Switching commercial cleaning companies can feel more complicated than changing vendors in many other service categories. Your current cleaning provider may have keys, access cards, alarm instructions, knowledge of your building, established cleaning routes, supply responsibilities, and a schedule built around employees, customers, tenants, or patients.
That operational connection can make facility managers hesitate to make a change even when service quality has declined.
Recurring missed tasks, inconsistent staffing, poor communication, unresolved complaints, or a cleaning schedule that no longer matches the facility are all reasons an organization might begin evaluating alternatives. The important part is making the transition in a controlled way.
A change in cleaning provider should improve your facility, not create a gap in service.
With a clear scope, documented access procedures, a baseline inspection, and strong communication with the incoming provider, businesses can move from one janitorial company to another while keeping the building clean and operational throughout the transition.
When Is It Time to Consider Changing Cleaning Companies?
One missed garbage bin is not necessarily a reason to replace a cleaning provider. Cleaning is performed by people, and occasional mistakes can happen. What matters is whether issues are isolated and corrected or whether they become a recurring pattern.
Warning signs may include:
- The same rooms or tasks are repeatedly missed
- Washrooms regularly run out of supplies
- Complaints require repeated follow-up
- Cleaning quality changes significantly depending on which employee is assigned
- Supervisory inspections are inconsistent
- The provider does not respond effectively to documented concerns
- The cleaning scope no longer matches current facility use
- Communication has become difficult
- Scheduled periodic services are repeatedly delayed
- Building access procedures are not being followed
- The facility has grown but the cleaning program has not changed
Before switching providers, facility managers should compare actual performance against the written cleaning agreement.
MedClean’s janitorial quality control checklist recommends separating three different issues: a task that was missed, a cleaning frequency that is no longer sufficient, and periodic maintenance that falls outside routine janitorial work.
Those problems require different solutions.
If the provider is performing exactly what the contract requires but the facility has doubled in occupancy, adjusting the scope may solve the problem. If clearly documented tasks continue to be missed despite repeated corrective discussions, changing providers may become reasonable.
Review Your Current Agreement Before Making a Change
Before setting a start date with a new cleaning company, review the existing agreement carefully.
Look for:
- Contract end date
- Notice requirements
- Cancellation terms
- Auto-renewal provisions
- Final service responsibilities
- Company-owned equipment
- Facility-owned equipment
- Supply ownership
- Key and access-card responsibilities
- Any outstanding specialty work
- Final invoicing procedures
Do not assume that every commercial cleaning agreement can be ended immediately. Contract terms vary, and questions about termination rights or legal obligations should be reviewed with the appropriate business or legal advisor when necessary.
MedClean’s guide to janitorial contracts explains why cleaning agreements should clearly define the scope, frequency, access responsibilities, quality expectations, supplies, and procedures for addressing service problems.
That same information becomes especially valuable when preparing for a provider transition.
Coordinate the Final Service and New Provider Start Date
Once you understand the notice requirements in your existing agreement, build the cleaning transition around a specific handover date.
Ideally, the outgoing provider’s final scheduled service and the incoming provider’s first scheduled service should be coordinated so the facility does not unexpectedly miss a cleaning visit.
A simple transition can look like this:
- Confirm the outgoing provider’s final service date.
- Complete the incoming provider’s facility walkthrough before that date.
- Collect or deactivate the outgoing provider’s keys, access cards, fobs, and other credentials according to facility procedures.
- Issue new access credentials to the incoming provider and document who has access.
- Confirm the incoming company’s first scheduled service date and time.
- Complete a baseline inspection before or at the beginning of the new service so existing conditions are documented.
Some facilities may also benefit from scheduling an initial detailed clean when changing providers, particularly if the incoming company is inheriting unresolved buildup, neglected periodic maintenance, or areas that need more attention than routine janitorial service can provide.
The exact transition will depend on the existing contract, facility requirements, and service schedule, but there should always be a clearly identified final service and first service. That helps reduce the risk of missed cleaning visits, access confusion, or uncertainty about which provider is responsible during the changeover.
Switching Commercial Cleaning Companies Starts With a New Scope
One of the biggest mistakes a facility can make is handing the new provider the old cleaning checklist without reviewing it.
If the previous program was not working, there may be a reason. The facility may have changed since the original scope was created.
Consider whether there are now:
- More employees
- Longer operating hours
- More customer traffic
- Additional washrooms
- New tenants
- New offices
- Hybrid-work scheduling changes
- New flooring
- New restricted areas
- Increased restroom use
- More waste
- New clinical or specialized spaces
The transition is an opportunity to rebuild the cleaning program around the facility as it exists today.
A thorough scope should identify the areas being serviced, individual tasks, cleaning frequencies, periodic work, supply responsibilities, access requirements, special instructions, and quality expectations.
Do not leave essential tasks hidden behind broad phrases such as “complete office cleaning.” The more specific the scope is, the easier it becomes to evaluate performance after the new provider starts.
Complete a Facility Walkthrough Before the First Service
The incoming cleaning company should see the building before the first scheduled cleaning whenever practical.
A walkthrough helps the provider understand details that cannot be learned from a spreadsheet.
