Currency Exchange Office Cleaning — Security and Discretion

Currency exchange office cleaning is a service with elevated security standards and personnel verification requirements. Due to the nature of the business—cash flow, space monitoring, restricted access to back-office areas—cleaning companies must meet both operational and procedural requirements that protect your business from the risk of theft, fraud, or compliance violations.

Currency exchange offices are among the most challenging types of commercial facilities when it comes to organizing external cleaning services. Unlike office cleaning in Cracow or Katowice, where staff have access to the entire office space, in an exchange office the cleaning company works exclusively in the presence of an authorized office employee, under CCTV surveillance, and without access to areas where cash or transaction documentation is stored.

In this article, we present a complete guide for currency exchange office owners and managers: what requirements to set for the cleaning company, how personnel verification works, which security procedures apply, and how much professional service costs in 2026.

In brief

• Cleaning staff must possess a criminal record certificate and be verified before being allowed to work in the exchange office.
• Cleaning takes place exclusively after the office closes, in the presence of an authorized employee and under CCTV surveillance.
• No access to safes, cashier back-office, and cash storage rooms—the cleaning company services only the customer area and restrooms.
• Typical frequency: daily, 5–6 days a week, with emergency intervention available if needed.
• 2026 cost: from PLN 12 net/m²/month (daily cleaning) + approximately 20% markup for security procedures and staff verification.
• Reefa services financial and commercial facilities in Cracow (since 2020) and Katowice (since 2024) with a dedicated coordinator, liability insurance up to PLN 500,000, and a photoreport after each visit.

Why does currency exchange office cleaning require elevated security standards?

Currency exchange offices are facilities particularly exposed to criminal risk: cash flow in multiple currencies, large amounts held in the operational till, monitoring conducted in accordance with anti-money laundering (AML) regulations, and strict internal procedures. For these reasons, every external service provider—including the cleaning company—is subject to thorough verification and must operate according to principles set by the office owner.

In practice, this means that your cleaning partner:

• Cannot work independently—staff always work in the presence of an authorized exchange office employee (cashier, branch manager, person designated by the owner).
• Has no access to cash—the cashier back-office area, safe, document storage cabinets, and warehouse rooms remain locked and inaccessible.
• Works under CCTV surveillance—all activities are recorded and can be reviewed if necessary.
• Undergoes personnel vetting—each worker receives a criminal record certificate issued by the National Criminal Register and is registered under an employment contract (not a service agreement or self-employment).

These requirements stem from both the legal liability of the exchange office owner (GDPR, AML, occupational safety) and the need to protect reputation—one incident can undermine years of building customer trust.

Scope of cleaning in a currency exchange office

Despite limited access, the cleaning company performs a full range of activities in the customer area and common areas of the building (if the exchange office rents a space in a shopping mall or office building). Below we present the typical scope of daily cleaning for an exchange office with an area of 30–50 m²:

Customer and transaction area

• Washing anti-robbery windows and partitions (acrylic, tempered glass)—removing fingerprints, smudges, dust. In an exchange office, visibility is crucial both for the customer (readability of exchange rate boards) and for the cashier (customer identification, safety).
• Cleaning transaction counters—disinfecting surfaces after contact with many customers.
• Vacuuming and washing floors—in exchange offices with high traffic (e.g., shopping malls, train stations, airports), terracotta or non-slip tiles are used. Daily washing with an anti-slip agent prevents accidents and maintains a professional image of the facility.
• Cleaning exchange rate boards and LED displays—dust and grease deposits can affect data readability.

Restrooms and staff facilities

Most exchange offices have limited back-office facilities (kitchenette, restroom). The cleaning company handles the standard scope:

• Washing and disinfecting restrooms (ceramics, fixtures, mirrors).
• Restocking hygiene items (paper towels, liquid soap).
• Cleaning the kitchenette (sink, counters, coffee maker)—respecting employee privacy.

Common areas (if the exchange office rents in a commercial building)

In exchange offices located in shopping malls or office buildings, the building manager often provides common area cleaning (entrance hall, corridors). However, if the exchange office occupies a standalone space (ground floor of a tenement building, street-level kiosk), the cleaning service also includes:

• Wiping the entrance and doors.
• Cleaning signage and shop windows from the outside (depending on the contract).
• Removing trash from the bin placed near the entrance.

Learn more about commercial facility standards in the section on office cleaning in Katowice.

