To switch janitorial companies without a service gap, review your current contract's notice and termination terms, select and onboard the new provider before giving notice, schedule the new provider's first visit for the day after the old provider's last, recover every key, fob and code from the outgoing vendor and change shared codes, then watch the first month closely with extra inspections. Most transitions take 30 to 45 days from decision to steady service.
Step 1: Read your current contract
Before anything else, find:
- Notice period for termination, often 30 days
- Termination type: for convenience or for cause, and any cure period
- Renewal date and whether you are inside a renewal window
- Early termination fees
- Return of property: keys, equipment, products
If you are terminating for cause, document the problems in writing and follow the cure process. See janitorial contract terms.
Step 2: Choose the new provider first
Do not give notice until the replacement is selected and ready. Otherwise you risk weeks without cleaning. Use a written scope, walkthroughs and labor-hour comparisons to choose. See how to choose a commercial cleaning company and our scope of work template.
A switch is also a chance to fix whatever went wrong. If the old scope was vague, write a better one now.
Step 3: Set the timeline
| Day | Action |
|---|---|
| Day 0 | Sign with the new provider; agree on a start date |
| Day 0–1 | Give written notice to the current provider per the contract |
| Days 1–25 | New provider completes onboarding: access setup, screening, site training, product setup |
| Last day of old service | Outgoing vendor's final visit; recover all credentials |
| Next day | New provider's first visit |
| First 30 days | Enhanced inspections and weekly check-ins |
Step 4: Onboard the new provider
Before the first visit, the new provider should:
- Confirm assigned staff and complete background checks and any site-specific screening
- Walk the building with the team that will clean it
- Set up credentials: individual fobs and alarm codes, logged keys
- Agree the lock-up checklist and escalation contacts
- Confirm product choices and where supplies are stored
- Provide a certificate of insurance naming the right parties
See vendor key and access control.
Step 5: Recover access from the outgoing vendor
This step is easy to forget and the most important for security:
- Collect every physical key and fob and check them against your log.
- Delete the outgoing vendor's alarm codes and fob credentials on the last day.
- Change any shared codes the old vendor knew.
- Consider rekeying if keys are missing or were never logged.
- Get written confirmation that all credentials were returned.
CISA's physical security guidance emphasizes controlling who can enter a facility. A vendor transition is exactly when that control slips.
Step 6: Handle supplies and equipment
Decide what happens to consumables and any vendor-owned equipment or products stored on site. Ask the outgoing vendor to remove its equipment and chemicals by the last day, and make sure safety data sheets for the new vendor's products are on site.
Step 7: Communicate internally
Tell staff or tenants:
- That the cleaning provider is changing and when
- That new people will be in the building after hours
- How to report cleaning issues during the transition
Property managers should notify tenants in writing.
Step 8: Watch the first month closely
The first 30 days set the pattern. Ask the new provider for:
- Supervisor inspections at least weekly
- A short weekly check-in call or email
- Fast correction of any missed items
- A 30-day review of the scope and schedule
A good provider will expect this and offer it. See our quality assurance program.
Common mistakes
- Giving notice before the replacement is ready
- Forgetting to delete alarm codes
- Not documenting reasons when terminating for cause
- Using the old, vague scope again
- Not telling staff, then fielding confused complaints
How Northmark handles transitions
We plan new accounts around your current vendor's notice period, complete screening and site training before the first night, set up logged credentials, and run close supervisor QA for the first month. See how we work and janitorial account management, or schedule a facility walkthrough.
Frequently asked questions
How long does it take to switch cleaning companies?
Usually 30 to 45 days, driven mainly by your current contract's notice period.
Should I tell my current cleaner I'm looking?
That is your choice, but do not give formal notice until the replacement is selected and ready to start.
Do I need to change alarm codes when switching vendors?
Yes. Delete the outgoing vendor's codes and change any shared codes they knew.
Can the new company start before the old one finishes?
Usually the new provider starts the day after the old provider's last visit, so there is no gap and no overlap.
Sources
Published · Updated · Northmark Facility Services.