Task chair fleets, reception soft seating, booth seating and boardroom leather — cleaned on a schedule, by the right method for each fabric, out of hours, and dry before your people come back.
The one RM figure on this page is reproduced from our own office & commercial cleaning guide →. Everything else on a furniture contract is quoted per piece after a site walk, and this page leaves those price-free rather than borrow a domestic rate that prices a different job. Ask for a walk-through and proposal on WhatsApp.
Most Klang Valley offices already have a cleaning contract. It covers floors, washrooms, bins, pantry and glass, on a daily or alternate-day attendance, and it is the right contract for that work — our office and commercial cleaning guide → sets out what a good one specifies. What it almost never covers properly is the soft-furnishing layer: the chairs, the sofas, the booths and the fabric screens that every employee and every visitor is in direct physical contact with all day.
A furniture care contract is a separate, periodic programme sitting alongside the daily service. It treats the furniture as an asset fleet with a register, a baseline condition, a cleaning method assigned per fabric type, a rotation schedule, and a response route for spills between visits. The business case is rarely hygiene alone. A floor of task chairs is a capital purchase that was depreciated over years; a maintained fleet reaches the end of that life looking presentable, and an unmaintained one gets replaced early because it looks tired rather than because it has failed. Deferring that replacement is usually a larger number than the cleaning contract.
It is worth naming what this is not. It is not the domestic job — a homeowner booking a single set, priced per seat, once every year or two, is a different service with a different logistics model, covered in our sofa and upholstery cleaning guide →. And it is not the post-renovation clean, which is a one-off construction-dust removal at handover; see post-renovation cleaning → if you have just completed a fit-out.
The first deliverable of a serious contractor is not a price — it is a list. Walk the floor, count and categorise, photograph the condition, and record the fabric type and care code of each category. Everything after that depends on it.
| Asset | What it collects | Method that usually suits | Typical rhythm |
|---|---|---|---|
| Fabric task chairs | Body oils, sweat, skin cells, food debris, hand transfer on arms | Low-moisture encapsulation for rotation work; extraction for a full reset | The fleet on a periodic cycle; heavy-use zones more often |
| Mesh-back task chairs | Dust in the weave, grime on frame and arms; the mesh itself holds little | Vacuum and detail clean; very light moisture on the seat pad only | With the fabric fleet, usually faster per unit |
| Reception soft seating | Every visitor, plus the highest visibility in the building | Method set by the care code; often extraction, sometimes solvent-only | The most frequent item on the schedule |
| Booth and banquette seating | Food and drink, heavy contact, awkward crevices | Extraction with crevice detailing; spot treatment between visits | Frequent — usually with the reception cycle |
| Meeting and boardroom chairs | Light soil but high scrutiny; often a premium fabric or leather | Leather: clean and condition, never saturate. Fabric: per its code | Less often, but never skipped before an audit or a board meeting |
| Fabric desk screens and dividers | Airborne dust, food splatter, sneeze and cough transfer at face height | Vacuum and low-moisture; test first, as many are thin fabric over a board core | Annual, or with the fleet pass |
| Breakout and canteen seating | Food, drink and the worst odour risk in the building | Extraction plus odour treatment where needed | The most frequent alongside reception |
Send us a photo of the job on WhatsApp — we reply with an instant quote.
💬 Get Your Instant QuoteThe soft layer does not end at the furniture. Carpet tiles, curtains and blinds age at the same rate and are usually best scheduled on the same visit so the floor is disrupted once rather than three times — see our carpet cleaning guide → and curtain cleaning guide →.
Commercial upholstery carries a manufacturer’s cleaning code on a label under the seat or on the frame. It is a labelling convention rather than a legal requirement, and it is the most important two letters in this whole subject, because applying the wrong method to a coded fabric causes damage that cleaning cannot undo. A contractor who quotes a chair fleet without having looked at a single label is quoting a method they have already decided on.