These may include:
- Building entrances
- Alarm panels
- Service elevators
- Waste locations
- Recycling procedures
- Supply-storage rooms
- Janitorial closets
- Restricted offices
- High-traffic areas
- Loading areas
- Washrooms
- Break rooms
- Floor types
- Carpeted areas
- Security procedures
- Areas with recurring cleaning concerns
This is also the time to identify facility-specific priorities.
One building may consider its reception area the highest presentation priority. Another may experience most complaints in employee washrooms. A medical office may have specific access boundaries around clinical areas.
The new provider should understand those priorities before the first service begins.
Document the Starting Condition
A new cleaning company should not automatically be held responsible for every condition it inherits.
Imagine a resilient floor that has been poorly maintained for several years. Routine mopping may remove surface soil, but it will not necessarily restore a worn or damaged finish.
Likewise, carpet staining, damaged fixtures, scratched glass, permanent discoloration, grout deterioration, or heavy buildup may require restorative work rather than recurring janitorial cleaning.
A baseline walkthrough can document:
- Existing floor condition
- Carpet staining
- Damaged fixtures
- Permanent marks
- Heavy buildup
- Supply levels
- Existing maintenance issues
- Areas needing specialty cleaning
Photographs can also be useful when appropriate and permitted by the organization.
The goal is not to criticize the outgoing provider. It is to establish a clear starting point so the customer and incoming cleaning company agree on what recurring cleaning can reasonably address.
Transfer Keys, Access Cards and Alarm Information Carefully
Access is one of the most important parts of a cleaning-provider transition.
Facility managers should know exactly who has:
- Physical keys
- Electronic access cards
- Fobs
- Alarm credentials
- Building codes
- Parking access
- Elevator access
- Restricted-room permissions
Outgoing access devices should be collected according to company procedures.
New credentials should be issued deliberately rather than simply passing old keys from one company to another without documentation.
Consider maintaining an access log that records the device or key number, person or company receiving it, date issued, areas accessible, and date returned.
Alarm procedures should also be documented. The incoming cleaning crew may need to know when the system is armed, which entrance to use, who to contact after hours, and what to do if an alarm is triggered accidentally.
For offices containing confidential records, clinical information, financial documents, or restricted spaces, clearly identify which rooms cleaners are authorized to enter.
Review Cleaning Products and Safety Information
The incoming provider may use different products or equipment from the outgoing company.
Under Canada’s Workplace Hazardous Materials Information System, or WHMIS, hazardous products intended for use, handling, or storage in a workplace generally require Safety Data Sheets. CCOHS explains that an SDS provides information about product hazards, precautions, safe handling, and emergency measures. Review CCOHS guidance on Safety Data Sheets.
The transition is a good opportunity to review:
- Fragrance sensitivities
- Surface compatibility
- Flooring requirements
- Restricted products
- Storage locations
- Dilution systems
- Disinfection requirements
- Personal protective equipment
- Spill procedures
Never assume a product is suitable for every surface simply because it is a commercial cleaner.
Natural stone, stainless steel, specialty flooring, glass, electronics, and finished surfaces may require specific products and procedures.
Decide Who Supplies Consumables
One surprisingly common source of confusion is restroom and facility supplies.
Before the new provider begins, establish responsibility for:
- Toilet paper
- Paper towels
- Hand soap
- Garbage liners
- Sanitizer
- Feminine-hygiene products where applicable
- Dispenser refills
- Cleaning chemicals
- Cleaning equipment
There are several workable models. The facility may purchase everything, the cleaning provider may manage certain consumables, or responsibilities may be divided.
The specific model matters less than making sure everybody understands it.
An empty paper-towel dispenser should not turn into an argument over which company was supposed to order the case.
Assign One Primary Contact
Provider transitions become difficult when several people give the cleaning crew different sets of instructions.
Designate one primary facility contact whenever possible.
That person can coordinate:
- Schedule changes
- Access issues
- Complaints
- Added tasks
- Supply questions
- Inspection results
- Special events
- Service adjustments
The cleaning company should also provide a clear point of contact on its side.
This does not prevent other employees from reporting problems. It simply creates a consistent communication channel for decisions that affect the service plan.
Build a First-Week Priority List
The first several services are an important learning period.
The new provider is becoming familiar with the building, cleaning routes, access procedures, waste locations, supply storage, employee schedules, traffic patterns, and client priorities.
Rather than expecting the provider to discover every building detail independently, identify the highest-priority areas before launch.
For example:
- Priority 1: Washrooms must be fully cleaned and stocked before employees arrive.
- Priority 2: Reception glass and entrance flooring must be presentation-ready each morning.
- Priority 3: The boardroom requires a full reset before scheduled meetings.
- Priority 4: A high-use kitchenette needs additional waste attention.
These operational details can make the difference between a generic cleaning program and one that actually works for the facility.
Inspect Early Without Micromanaging
The first weeks of service are the right time for more frequent quality checks.
That does not mean following cleaners around the building looking for mistakes. Instead, inspect whether the agreed standards are being achieved.
