A smoother change of cleaning provider

Write down what needs to improve

Before asking for new quotes, identify why the current arrangement is no longer suitable. Use specific examples: a washroom task is missing from the scope, the visit window no longer fits opening hours, or there is no clear route for reporting issues. This helps avoid carrying the same ambiguity into a new agreement.

Review the current scope alongside the actual use of the property. Occupancy, tenant mix or opening hours may have changed since the agreement began. Some problems need a different service plan rather than simply a different provider at the same price.

Check the existing arrangement before promising a start date

Review the current contract for its end date, renewal and notice requirements. Keep records of the agreed final service date and any handover arrangements. Do not assume a new provider can decide when the old agreement ends; that is a separate matter between you and your existing provider.

Confirm any responsibilities for outstanding supplies, stored equipment or invoices. If the agreement is unclear, get appropriate advice before acting. Once the existing position is understood, discuss a realistic start window with the new team and confirm their availability.

Agree the new scope before the first visit

Walk through the relevant areas and record the cleaning priorities, surfaces, restrictions and site routines. Distinguish routine upkeep from an initial catch-up clean. A new team should not discover an unpriced backlog or specialist task only after arriving.

Agree who supplies products, equipment, bin liners and washroom consumables. Check whether stock and storage will be available when service starts. A written scope should also name the contact for changes and explain how extra work will be approved.

• Rooms and areas included or excluded.
• Tasks for each visit and periodic tasks.
• The first visit window and ongoing schedule.
• Initial condition, priorities and any separately quoted work.

Treat access as a controlled handover

The property manager or authorised site contact should manage access. Maintain a record of who holds keys, passes or other credentials and follow the property’s own security procedures when arrangements change. Provide new access instructions only through the appropriate channel.

Explain restricted rooms, parking, elevators, waste locations, building contacts and closing procedures. Avoid placing sensitive codes in a public form or shared cleaning checklist. If tenants or staff need to know about a timing change, let the authorised property contact coordinate that communication.

Make the first visits easy to review

Arrange a practical way to report an access issue or clarify a task during the first visits. Let the new provider know who can approve changes. A brief review after the initial service period can identify whether the agreed scope fits the real workload.

Keep feedback specific and tied to the agreement: identify the room, surface, expected task and observation. If the problem reflects an omitted task or higher occupancy, discuss a scope change. If an agreed task was missed, discuss how it will be addressed. Clear information is more useful than a general statement that the building does not feel clean.

A final handover check

Before service begins, confirm that the proposed schedule, price, supply responsibilities and contact details are agreed. Make sure the authorised site contact has handled access for both the outgoing and incoming providers. Keep the latest scope available to everyone who needs it.

When enquiring with CleanNovelle, share your property type, city, desired start window and the parts of the current routine you would like to improve. Availability and the final scope are confirmed before any service is booked.