Many businesses put up with poor cleaning longer than they should because changing providers sounds like a hassle. It does not have to be. With some preparation, you can move to a new commercial cleaning company in Charlotte without missing a single night of service. This guide covers when to switch and how to do it in order.
Signs It Is Time to Switch
- The same problems return after you have reported them
- Scheduled visits are missed, or crews arrive late
- The crew changes constantly and nobody knows your building
- Calls and emails go unanswered
- Restroom supplies run out between visits
- Doors are left unlocked or alarms are not set
- Invoices include charges you did not agree to
- Employees or customers have started to comment
One bad night is not a reason to change. A pattern that continues after you have raised it is.
First, Give Your Current Provider a Chance to Fix It
Put your concerns in writing, with specific examples and photos where you can. Ask for a walkthrough with a manager and a date by which the issues will be corrected. Sometimes this solves the problem. If it does not, you have a written record that supports ending the agreement.
Review Your Contract Before You Act
Read the agreement for these points before you give notice:
- Notice period. How much written notice is required to cancel?
- Automatic renewal. Does the contract renew on its own, and when is the deadline to opt out?
- Termination for cause. Can you end the contract early if service standards are not met?
- Equipment and supplies. Do the dispensers, mats, or supplies in your building belong to the contractor?
If any terms are unclear, have your attorney review them before you send notice.
How to Switch, Step by Step
- Document what you need. List the tasks and frequencies, note what has been going wrong, and record your building hours and access rules.
- Request quotes against the same scope. Give every company the same task list so the prices are comparable. See our guide to commercial cleaning prices in Charlotte for what affects the number.
- Walk the building with each company. A provider that quotes without seeing the space is guessing.
- Verify the basics. Ask for a certificate of insurance, proof of bonding, and references from similar facilities.
- Set the start date first. Agree on a start date with the new company before you give notice, and line it up with the end of your notice period.
- Give written notice. Follow the method your contract requires and keep a copy.
- Handle keys and access. Collect keys and badges from the outgoing company, and change alarm codes on their last day.
- Start with a deep clean. An initial deep clean resets the building so routine service can maintain it.
- Inspect often at first. Walk the building weekly for the first month and share feedback right away.
What to Expect in the First 30 Days
A new crew needs a few visits to learn your building, so expect some adjustment early on. What you should see from the first week is quick communication and problems corrected by the next visit. If small issues are being fixed promptly, the relationship is on the right track.
Get the Agreement Right This Time
Make sure the new contract includes a written scope of work, a named contact, and a clear process for reporting problems. Our articles on commercial cleaning contracts and service-level agreements explain the terms worth asking for.
Thinking About Switching?
Blue Oak Solutions provides commercial cleaning for offices and facilities across Charlotte and nearby cities. Request a free quote or call 980-307-4988, and we will walk your building and provide a written proposal.
Frequently Asked Questions
How much notice do I need to give my cleaning company?
It depends on your contract. Check the agreement for the required notice period and for any automatic renewal deadline before you send written notice.
Will there be a gap in service when I switch?
There does not need to be. Agree on a start date with the new company before giving notice to the current one, and schedule the new company to begin when the notice period ends.
What should I do about keys and alarm codes?
Collect all keys and access badges from the outgoing company on their last day and change any alarm codes they were given. Issue new keys and codes to the incoming crew.