Security procedures and personnel verification

Personnel vetting is the foundation of cooperation with currency exchange offices. Reefa—operating in the Cracow market since 2020 and in the Silesian region since 2024—applies the following procedures for every employee servicing a financial facility:

1. Criminal record certificate (National Criminal Register, valid for 6 months)—applies to every team member, without exception.
2. Employment contract (not a service agreement or B2B arrangement)—employment under an employment contract ensures that staff are legally insured and the employer bears full legal responsibility.
3. Occupational safety and GDPR training—every worker receives instruction on working safely in facilities with CCTV surveillance and rules for processing personal data (exchange offices may hold documents with customer data that cannot be disclosed).
4. List of authorized persons—before cooperation begins, the exchange office owner receives a complete list of persons who may enter the facility (name, surname, ID number). Every personnel change is reported with at least 48 hours' notice.
5. Visual identification—employees wear uniforms with the company logo and ID badges with name and surname (optionally with service number).

These procedures generate additional administrative costs for the cleaning company, which is why exchange office service is 15–25% more expensive than standard office cleaning of the same area.

Frequency and cleaning schedule

The nature of a currency exchange office's operations requires service delivery outside customer operating hours. In practice, this means:

• Daily—the most typical option: cleaning takes place after the office closes, between 18:00 and 21:00 (depending on location).
• 5–6 days a week—for offices open 7 days a week, the owner decides whether cleaning is needed every day or, for example, excluding Sundays.
• Execution time: 30–60 minutes—for an area of 30–50 m² one person is sufficient (in the presence of an exchange office employee).
• Emergency intervention available—in case of high traffic (e.g., before a long weekend, currency exchange before travel) the office can arrange additional floor or window washing during the day (while maintaining minimal security requirements).

The schedule is agreed upon individually with the branch manager. Reefa provides a dedicated facility coordinator who oversees timeliness and quality and responds to inquiries within <24 hours. After each visit, the exchange office owner receives a photoreport confirming service completion.

How much does currency exchange office cleaning cost in 2026?

The cost of exchange office service consists of several elements: the base rate for daily cleaning, a markup for security procedures, and possible additional services. Below we present the indicative pricing for the Cracow and Katowice markets in 2026 (net prices):

Additional services:

• Exterior window washing (up to 3 m height): PLN 15 net/m² (one-time, e.g., once weekly).
• Carpet cleaning (if the office has a waiting area with customer seating): PLN 8 net/m² (one-time, e.g., once monthly).
• Graffiti removal from facade (in case of vandalism): individual quote.

The security procedures markup covers the costs of personnel verification (National Criminal Register certificates), liability insurance up to PLN 500,000 (which covers potential damage during work in the facility), and coordination of the schedule with the office manager.

What mistakes do exchange office owners make when choosing a cleaning company?

1. Choosing the cheapest offer without employment verification

Often exchange offices choose to work with individual "cleaners" or companies operating on service agreements, without formal personnel verification. Such savings can cost your company significantly more:

• No liability insurance—if equipment is damaged (e.g., monitors, cash register computer, anti-robbery partition), the office owner bears the full repair cost.
• No criminal record certificate—poses legal risk in case of UOKiK inspection, police, or AML authority audit.
• No responsibility for quality—if the cleaner becomes ill or resigns, the office has no service.

2. Failing to establish clear access rules

The contract must precisely specify:

• Who opens the facility and who supervises cleaning.
• Which rooms are accessible and which are off-limits.
• What happens if the exchange office employee is absent (e.g., whether cleaning is postponed).

Reefa signs a security annex with every contract, containing a list of authorized persons, schedule, and access scope.

3. No photoreport and service documentation

In case of dispute (e.g., quality complaint or damage claim), documentation is crucial. Reefa uses a photoreport system after each cleaning, allowing both the client and company to prove the condition of the facility before and after service.

What equipment and chemical products are used in an exchange office?

Due to customer contact and the requirement to maintain high aesthetic standards, exchange offices use professional chemical products with EU Ecolabel certificates or other safety standards. A typical set of equipment and preparations:

• Microfiber mops—floor washing without leaving streaks or excess water (non-slip tiles require short drying time).
• Microfiber cloths and glass cleaning products—removing fingerprints, grease, and smudges from glass and partitions without risk of acrylic scratching.
• Disinfecting products with bactericidal and virucidal action (transaction counters, handles, railings)—particularly important post-COVID-19, when customers pay attention to public space hygiene.
• HEPA filter vacuum—collecting dust and allergens in the customer area.
• Non-slip floor treatment—preventing accidents in high-traffic areas.

All products used by Reefa comply with occupational safety and GDPR requirements—they do not leave a strong odor, dry quickly, and pose no health risk to exchange office employees or customers visiting the facility the next day.

Does an exchange office need a separate SLA contract?

A Service Level Agreement (SLA) is a document specifying guaranteed service levels, response time to complaints, and escalation procedures. For currency exchange offices—especially those operating in franchise networks or as branches of larger financial institutions—an SLA is standard.

