Remember that most office cleaning contracts require at least a 30-day notice. Be sure to review your cleaning contract before you notify your contractor of your desire to discontinue service, and follow the cancellation clause to the letter.

Your notice of cancellation should be delivered by a method that requires a returned signature from the contractor’s highest-ranking officer (owner, president, CEO) so you have proof of delivery.

The notice should specify the last date of cleaning and a specific day and time for the contractor to hand you the keys to your building and to remove his equipment. Remember to get the rest-room dispenser keys as well, as some dispensers use keys that are very difficult to replace. This is also a good time to contact your security services. Call your alarm company so they can arrange for new alarm numbers to be assigned and for old numbers to be invalidated on the day of the switch, and let your drive-by security service know that there will be new people in your building and different vehicles in your parking lot.

At some point, notify your employees of the switch before the new contractor begins servicing your facility, and get input from them as to any special requirements or requests they might have. For instance, your old contractor might know that the door to your accounting department is to be locked every night when they are finished cleaning, but it’s a detail you might forget to tell the new contractor. A simple set of notes can save everyone a lot of time and headaches.

Consider asking your new contractor if you can meet the people who will be cleaning your building. A five-minute meeting can do wonders – you will know who will be in your building, the cleaners will know whom they’re working for, and it can boost the accountability factor tremendously.

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