Every year, thousands of cleaning businesses approach facilities management companies looking for subcontracting work. Most never hear back. A smaller number get a response, submit their documents, and are told they have been added to the supplier list — and then wait months for work that may never materialise. A very small number get onto the preferred supplier list, receive regular job notifications, and build a meaningful pipeline from FM relationships.
The difference between these outcomes is not usually capability or price. It is preparation. FM companies are under significant pressure to manage risk — the businesses they work with are an extension of their own service delivery to their clients. When they approve a new subcontractor, they are making a judgement about whether that business will protect their client relationship or put it at risk. The businesses that pass that judgement quickly and confidently are the ones that have their compliance documentation in order, their evidence organised, and their approach pitched at the right level.
This article explains exactly what FM companies check, in what order, and what you need to do to get on their shortlist — and keep your position there.
The FM subcontractor model — how it actually works
Facilities management companies are hired by large organisations — corporates, retailers, NHS trusts, local authorities, education providers — to manage the full range of building services: cleaning, security, maintenance, catering, waste, and more. Cleaning is typically one of the largest expenditure lines in an FM contract.
FM companies deliver cleaning through a combination of directly employed staff and subcontractors. For contracts in specific regions, for specialist services (window cleaning, jet washing, deep cleaning), or when they need cover at short notice, they rely on subcontractors. This is the market that smaller cleaning businesses can access.
The structure works on a regional basis. An FM company might have a primary contract to clean 40 offices across the Midlands. They employ a management team and some direct staff, and then use a roster of approved regional subcontractors for individual sites or specialist tasks. Being on that approved roster is the goal.
What FM companies check first: compliance
Compliance is the entry requirement. Before an FM company will consider using a cleaning subcontractor, they will verify a set of baseline documents. There is no flexibility on these — they are not a negotiating point. If your documentation is incomplete, you will not progress regardless of how good your pitch is or how strong your references are.
| Document | What it proves | Minimum standard | Where to get it |
|---|---|---|---|
| Public liability insurance | Cover for damage or injury to third parties | £5m (£10m for healthcare/public sector) | Commercial insurance broker |
| Employer's liability insurance | Cover for employee injury or illness at work | £5m minimum (legally required) | Commercial insurance broker |
| DBS check policy | Documented process for screening staff | Written policy + evidence of recent checks | Internal document; checks via DBS portal |
| RAMS | How cleaning work will be carried out safely | Site-specific per contract | Created per site; templates available |
| COSHH data sheets | Safe use of cleaning chemicals on site | SDS for every product used | Product manufacturer / supplier |
Some FM companies also require accreditation from SafeContractor, Constructionline, or CHAS — third-party organisations that pre-verify supplier compliance and maintain a directory that FM procurement teams can search. These accreditations are not always required, but having them significantly speeds up the approval process with larger FM companies and removes the need to submit documentation repeatedly.
What FM companies check second: track record and evidence
Once your compliance is confirmed, FM companies want to understand your track record. This is where many smaller cleaning businesses fall short — not because they do not do good work, but because they cannot demonstrate it in a structured way.
FM companies are looking for three things when they assess track record: comparable reference sites, photographic evidence of work quality, and ratings or feedback from past clients or FM relationships.
Comparable reference sites
A "comparable" reference means a commercial cleaning client in the same sector, of a similar size, to the work you are pitching for. If you are approaching an FM company about cleaning offices in a business park, they want to hear from another business park office client — not a domestic client, and not a very small local office if the contract in question is a large one. Have two or three reference contacts ready who are willing to take a call or respond to an email.
Photo evidence
Photos of completed commercial cleaning work — offices, commercial kitchens, washrooms, exterior areas — are a practical demonstration of your standard. Most cleaning businesses do not have an organised evidence library, which makes those that do stand out immediately. Build a folder of 20–30 photos from your existing commercial sites. Get client permission if the site is identifiable.
Client ratings and feedback
Written testimonials from commercial clients carry more weight than verbal references, because they can be shared at the point of initial contact rather than requiring the FM company to make a reference call. Even brief written feedback from two or three commercial clients, addressing reliability and quality specifically, is a meaningful differentiator at the shortlisting stage.
The preferred supplier list — how to get on it
Getting onto an FM company's preferred supplier list is not a formal process with a published entry point. It is a relationship-driven decision that requires the right documentation, the right timing, and the right approach.
The most effective approach to an FM company is a direct email to the operations manager, procurement manager, or regional FM director — not a generic "contact us" form. LinkedIn makes it possible to identify the right contact by name. Your initial email should be brief and professional: a one-paragraph introduction, your attached one-page supplier overview, and a single clear ask — a 15-minute call to discuss whether there is a fit.
Follow up by phone 5–7 business days after the email, unless you receive a reply sooner. Persistence is appropriate here — FM operations teams are busy and a single unreturned email does not mean no interest. Two or three professional follow-ups over 2–3 weeks is normal.
Once you are on the PSL, your position is maintained by performance. FM companies review their preferred supplier lists annually, and businesses with spotless performance records — consistent quality, reliable attendance, good communication, evidence submitted on time — stay on the list and get more work. Businesses that create friction, however small, are quietly rotated out.
How Cadi Connect changes the shortlisting process
The traditional approach to getting on an FM company's PSL requires repeated cold outreach, individual document submissions, and a long wait for the relationship to mature. Cadi Connect is changing that structure.
With Cadi Connect, compliance verification is built into your platform profile. Your insurance status, DBS policy, trade types, regional coverage, and job completion evidence are visible to FM companies on the platform before they ever contact you. The manual vetting step — which typically takes weeks — is replaced by a real-time view of a verified profile. FM companies can see exactly what you have demonstrated before they post work, and they can match their job requirements against your profile in seconds.
For cleaning businesses, this means you are not starting from zero with every new FM relationship. Your verified profile does the qualification work for you. You receive job notifications for work that already fits your capabilities — and the FM company receiving your application knows your compliance has already been checked.
Join the waitlist →
What to prepare right now
Whether you are approaching FM companies through traditional outreach or joining a marketplace like Cadi Connect, the preparation is identical. Here is the complete checklist.
- Public liability insurance certificate — minimum £5m, £10m for healthcare and public sector. PDF ready to send.
- Employer's liability insurance certificate — legally required if you have any staff.
- DBS check policy document — a written policy describing how checks are obtained, renewed, and recorded for all staff on commercial sites.
- DBS check evidence — recent check certificates or update service screenshots for current staff.
- RAMS template — a customisable Risk Assessment and Method Statement covering your core cleaning operations. Site-specific versions for each contract.
- COSHH file — Safety Data Sheets for every cleaning product you use. Organised by product, kept up to date.
- Supplier overview document — a single-page PDF covering your business, service types, geographic coverage, insurance levels, and one or two reference sites.
- Photo evidence portfolio — 20–30 photos of completed commercial cleaning work. Organised by site type.
- Written references — at least two written testimonials from commercial clients addressing reliability and quality.
- Pricing structure — your hourly rates and any minimum call-out charges. Not for the opening email, but ready for the first conversation.