Stairwell Cleaning in Italian Condominiums: Outsourced Contract or Doorman?

Stairwell cleaning in an Italian condominium is one of the most practical and most debated management items: it is a daily service visible to every owner, and its cost weighs on the annual ordinary budget. The property manager can choose among several organizational solutions, each with different contractual, tax and cost allocation implications. Understanding when an outsourced contract makes sense, when the existing doorman is enough, and what precautions to take when choosing a supplier helps avoid disputes and keeps the service running smoothly.

The three possible arrangements

A condominium can assign cleaning of the common areas to a doorman already employed under the sector's collective labor agreement, hire a cleaner directly under its own employment contract, or turn to an external specialized company under an outsourcing or service contract. The first option is simplest when an active doorman service already exists, since cleaning is a typical part of the doorman's duties and does not require a separate agreement. Where there is no doorman, or where the workload exceeds the available hours, the assembly evaluates direct hiring or full outsourcing.

When outsourcing makes sense

Outsourcing to an external company is particularly worthwhile in medium and large buildings, where the service requires specific equipment, quick substitutions when staff are absent, and professional management of supplies. The main advantage is that the condominium does not become an employer: payroll, social security and insurance obligations remain with the contracting company, which is directly liable toward its own employees. As the client, the condominium still has a duty to verify the contractor's compliance.

The DURC compliance certificate

Before assigning the job, and periodically during the relationship, the property manager should obtain the DURC, the document certifying the contractor's regularity in social security and insurance payments. Requesting the DURC is not just good management practice: it reduces the risk of the client's joint liability for contributions the contractor fails to pay to its own workers, an issue that concerns even small condominiums, not only large construction contracts.

• Verify the company's VAT number and chamber of commerce registration
• Request the DURC before signing and throughout the contract
• Confirm third-party liability insurance coverage
• Check references from other condominiums or clients served by the same company

Outsourcing contract versus simple service agreement

The distinction between a true outsourcing contract and a simpler service agreement is not merely terminological. In a genuine outsourcing arrangement, the company organizes the work with its own autonomy, equipment and staff, bearing the business risk; in a simpler service relationship, typical of small sole proprietorships, the organizational element is less structured. For the condominium, this difference affects liability in case of accidents or damage occurring during the work: a written contract specifying frequency, hours, supplied materials and liability for damage protects both parties and serves as a reference in case of disputes.

The assembly resolution

Assigning the cleaning service, whether internal or outsourced, requires an assembly resolution approving the expense and, where necessary, authorizing the property manager to sign the contract. For amounts within ordinary administration, the majority required is the one set out in article 1136 of the Italian Civil Code for ordinary resolutions. Changing supplier, altering the frequency of service, or switching from direct staff to an outsourced contract are decisions that must always go through the assembly and cannot be made unilaterally by the property manager, except in a justified emergency.

Splitting the cost among owners

Stairwell cleaning costs fall under expenses for the maintenance and enjoyment of common areas and, unless the bylaws provide otherwise, follow the general ownership share criterion. When the building has several stairwells with separate entrances, and the bylaws or a dedicated table provide for it, the cost can be split only among the owners who actually use that stairwell, following the principle that expenses follow the use of the asset. This is a point worth clarifying from the outset, to avoid disputes when the cost of the service rises.

Continuity of service and supplier changes

A practical aspect that is often underestimated is managing the handover from one supplier to another: sudden replacements without notice, failure to return keys or access codes, service gaps during the transition days. Including a notice period for termination in the contract, applicable to both the condominium and the company, reduces the risk of coverage gaps. It is also good practice to check reviews or references from other condominiums served by the same company before assigning the job.

Properly managing a stairwell cleaning contract, from checking the DURC to the assembly resolution and cost allocation, is one of the operational tasks that good property management software can greatly simplify by tracking contract deadlines, supplier documents and automatic cost splits among owners. AmministraPro offers exactly these tools to property managers: the features page details vendor and contract management, while the pricing section lists the plans available for firms of any size.