| Care code | What it permits | What it rules out | What happens if it is ignored |
|---|---|---|---|
| W | Water-based cleaning agents — extraction and encapsulation are both available | Nothing in particular, though over-wetting is still a risk | Usually safe; the failure mode here is drying, not chemistry |
| S | Solvent-based cleaning only — a dry-solvent method, applied by a technician equipped for it | Water. No extraction, no water-based pre-spray, no steam | Watermarks, browning, rings, shrinkage and dye movement — often permanent |
| WS | Either water-based or solvent methods | Nothing — the method is chosen on soil type and drying constraints | Low risk, but still test first on an unseen area |
| X | Vacuuming and light brushing only | All liquids, water and solvent alike | Shrinkage, distortion, staining and visible texture change |
Two practices follow from the table. First, every category gets a test patch in an inconspicuous place — under a seat, behind a back panel — before the method is applied to the fleet, and the result is recorded. Second, where a label is missing or illegible, which is common on chairs a few years into their life, the contractor defaults to the most conservative method available rather than assuming W. A proposal that names the method per asset category, and says what it will do when a label is missing, is a proposal written by someone who has done this before.
Four methods do essentially all the work, and the choice is a trade between how deep the clean goes and how long the floor is out of use.
Leather is a separate discipline. Boardroom and executive leather is cleaned with a pH-appropriate cleaner and then conditioned; it is never saturated, and it is never done with the same wand and the same chemical as the fabric fleet. If your contractor is doing the leather boardroom on the same pass with the same kit, ask what changes between the two.
Odour is worth its own sentence, because it is what people actually complain about. Odour lives in the foam and the deck under the cushion, not on the surface, so a surface clean and a fragrance spray buys a few days. Genuine odour removal means getting the treatment into the foam and then getting the foam properly dry — which brings everything back to the drying plan below.
The scheduling problem is that you cannot take a working floor out of service, so the programme is built to move around the business rather than stop it.
Rotate by zone. Split the estate into zones — by floor, by department, by wing — and take one zone per visit. Nobody loses their desk for more than a night, and the contractor gets a predictable unit of work to price against.
Vary the frequency by use, not by area. A contact centre running shifts has chairs occupied sixteen hours a day; a director’s meeting room has chairs occupied four hours a week. Treating them on the same cycle wastes money on one and under-serves the other. Reception, breakout and canteen seating almost always need the shortest cycle, because they carry both the heaviest soil and the most visibility.
Pair it with the rest of the soft layer. Running the chair pass and the carpet pass on the same night means one disruption, one access arrangement and one drying window for the whole zone.
Hang it off dates that already exist. Before an audit, a client visit or a board meeting; at lease anniversaries; ahead of a move or a refurbishment. If a fit-out is in the diary, decide early whether the existing furniture is being cleaned and reused or replaced — it changes the budget line materially. Our office fit-out cost guide → and office renovation cost guide → cover that decision, and office reinstatement → covers the end of the lease.
Almost all of this work happens after the office closes, which makes it as much an access exercise as a cleaning one. The items that derail a first visit are always the same ones.
Building management. Most Klang Valley office buildings require prior notice for after-hours work, a permit, a booked service lift, and sometimes a security escort. Water use, waste-water disposal and noise are usually covered by the building’s own works rules, and disposing of dirty recovery water anywhere other than the designated point is the fastest way to lose your access. If your premises are leased, the lease and the house rules govern; see our commercial tenancy guide →.
Your own security. Technicians will be alone on your floor at night among unlocked pedestals and screens that are still logged in. Ask who the technicians are, whether they are screened and directly employed or sub-contracted on the night, whether a named supervisor attends, and how access cards are issued and returned. If you operate any form of access-controlled area, confirm how it is covered — our office door access guide → covers the systems themselves.
Power and the floor itself. Extraction machines and air movers draw real current; agree which circuits are used. Agree that desks are left as found, that nothing is moved off a workstation without being returned, and that the floor is walked by the supervisor before the crew leaves.
This is where most office upholstery contracts actually fail, and it is worth being blunt about it. A chair cleaned with generous water on a Friday night, in a building whose air-conditioning shuts down for the weekend, sits in warm still humid air for two days. Foam that is still damp on Monday smells, and given long enough and repeated often enough it grows what you do not want growing in something people sit on.
What a competent contractor does about it: chooses low-moisture methods for routine rotation work and reserves extraction for when it is genuinely needed; recovers aggressively rather than applying more solution; brings air movers and uses them rather than leaving chairs to dry on their own; lifts cushions off the deck so both faces dry; and — the one that requires your cooperation — asks you to arrange for the air-conditioning or mechanical ventilation to run during the drying window. That request should appear in the proposal. If it does not, the contractor has not thought about drying, which means you will.
