How to Switch Commercial Cleaning Companies

A successful cleaning-company change starts before the final service date. Review the current agreement, document the real facility scope, identify recurring concerns, compare providers on the same requirements, and create a written transition plan for access, supplies, service dates, communication, and quality review. Review ORLA's commercial cleaning process.

Quick transition checklist

1. Review the current agreement, notice period, final billing, keys, equipment, and supply responsibilities.
2. Write down the rooms, tasks, frequencies, service windows, and recurring concerns the next provider must address.
3. Invite providers to review the same facility information and complete a walkthrough where useful.
4. Compare written scopes—not only monthly totals.
5. Confirm the selected provider's insurance, WSIB status, access plan, communication path, and quality process.
6. Set a final date for the outgoing provider and a clear launch date for the incoming provider.
7. Review the first services quickly and document any correction or scope adjustment.

1. Review the current contract before giving notice

• Contract end date, renewal terms, and required notice method
• Cancellation, final invoice, outstanding work, or equipment-return terms
• Keys, access cards, alarm credentials, parking permits, and storage arrangements
• Client-owned products, consumables, or equipment kept on site
• Confidentiality, document, security, or building-management procedures
• Any obligation to provide a correction opportunity before ending service

The existing agreement—not a general industry assumption—controls the notice and exit process. Keep the transition professional and documented so access, property, final billing, and responsibilities remain clear. Review general commercial service terms.

2. Separate service problems from scope problems

A missed task may be an execution problem, but a task that was never assigned is a scope problem. Before requesting proposals, identify whether the concern involves attendance, quality, communication, supervision, frequency, access, supplies, changing occupancy, or an unclear expectation. That diagnosis helps the next provider price the real requirement. See how written quality systems support recurring service.

• Which rooms or tasks are consistently missed?
• Are the assigned frequencies high enough for actual occupancy and traffic?
• Has the facility changed since the original agreement was created?
• Are expectations documented or mainly communicated through one-off requests?
• Does the provider respond and correct concerns consistently?
• Are day porter, periodic, event, or specialty needs being treated as if they were part of the normal recurring visit?

3. Give every bidder the same facility information

• Facility location, approximate cleanable area, rooms, floors, and shared spaces
• Operating days, occupancy, public traffic, shifts, and desired service windows
• Required tasks and the frequency expected for each area
• Access, keys, alarms, elevators, parking, loading, and restricted-room procedures
• Floor types, sensitive surfaces, supplies, equipment, storage, and consumable responsibilities
• Current concerns, seasonal conditions, special events, and desired start date

Proposals are easier to compare when each company is pricing the same facility assumptions. Ask providers to identify anything they have not verified and any periodic or specialist work priced separately. Use ORLA's commercial cleaning quote checklist.

4. Plan access and the first week before launch

• Confirm the outgoing provider's final service and property-return date
• Change or reissue codes, keys, cards, and access permissions when appropriate
• Remove or identify outgoing-provider products and equipment
• Set up approved storage, utilities, waste access, parking, and sign-in procedures
• Provide room-specific site instructions and a designated facility contact
• Confirm the first service date, arrival window, locking procedure, and escalation path
• Schedule an early quality review so launch issues are corrected before becoming routines

5. Evaluate the launch against the written scope

The first services should be reviewed against the approved areas, tasks, frequencies, access instructions, and presentation priorities. A new provider may uncover pre-existing buildup or a facility condition that requires a reset clean, added labour, or a scope adjustment. Document the finding and agree on the response rather than allowing an assumption to become an ongoing dispute. Explore ORLA's commercial cleaning services.