Look at:
- Entrances
- Washrooms
- Waste
- Floors
- Break rooms
- High-traffic common areas
- Glass
- Supplies
- Frequently missed areas
The ISSA Cleaning Industry Management Standard, or CIMS, is designed around documented management systems that support quality, consistency, customer focus, and measurable results. Review the CIMS standard overview.
MedClean’s janitorial quality control checklist applies the same practical principle: inspect against the agreed scope rather than relying only on a vague impression of cleanliness.
If an issue appears, document the specific location and condition.
“Cleaning is bad” is difficult to correct.
“The paper towel dispenser in the second-floor staff washroom was empty Tuesday morning” gives the provider something concrete to investigate.
Distinguish an Onboarding Issue From a Service Pattern
A new cleaning crew may encounter questions during the first few visits.
Perhaps a supply cabinet was locked. Maybe an access card did not work on one floor. A conference room may have been occupied during the normal service window.
Those are onboarding issues that can often be corrected quickly.
A recurring quality problem is different.
If the same area is missed repeatedly after the provider has been notified and given a reasonable opportunity to correct the process, it may indicate a deeper issue.
Good quality control asks:
- What happened?
- Why did it happen?
- Was the immediate issue corrected?
- What prevents it from happening again?
- Did the correction work?
That final question matters. A complaint is not fully resolved simply because an email was answered.
Avoid Changing Everything at Once
A transition is a good time to improve the cleaning program, but changing too many variables at once can make it difficult to understand what is working.
For example, suppose a facility simultaneously changes:
- Cleaning company
- Service frequency
- Product program
- Supply vendor
- Waste procedure
- Office access hours
- Floor-maintenance schedule
If a problem appears, determining the cause can become difficult.
Prioritize the biggest issues first. Once recurring service stabilizes, the facility can address lower-priority improvements and specialty projects.
Plan Periodic Work Separately
Recurring janitorial cleaning and periodic specialty cleaning should not be confused.
The new provider should understand which projects are scheduled separately, such as:
- Carpet extraction
- Floor stripping, waxing, and sealing
- Detailed interior window cleaning
- Exterior window cleaning
- High dusting
- Pressure washing
- Deep cleaning
- Post-construction cleaning
If a floor already needs restoration, putting that expectation into the nightly mopping checklist will not solve the problem.
Documenting periodic work separately makes recurring service easier to evaluate.
What Should Happen During the First Service Review?
Once the new provider has completed enough visits to understand the facility, hold a service review.
There is no universal number of days that every building must wait. The appropriate timing depends on service frequency, facility size, complexity, and the issues identified during onboarding.
Discuss:
- Tasks being completed successfully
- Recurring concerns
- Access problems
- Cleaning frequency
- Supplies
- Communication
- Staffing
- Periodic work
- Schedule changes
- New priorities
If everything is working, the review confirms the operating plan.
If adjustments are needed, make them while the account is still receiving close onboarding attention.
Switching Providers Should Lead to a Better Cleaning Program
The goal of changing commercial cleaning companies is not simply to replace one logo with another.
The transition should improve the way the facility is managed.
A successful change gives the organization:
- A clearer cleaning scope
- Better accountability
- Defined communication
- Controlled building access
- Appropriate service frequency
- A documented quality standard
- Better understanding of periodic maintenance
- A cleaning plan based on current facility use
That is why the transition deserves more planning than simply choosing a start date.
Commercial Cleaning and Janitorial Services From MedClean
MedClean Janitorial Services Inc. provides customized commercial and janitorial cleaning programs for offices, medical and dental practices, child care facilities, common areas, retail environments, and other commercial properties.
Businesses in London, Ontario and Regina, Saskatchewan can work with MedClean to build a cleaning plan around operating hours, traffic, flooring, washrooms, security requirements, and service priorities.
If your current cleaning provider is no longer meeting expectations, the next step does not have to be disruptive. A structured walkthrough, clear scope, documented access procedures, and defined quality expectations can make the transition easier.
Contact MedClean to discuss your current cleaning challenges and request a customized cleaning assessment.
Frequently Asked Questions
How do I know when it is time to switch commercial cleaning companies?
Look for recurring patterns rather than isolated mistakes. Repeated missed tasks, unresolved complaints, inconsistent quality, poor communication, inadequate supervision, or a scope that no longer matches the facility can all justify reviewing alternatives.
Should I cancel my current cleaner before hiring a new one?
Review your existing contract before making changes. Notice periods, cancellation terms, access responsibilities, and final service requirements can vary. Make sure you understand your obligations before setting the new provider’s start date.
What should I give a new commercial cleaning company before they start?
Provide the agreed scope of work, service schedule, access procedures, security requirements, emergency contacts, restricted-area information, supply responsibilities, and facility-specific cleaning instructions.
Should the new cleaning company inspect the building first?
A pre-service walkthrough is strongly recommended for most commercial facilities. It helps the provider understand the layout, floor types, priority areas, waste procedures, security requirements, existing conditions, and special cleaning needs.
How should I evaluate the new cleaning company after the transition?
Inspect performance against the written cleaning scope. Document specific issues, communicate them to the provider, and confirm that corrective action resolves recurring problems.
