Janitorial Services

A property management service is a commercial service provider that handles the typical duties of a full-time property manager on behalf of owners, condominium association managers, or landlords-without establishing a permanent employment relationship. Services typically include: maintaining cleanliness and order in common areas, snow removal, landscaping, minor repairs, meter readings, and coordinating with contractors. The property management service bills according to an agreed-upon flat rate or hourly rate.

Scope of Services Offered by a Property Management Service

Good property management services offer a wide range of services:

• Regular cleaning: stairwells, outdoor areas, underground garages, basements
• Landscaping: Mowing lawns, trimming hedges, tending to flower pots, blowing leaves
• Winter maintenance: Snow removal and salting in accordance with the owner’s duty to ensure public safety
• Technical inspections: Fire safety, lighting, door closers, coordinating elevator inspections
• Minor repairs: Changing light bulbs, adjusting doors, repairing mailboxes
• Property inspections: Regular inspection rounds and damage reports to the property manager

More extensive renovation work or specialized contractor services are generally contracted separately.

Janitorial service vs. in-house janitor

The key difference: A salaried building superintendent is employed under social security regulations and is entitled to vacation time and continued pay in the event of illness-costs and administrative burdens that the owner bears alone. An external building superintendent service, on the other hand, assumes all employer obligations itself; the owner pays a flat fee or an hourly rate. For small to medium-sized residential complexes, a service company is therefore often more cost-effective.

Passing Costs On to Tenants

The costs for a janitorial service-insofar as they pertain to services for common areas-are passable on to tenants as operating costs under the Operating Costs Ordinance (BetrKV). A prerequisite is a corresponding agreement in the lease. Repair services that go beyond regular janitorial duties, however, are not passable on and must be borne by the owner.

Practical Tip for Property Owners in Nuremberg and Franconia

There are numerous reputable janitorial service companies in the Nuremberg metropolitan area. When signing a contract, we recommend ensuring a clear description of services that precisely defines what is included in the flat rate and what will be charged separately. Also, pay attention to response times for emergencies (e.g., burst water pipes) and whether the service provider can provide proof of liability insurance for property damage and personal injury. We would be happy to refer you to trusted service providers in the region upon request.

Frequently Asked Questions

Can I deduct the costs of a janitorial service from my taxes?

As a landlord, you can deduct the costs as business expenses to the extent they apply to rented spaces. Owner-occupiers can claim janitorial services as household-related services under Section 35a of the German Income Tax Act (EStG) at a rate of 20% (max. €4,000 tax reduction) if payment is made via bank transfer.

Who is liable if someone falls during winter maintenance?

In principle, the duty to ensure public safety lies with the property owner. The owner may transfer this duty to the janitorial service, provided this is contractually agreed upon. If the service provider breaches this duty through gross negligence, they are liable to the owner; however, the owner may remain jointly and severally liable to the third party who fell.

How much does a janitorial service cost in Nuremberg?

Prices vary greatly depending on the scope of services and the size of the property. For a complex with 10-20 residential units, monthly flat rates of €200-600 are common; winter maintenance is often billed separately (per service call or as a seasonal flat rate).

Contract Terms and Liability for Janitorial Services

A common mistake when hiring a janitorial service is an overly vague description of services. Vague phrases like “all necessary work” are prone to disputes in practice: Who decides what is “necessary”? A professional contract should therefore specifically list which services are included in the monthly flat rate, which are billed as additional services, and what response times apply in emergencies (e.g., heating failure, burst water pipe). The issue of liability is also important: The janitorial service should provide proof of commercial liability insurance with sufficient coverage that covers both property damage and personal injury.

A separate regulatory requirement applies to winter maintenance: The duty to ensure public safety primarily lies with the property owner. While this duty can be transferred to the janitorial service through the service contract, it is only fully transferred if the service is actually able to respond in a timely manner-for example, starting at 7:00 a.m. in the event of snowfall. If the service provider arrives too late and a pedestrian falls, the owner may be jointly and severally liable despite the transfer of responsibility. Clear operating hours and documentation requirements in the contract are therefore essential.

Quality Control and Accountability

Owners and condominium association managers who hire a janitorial service should insist on regular accountability from the service provider. Reputable providers submit monthly reports on completed tasks, damage reports, and outstanding tasks. For larger properties, a digital facility management tool can be useful, as it automatically documents all maintenance records and service logs. This is important not only for internal oversight but also for utility cost billing-since tenants have the right to view receipts for the billed utility costs.

We recommend that property owners in Nuremberg looking for a new janitorial service ask for references of properties of comparable size and, if in doubt, visit them in person. A well-maintained stairwell speaks louder than the most attractive service promise. If needed, we can assist with finding a service provider in the metropolitan area and drafting a practical scope of work.

Janitorial Services and Condominium Management

In condominium associations, janitorial services are typically contracted by the property manager and financed through the monthly maintenance fee. The costs appear as a separate line item in the annual statement and are allocated to all owners according to the distribution formula specified in the declaration of division. Resolutions regarding a change in the janitorial service or a significant expansion of the scope of services require a resolution by the owners’ meeting. Individual unit owners cannot independently hire or terminate the janitorial service-this is the responsibility of the manager as part of proper administration. Any owner who is dissatisfied with the existing property management service should place the issue on the agenda of the next owners’ meeting and request a renegotiation or new contract there.

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