R&A Cleaning Services · Connecticut
Commercial Cleaning Vendor Switch Checklist
Switching cleaning vendors mid-contract or at renewal? Follow these steps to protect your business, avoid gaps in service, and set your new provider up to succeed from day one.
1 — Review Your Current Contract
- Locate your existing cleaning contract and note the termination clause
- Identify the required notice period (typically 30–60 days)
- Note any lock-in clauses or early-termination fees
- Check whether equipment or supplies belong to you or the vendor
- Confirm who holds access credentials (key, fob, alarm code)
2 — Document Current Conditions Before the Switch
- Photograph every area of the facility as-is
- Note any existing damage, stains, or wear (floors, grout, fixtures)
- Identify chronic problem areas the current vendor hasn't resolved
- Log current supply inventory (paper goods, soap, trash liners)
3 — Define Requirements for the New Vendor
- List all spaces: offices, restrooms, break rooms, lobbies, storage
- Specify cleaning frequency per area (daily, weekly, monthly)
- Identify high-traffic vs. low-traffic zones
- Note any special surfaces: hardwood, polished concrete, specialty tile
- List mandatory tasks vs. optional add-ons
- Clarify access hours and any restricted areas
- Specify supply preferences (brand, fragrance-free, green products)
4 — Vet Your New Vendor
- Confirm they carry general liability insurance (request certificate)
- Confirm workers' compensation coverage for all staff
- Ask for references from similar commercial accounts
- Verify they handle background checks on employees
- Clarify who your primary point of contact will be
- Ask about their quality-control and inspection process
- Get start-date flexibility in writing
5 — Transition Planning
- Set an official end date with current vendor (in writing)
- Schedule a site walkthrough with new vendor before Day 1
- Provide new vendor with access: key copy, fob, alarm code, parking
- Brief your internal team on the change and new vendor contact info
- Brief building management / security if needed
- Plan for a deep clean or "reset" service on switch day
6 — First 30 Days with New Vendor
- Conduct a walk-through inspection after the first clean
- Provide written feedback within 48 hours of any issue
- Set a 2-week check-in call to review performance
- Confirm invoicing cycle and payment method
- Update your emergency contact list with new vendor info
- Photograph representative areas weekly for the first month
7 — Ongoing Quality Assurance
- Schedule a formal quarterly review with your cleaning account manager
- Keep a simple log of any recurring issues
- Re-assess scope annually as your facility's needs change
Ready to make the switch? R&A handles commercial spaces across Connecticut. R&A Cleaning Services · (860) 462-5060 · racleaning.com
We're fully insured, background-check all staff, and assign a dedicated account manager to every commercial client.