A typical SLA for an exchange office includes:

• Response time to requests: <24 hours (e.g., in case of emergency floor cleaning after a plumbing failure in the building).
• Guaranteed quality: according to a checklist (photoreport, quality control quarterly by the coordinator).
• Substitute coverage in case of absence: assurance that if the assigned worker becomes ill, the company sends another verified person from the authorized list.
• Contractual penalties: in case of security procedure violations or failure to deliver service.

Reefa offers SLA contracts for all B2B clients, including financial facilities, with a dedicated coordinator and a QR code inquiry system available in the facility.

Frequently asked questions

How much does a currency exchange office earn?

Currency exchange office revenues depend on location, transaction volume, and the margin on buy-sell currency rates. The average monthly turnover of a small stationary exchange office (30–50 m²) in a location with medium traffic is several tens of thousands of zlotys, with an operational margin of approximately 1–3% per transaction. Operating costs (rent, salaries, insurance, marketing, cleaning service) represent a significant portion of the budget. Therefore, optimizing operational costs—including selecting a reliable cleaning company at a competitive price—has a real impact on branch profitability.

How much money can be exchanged at once in an exchange office?

In accordance with current AML (anti-money laundering) regulations, transactions above the equivalent of EUR 15,000 require customer identification and reporting to supervisory bodies. Below this threshold, the exchange office typically does not require an ID. This limit applies to each individual transaction, not the daily sum. In practice, most stationary exchange offices handle transactions ranging from several hundred to several thousand zlotys. For exchange office owners, this means storing significant cash amounts and applying strict security procedures, which directly affects the requirements set for the cleaning company.

How does currency exchange work in an exchange office?

A customer approaches the window or transaction counter, where the cashier presents the current buy or sell rate for the selected currency. After the amount and rate are agreed upon, the customer hands over cash (or card, if the office accepts electronic payments), the cashier counts the funds and issues the exchanged currency with a receipt confirming the transaction. The entire process typically takes several tens of seconds and occurs under CCTV surveillance. Due to the high frequency of cashier-customer contact, transaction surfaces (counters, windows, partitions) require daily cleaning and disinfection, which is the core service of the cleaning company.

How do exchange offices make money?

Exchange offices earn money from the spread—the difference between the buy and sell rates of currency. For example, if an office buys euros at a rate of PLN 4.20 and sells at PLN 4.30, the margin is PLN 0.10 per euro. In stationary exchange offices, the spread is typically higher than in online exchange offices due to operating costs (rent, salaries, security, insurance, cleaning services). Additional revenue sources may include commissions on money transfers (Western Union, MoneyGram) and sales of numismatic coins. For property managers and exchange office owners, maintaining credibility and cleanliness is key—professional appearance directly translates to customer loyalty and transaction volume.

Does the cleaning company have access to the safe and cash in the exchange office?

No. The cleaning company has absolutely no access to the safe, cashier back-office, cash storage cabinets, or transaction documentation. Cleaning is performed only in the customer area (transaction windows, waiting area, restrooms) and staff facilities, after the areas containing cash have been closed and secured. All activities are carried out in the presence of an authorized exchange office employee and under CCTV surveillance. Following these rules is a necessary condition for entering into a contract and is subject to regular internal audits.

How often should windows be washed in a currency exchange office?

In exchange offices with high traffic (e.g., shopping malls, train stations), windows in transaction areas and storefronts should be washed daily. Fingerprints, grease deposits, and dust can hinder the cashier's ability to identify customers and negatively affect the office's aesthetic appearance. In smaller locations (neighborhood offices, ground-floor spaces) window washing 3–5 times a week is acceptable, but always as part of a regular schedule. Reefa uses professional anti-robbery window cleaning products (acrylic, tempered glass) that leave no streaks and are safe for protective coatings.

Summary: How to choose a cleaning company for your exchange office?

Currency exchange office cleaning requires from the service provider not only operational skills but, above all, an understanding of the financial industry's specifics: security procedures, AML requirements, working under surveillance, and restricted space access. The choice of partner should be based on three pillars:

1. Personnel verification—criminal record certificates, employment on an employment contract, liability insurance.
2. Experience servicing financial facilities—references, knowledge of procedures, availability of a dedicated coordinator.
3. Cost transparency and documentation—clear pricing, photoreports, SLA contract, possibility of quality audit.

Reefa services currency exchange offices, bank branches, and other commercial facilities in Cracow (since 2020) and Katowice (since 2024). Every contract includes full personnel verification, liability insurance up to PLN 500,000, photoreport after each cleaning, and a QR code inquiry system with <24-hour response time.

Interested in our offer for your exchange office? Contact our team to receive an individual quote and schedule tailored to your branch's specifics. Check our commercial facility services on our regional pages: Cracow and Katowice.