are delivered as editable DOCX files in Swedish and English, with corresponding PDF versions.

Can Excel be used by a small cleaning company?

Yes. Sites, tasks, assignments, and quality control are handled in standard Excel without subscriptions or macros.

Is the performance rate calculated automatically?

Yes. It is based on registered planned tasks and those marked as Done. The performance log is separate for traceability.

Is the product certified according to SS-INSTA 800?

No. It is a separate administrative aid and not a copy of or certification according to the standard.

Are Swedish and English versions included?

Yes, Word documents and guides are available in both languages. The Excel workbook has Swedish sheet names and is developed for Swedish conditions.

Format, delivery, and sources

File formats: DOCX, PDF, XLSX. Language: Swedish + English (Excel in Swedish). Version: 1.0. Reviewed: 2026-10-12. Delivery: downloadable ZIP archive, 13 files. In cases of complicated work environments or standardized inspections, a specialist may need to be consulted.

Primary sources: SIS – SS-INSTA 800-1:2018, Arbetsmiljöverket – Chemical risks and Arbetsmiljöverket – AFS 2023:10.

Disclaimer: A general administrative template that needs to be adapted to contracts, sites, work environment, and current rules. Not legal advice, regulatory decisions, or standard certification.