Choosing a professional cleaning company for your premises in Belgium is not just about comparing hourly rates. Since January 2026, new legal obligations have changed the criteria for selecting a service provider, particularly in Flanders. This article measures the gap between current selection practices and the recent regulatory requirements that now weigh on clients.
Duty of care in Flanders: what the client must verify before signing
Most guides for selecting a cleaning company focus on service quality, certifications, or geographical proximity. No competitor addresses the direct legal responsibility of the professional client.
Since January 1, 2026, the framework of duty of care in Flanders specifically covers the cleaning sector. A client who outsources the maintenance of their premises must be able to document the legality of the employment of the workers assigned to their contract. This obligation goes beyond simply requesting a quote.
Specifically, the Flemish professional client must check and archive several elements before any signature:
- The BCE/KBO extract proving the active registration of the cleaning company, as well as its VAT number and social security affiliation (NSSO/RSZ).
- Pay slips demonstrating declared employment for the staff who will work on-site.
- Work permits for non-EEA workers assigned to the contract, if applicable.
Failing to collect these documents exposes the client to chain liability. A provider who refuses to provide these documents during the business negotiation is an immediate warning signal.
Companies like Horizon Net operate in the Belgian professional cleaning market, where this documentary transparency becomes a prerequisite even before discussing intervention frequency or pricing.
Electronic invoicing Peppol BIS 3.0: a concrete filter to assess the provider’s maturity
Since January 1, 2026, all B2B invoices in Belgium must be issued in Peppol BIS 3.0 format. For a cleaning company serving offices, shops, or condominiums, this obligation is not optional.
This technical criterion acts as a rarely mentioned selection filter. A provider who cannot issue an invoice compliant with the Peppol format is either in violation or behind on their administrative compliance. In both cases, this indicates their ability to manage a structured contract.
| Selection Criteria | Current Practice (before 2026) | Current Requirement (since January 2026) |
|---|---|---|
| Legal verification of the provider | VAT number, sometimes BCE status | BCE/KBO extract, NSSO/RSZ, pay slips, work permits (Flanders) |
| Invoicing format | PDF or paper accepted | Peppol BIS 3.0 mandatory in B2B |
| Subcontracting | Optional contractual clause | Documented verification of the subcontracting chain (Flanders) |
| Cleaning products | Marketing mention “eco-friendly” | Strengthened regulation of environmental claims starting September 2026 |
This table highlights the gap between traditional criteria and legal obligations. A quote alone is no longer sufficient to qualify a provider: administrative compliance has become a measurable prerequisite.
Environmental claims of cleaning products: what changes in September 2026
A provider promoting “eco-friendly products” or “green cleaning” will soon have to formally prove it. Starting September 27, 2026, stricter rules against greenwashing will come into effect in Belgium. Cleaning companies claiming an environmental positioning without recognized certification will face sanctions.
For the client, the verification focuses on a specific point: do the cleaning products used carry a verifiable label (European Ecolabel for indoor cleaning services, for example), or is it just a commercial statement?
On the other hand, a provider who does not communicate about ecology but uses products that comply with industry standards does not pose any regulatory issue. The absence of a label is not a defect, but unsubstantiated claims become a legal risk.
Specifications and subcontracting clause: the two documents that protect the contract
Beyond regulatory compliance, the strength of a cleaning contract relies on two documents that are rarely negotiated with enough precision.
The detailed specifications
A global quote (“office cleaning, 3 times a week”) does not allow for quality control of the services over time. The specifications must list the tasks by area, their frequency, the equipment used, and measurable evaluation criteria.
A serious provider offers a preliminary visit to the premises before establishing this document. This step allows for adjusting the hourly volume to the actual surface area and specific constraints (technical floors, restricted access areas, staggered hours).
The subcontracting prohibition clause
In the context of the Flemish duty of care, cascading subcontracting multiplies the risks of non-compliance. A formal prohibition clause against subcontracting with immediate termination of the contract in case of non-compliance offers concrete legal protection. This clause must be clearly stated, not in standardized general conditions.
Checking whether the provider directly employs its staff or systematically uses temporary workers or subcontractors is a reliable indicator of stability. A fixed staff assigned to the same premises ensures better knowledge of the locations and a more consistent quality of service.
Choosing a professional cleaning company in Belgium is now evaluated on three simultaneous axes: documentary compliance (duty of care, Peppol), the veracity of environmental claims, and contractual precision. A provider capable of delivering all these guarantees from the quoting phase significantly reduces the risk for the client.