To switch commercial cleaning companies without disruption, read the contract first and line up the new provider before the old one ends. Then hand over keys, alarm access and the scope in writing. A free site assessment lets the new cleaner write the scope before the change.
January 1 is a common switch point because many contracts renew at year end, but it is not a deadline. Below: when to switch, which contract terms matter and what a handover should include. For a written scope to compare against, see our office cleaning services.
Short answer: check the contract, then plan the overlap
Find your notice period and any auto-renewal clause before you talk to anyone new. Then plan a short overlap, so there is a cleaner on site on every scheduled night. The overlap is what keeps a switch from leaving gaps.
Signs it is time to switch
- The same tasks are missed more than once, and reports go unanswered
- Crews change every few weeks and nobody knows the building
- After a move, a renovation or new tenants, the scope no longer matches the space
- The checklist is not signed, or the inspections stop
- Your quote has crept up with no change to the scope
One missed night is not a reason to leave. A pattern is. Document it before you give notice, with dates and photos if you have them.
Contract terms to read
| Term | What to look for |
|---|---|
| Length of term | Start and end dates, and whether the term ends on its own or needs notice |
| Auto-renewal | Whether the contract renews unless you act, and how far ahead |
| Notice period | How many days in writing, and to whom the notice goes |
| Termination clause | Whether you can end early for cause, and what counts as cause |
| Equipment and supplies | Who owns the carts, dispensers and stock on site |
We cannot give legal advice. If the language is unclear, or you are near the end of a long term, ask a lawyer to read it. Our guide on what affects an office cleaning quote helps you compare like with like once you have the scope.
Why does year-end make sense?
A new calendar year is a natural break: budgets reset, leases renew and staff come back after the holidays. A new provider can start on a quiet night in the first week, before the building is full again.
That said, the best time is whenever your contract allows it. Winter also adds floor care to the scope, with wet entrances, grit and slush, so ask any new provider how it handles that. Our winter floor care services page shows one approach.
Handover checklist
- Keys, fobs and alarm codes, issued to named people only, with the old set returned
- Access times, parking and the door the crew uses
- The written scope: rooms, tasks and frequencies
- Where supplies and equipment are stored, and who stocks what
- A floor plan or a walkthrough with the building manager
- The name and number of one contact on each side
- How problems and missed tasks are reported
Change alarm codes and collect keys from the outgoing cleaner on the last night. That one step closes the biggest security gap in any switch.
The first month with a new provider
Walk the building with the supervisor in week one. Compare what you see to the written scope and fix mismatches early. A short check-in at the end of the first month is worth booking before the work starts.
Expect small corrections. A new crew gets to know the building as it works, and the first two weeks are when most adjustments happen. Give feedback the same day, in writing, so the supervisor can act on it.
What to tell the outgoing cleaner
Keep it short and in writing. State the last service date and ask for a final inspection. List what needs to come back: keys, fobs, codes, carts and anything else that belongs to you. Ask them to hand over any notes on the building, such as a tricky door or a floor type that needs a specific product.
Most outgoing cleaners will cooperate. A clear, polite note with dates makes that easier.
How to compare the new quote with the old one
Line the two scopes up room by room. A lower price often means fewer visits or fewer rooms, so check that the same nights, the same areas and the same extras are in both. Ask what is excluded as well as what is included.
Frequently asked questions
When is the best time to switch commercial cleaners?
Whenever your contract allows it. Many companies switch at year end, because contracts renew then and the building is quiet. The key is to check the notice period first and book the new provider to start before the old one stops.
How much notice do I need to give my cleaning company?
The contract sets it. Look for a notice period in days and a rule on how notice must be given. Some contracts renew automatically if notice is missed. If the wording is unclear, ask a lawyer.
What should a new cleaner ask for at handover?
Keys and access, alarm codes, the cleaning times, the written scope, the supply store, a floor plan or walkthrough and one contact per side. They should also ask what the last cleaner missed.
Can I switch without a gap in service?
Usually, with a short overlap. The new provider starts on a night when the old one is still contracted, and the building is walked together. Plan the overlap in advance and agree the last night in writing.
Do I need a site assessment before I switch?
It helps. A free site assessment lets the new provider see the building, write the scope and quote from what is there, not from a description. Do it before you give notice, so you know what you are switching to.
See what a new scope would look like
Book a free site assessment and we will write the scope and price from the building. Our written quote arrives within 1 business day, and there is no need to give notice before you compare. See office cleaning services or commercial building cleaning, or get a free quote. Our how to choose a commercial cleaning company guide covers the comparison steps.