Put a handover condition in the contract in plain words: furniture is to be dry to the touch at handover and fully dry before occupancy, and anything still damp when staff return is re-attended at the contractor’s cost. It is a simple clause and it changes behaviour on site more than any amount of specification detail. As a rule of thumb for your own inspection: if a chair still feels cool and damp the next morning, it was not cleaned properly — it was soaked.
A periodic programme does not help with the coffee that lands on the reception sofa at nine in the morning before a client arrives at ten. The contract needs a route for that, and it is cheap to provide.
Three components. A named contact and a response time for a callout, stated in hours rather than as “as soon as possible”. A spotting kit left on site, with a short written instruction for your own day cleaner covering which fabrics it may be used on. And training the day cleaner to blot, not rub — rubbing drives the spill into the foam and distorts the pile, turning a surface spill into a permanent mark and a five-minute job into a specialist one.
Make it explicit whether spot attendance is included in the contract fee, capped at a number of callouts, or chargeable. All three are reasonable; ambiguity is not, and it is the thing most often argued about in month four.
Commercial upholstery is priced per seat or per piece, which is what makes a fleet easy to scope: a floor plan and a chair count give a defensible number before anyone visits. Our office and commercial cleaning guide → publishes the commercial band for this work at RM15–RM40 per task chair.
That figure prices a task chair on a commercial contract and nothing else. Reception soft seating, booth and banquette runs, boardroom leather and fabric screens are quoted per piece after a walk, because a three-seat wool reception sofa with a solvent-only code is not the same job as a mesh task chair — and this page does not invent a number for them. Be equally wary of a domestic per-seat rate quoted at an office: a residential sofa clean is a different service with different access, different volumes and a different drying model, and using one to price the other misleads both sides.
What moves the number within the band: the care code and therefore the method; how soiled the fleet is at the baseline; the volume, since a hundred identical chairs in one zone is more efficient than twenty scattered across four floors; the access and after-hours arrangements; and whether the contractor is bringing air movers and a drying plan or hoping for the best.
| Contract clause | What it must state | What a vague contract hides |
|---|---|---|
| Unit of measure | Per task chair, per seat, per piece — and what counts as one “piece” on a banquette run | A three-seat sofa invoiced as three pieces after the work is done |
| Asset register | The counted, categorised list the price is built on, with baseline photographs | Nobody can tell afterwards what the clean achieved, or what was skipped |
| Method per category | The method assigned to each fabric type and what happens when a care label is missing | One method applied to everything, including the S-coded reception sofa |
| Test patch | That an inconspicuous test is done per category before the fleet is treated | Damage discovered on a hundred chairs at once |
| Frequency and rotation | Which zones, in what cycle, and how heavy-use areas differ | An annual visit described as a “programme” |
| Drying obligation | Dry to touch at handover, air movers used, and who runs the air-conditioning during drying | Damp chairs on Monday and an argument about whose fault it is |
| Spot response | Response time in hours, named contact, and whether callouts are included, capped or chargeable | An invoice for every spill, or no attendance at all |
| Access and screening | Who attends, whether they are screened, supervision, and how access cards are issued and returned | A rotating cast of strangers on your floor at night |
| Damage and insurance | Cover for damage to your furniture, and the remedy if a piece is damaged | A dispute with no contractual answer |
| Unserviceable items | What happens to a piece that cannot be cleaned safely — reported, not attempted | A ruined chair and a shrug |
The questions that separate a furniture specialist from a carpet crew with a spare wand:
The recurring mistakes on the client side are just as consistent: buying on the per-chair price alone and discovering the method was wrong for half the fleet; letting the carpet crew do the upholstery with the same wand and the same chemical; skipping the baseline photographs so nobody can demonstrate what changed; cleaning the chairs and leaving the carpet, so the floor still looks tired; and treating the fleet as one fabric when reception, breakout and the boardroom are three different jobs.
ClickBina runs office furniture and upholstery care as a scheduled contract across the Klang Valley — asset register and baseline first, method assigned per fabric category, out-of-hours rotation by zone, air movers on every visit, and a spot-response route between visits. It sits naturally alongside a commercial cleaning contract →, an office aircon maintenance contract → and the periodic carpet clean →, so the whole soft-surface layer of your office is maintained on one schedule rather than three.
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