Published · 3 min read
Switching commercial cleaning vendors doesn't have to mean a missed cleaning cycle. A clean switch needs a written overlap plan (notice period, key and access transfer, a documented final walkthrough) scheduled before the outgoing contract ends, not scrambled together after.
What actually causes a coverage gap when you switch?
Most gaps don't happen because a new vendor is slow to start. They happen because nobody planned the handoff day itself. The outgoing crew turns in keys on a Friday, the new crew isn't cleared for building access until the following Monday, and the weekend goes uncleaned. Or the outgoing vendor removes their supplies and equipment before the new vendor has delivered their own, and nobody notices until Monday morning. Almost every gap traces back to a date on a calendar that two parties never actually agreed on together.
How much notice should you give your current vendor?
Pull your current contract and read the termination clause before you do anything else. Notice periods vary by contract: 30 days is common, but some run longer. Give notice in writing, keep a copy, and note the exact last service date the contract requires. If you're mid-contract and not at a renewal point, confirm whether there's an early-termination penalty so it doesn't surprise you later.
What should overlap day look like?
If your outgoing vendor is willing, a short overlap where both vendors are on-site (even just for a walk-through, not double cleaning) is the safest way to hand off. On overlap day:
- The outgoing crew lead walks the new vendor through problem areas, equipment locations, and anything that's not obvious from a scope document.
- Supply closets, chemical storage, and equipment get inventoried so nothing walks out the door with the old vendor by mistake.
- Any open issues (a broken floor machine, a recurring complaint area) get named out loud, not left for the new vendor to discover.
Not every incumbent will agree to overlap, especially if the relationship ended badly. If they won't cooperate, that's exactly why the final walkthrough with your own team matters more.
Who owns keys, codes and alarm access during the handoff?
You do, and it needs to be treated that way. Building keys, fobs, alarm codes, and any facility-specific access credentials belong to the facility, not the vendor. Before the outgoing vendor's last day:
- Collect every physical key and fob issued to their staff, and confirm the count matches what was originally issued.
- Change alarm codes and any shared passcodes the outgoing crew had.
- Deactivate the outgoing vendor's access in any building management or key-card system.
- Issue new access to the incoming vendor only after their staff and start date are confirmed.
Don't hand this off informally between crew leads. It should go through whoever manages building security for your facility.
What belongs in a transition checklist?
A written checklist is what turns "we should coordinate this" into something that actually happens on schedule. At minimum, yours should cover:
- Written termination notice sent, with the confirmed last service date
- New vendor's scope of work finalized and signed (a scope of work template makes this faster to lock down)
- Overlap or handoff day scheduled and confirmed with both vendors
- Keys, fobs, and alarm codes inventoried, collected, and reissued
- Supply closets and equipment inventoried before the outgoing vendor leaves
- New vendor's insurance certificate and staff roster on file
- First walkthrough with the new vendor scheduled
When should the new vendor's first walkthrough happen?
Before their first cleaning night, not after. A walkthrough with the incoming vendor should happen while the outgoing vendor's work is still visible, so the new crew can see the building in its normal working condition rather than guessing from a scope document alone. This is also the point where you should be vetting a new vendor on how they actually staff and supervise an account, not just their quoted price.
Where Nexara fits
We've picked up buildings mid-transition more than once, and the switches that go smoothly are the ones where the facility manager had a written handoff plan before the last day of the old contract. If you're weighing a vendor change and want a walkthrough and a written scope of work before you commit to a start date, request a walkthrough and we'll work the timeline around your outgoing contract, not the other way around.
Questions we get asked.
How much notice is standard for canceling a janitorial contract?
It depends on the contract. Most commercial cleaning agreements have a termination clause requiring 30 days' written notice, but some run 60 or 90. Check your termination clause before you assume.
Who does the final walkthrough with the outgoing vendor?
Whoever manages the account on the facility side, usually the facility manager or the person who signs off on cleaning invoices. It's best if that same person is available for the new vendor's first walkthrough too, for continuity.
Can the new vendor start before the old contract ends?
Sometimes, if the outgoing contract allows it and both vendors are willing to coordinate a short overlap. It's not required, but a day or two of overlap is one of the more reliable ways to avoid a gap.
