Quick answer: To switch janitorial companies smoothly, review your current contract’s termination terms first, write a clear scope of work, get comparable quotes, choose a start date that lines up with the notice period, and plan a handover that covers keys, alarm codes, supplies and site-specific instructions. A walk-through with the new contractor before day one and close check-ins in the first few weeks prevent most transition problems.
Most property managers stay with an underperforming cleaning contractor longer than they should, because switching feels risky. Nobody wants a week of overflowing garbage and angry emails. With a little planning, though, a changeover can be close to invisible to tenants and residents.
Step 1: Confirm It’s Time to Switch
Before starting, make sure the problems aren’t fixable with a direct conversation. Common reasons to switch include:
- Repeated missed tasks despite raising them
- Poor communication or slow response to complaints
- High staff turnover and inconsistent results
- No supervision, inspections or reporting
- Insurance, WorkSafeBC or compliance concerns
Document issues with dates and photos. This helps with the termination conversation and with setting expectations for the new contractor.
Step 2: Read Your Current Contract
- What notice period is required?
- Is termination for convenience allowed, or only for cause?
- Are there penalties or minimum terms?
- Who owns supplies and equipment on site?
- How must notice be delivered?
For stratas, check whether council approval is needed to terminate and sign a new contract.
Step 3: Write or Update the Scope of Work
A clear scope is the most important tool for a good transition. List each area, each task and its frequency. Include anything the current contractor did informally that you want to keep, and anything that was missing.
Step 4: Get Comparable Quotes
Send the same scope to each bidder and invite them to walk the site. Compare on:
- Hours on site and staffing levels, not just price
- Supervision and quality control
- Reporting and communication tools
- Insurance, WorkSafeBC coverage and references
- Products used and who supplies consumables
Step 5: Time the Start Date
Line up the new contractor’s start with the end of the notice period so there’s no gap. Avoid starting during holidays, major events or move-in periods if you can.
Step 6: Plan the Handover
- Keys, fobs and alarm codes collected from the outgoing company and issued to the new one
- Janitor closet inventory: what stays, what leaves
- Site-specific notes: tenant preferences, restricted areas, after-hours access rules
- Contact list for building staff, security and tenants
- Waste and recycling pickup schedules
Change alarm codes after the outgoing company leaves if possible.
Step 7: Do a Pre-Start Walk-Through
Walk the site with the new supervisor. Point out problem areas, show where supplies are stored and confirm the checklist. Some contractors do an initial deep clean to reset the building to a baseline.
Step 8: Check In Closely at the Start
- Daily check-ins in week one
- A formal inspection at the end of weeks one and four
- A simple channel for tenants or residents to report issues
- Adjust the checklist as gaps appear
Frequently Asked Questions
How much notice do I need to give?
It depends on your contract. Thirty to ninety days is common, but check your specific terms.
Can the new company start before the old contract ends?
You could overlap, but you’d pay both. Most managers align the dates instead.
Should I tell the current contractor I’m getting quotes?
That’s a judgment call. Some managers do, which occasionally improves performance. Others wait until a decision is made.
What if the new company underperforms too?
A clear scope, inspection schedule and performance terms in the new contract make it easier to address quickly.
A Smooth Start With a New Partner
EcoPlanet Property Services has helped strata and commercial properties across Greater Vancouver transition to new janitorial programs for over 20 years, with site walk-throughs, detailed checklists and real-time reporting. Request a free quote or call 604-565-5238.
