When to consider switching
Most businesses that switch cleaning contractors do so because of accumulated problems rather than a single incident. Common reasons include:
- Persistent quality issues. Tasks being missed, standards slipping gradually, or the same problems recurring despite being reported. If you have raised concerns and seen no sustained improvement, that pattern is unlikely to change on its own.
- Poor communication. Difficulty reaching a contact when something needs to be resolved, slow responses to queries, or a sense that your account is not being actively managed.
- Unreliable cover. Regular absences with no cover arranged, or being informed of missed visits after the fact rather than in advance.
- Scope that has quietly contracted. A contract that has gradually reduced in scope while pricing has remained the same, often through small changes that are individually easy to overlook.
- Significant price increases without service improvement. Price increases are a normal part of commercial contracts, but increases that are not accompanied by any service improvement or explanation deserve scrutiny.
- Changing premises needs. Your building may have grown, your use of the space may have changed, or your compliance requirements may have evolved in ways your current contractor cannot accommodate.
Before making the decision to switch, it is worth having one clear, formal conversation with your current contractor about the specific issues. Document it. If nothing changes within a reasonable period, you have both a clear basis for leaving and a record of having tried to resolve the issues.
Checking your current contract
Before giving notice, check your contract for:
- Notice period. Most commercial cleaning contracts require between four and twelve weeks' notice. Some have minimum contract terms with notice only valid after the initial term. Check both the notice period and whether any minimum term applies.
- Automatic renewal clauses. Some contracts renew automatically for a further term unless notice is given within a specific window before the renewal date. If you have missed that window, you may be tied in for another period.
- Early exit provisions. If the contractor has consistently failed to meet the agreed standard despite formal escalation, your contract may allow for early termination. This typically requires a documented record of the problems and your attempts to resolve them.
If your cleaning is currently operating on a verbal or informal arrangement rather than a written contract, the notice required is usually shorter — but it is courteous to give reasonable notice regardless.
How to give notice to your current contractor
Give notice in writing and keep a copy. An email to the named account contact is sufficient in most cases, but if the contract specifies a different notice method, follow that.
Your notice should state:
- The premises the notice relates to
- The date from which you are giving notice
- The date on which the contract will therefore end (based on the notice period in the contract)
- A request to confirm receipt and the end date in writing
You do not need to explain the reasons for leaving in detail, though you may choose to do so. Keep the correspondence professional — the contractor's staff will continue working in your building until the end of the notice period, and a cooperative transition is in everyone's interest.
Managing the transition period
The period between giving notice and the new contractor starting is the most logistically complex part of the switch. A few things to manage:
- Overlap the new contract start date if possible. Aim to have the new contractor begin on or very shortly after the last day of the current contract. A gap in cleaning is disruptive and inconvenient.
- Update access arrangements. Keys, fobs, alarm codes and building management system access should be transferred or updated when the new contractor takes over. Carry out a formal check — do not assume the outgoing contractor has returned all materials.
- Inform relevant building stakeholders. If you share a building or have a landlord-managed site, notify the relevant parties of the change so there is no confusion about who has authorised access.
- Carry out a condition check before the outgoing contractor's last visit. Document the condition of the premises so there is no dispute later about what condition the premises were left in.
What to prepare for the new contractor
A new cleaning contractor can mobilise much more effectively if you provide clear information before the first visit. Useful things to prepare include:
- A floor plan or building guide with rooms labelled and any restricted areas marked
- Access details: building entry codes, alarm codes, key locations, car parking arrangements
- Any safeguarding, security or compliance requirements specific to your premises
- Consumables storage location and your preferred brands or specifications
- Contact details for the person to call in an emergency during the cleaning visit
- Any known building issues — a temperamental boiler, a toilet that frequently blocks, or surfaces that require specific products
The more context you can give a new contractor before they start, the more likely the first visit is to go smoothly. A good contractor will conduct a pre-start induction using this information, brief their team, and document it for reference.
How to avoid disruption during the switch
The main risks during a contractor switch are a gap in service and a first visit that does not meet expectations because the new team did not have sufficient information. Both can be mitigated with preparation.
It is reasonable to expect a new contractor to need a short settling-in period — perhaps two to four weeks — before the service reaches its full steady-state standard. This is normal, provided the contractor is communicating well and addressing early feedback promptly.
Set up a brief check-in call or visit with the new contractor after the first two weeks. This gives both parties the opportunity to catch anything that needs adjustment before it becomes a recurring issue.