1. Identify what needs to improve

Write down the specific reasons you are considering a change. Is the problem missed visits, inconsistent washroom cleaning, unclear communication or a scope that no longer matches your office? Record the area, task and timing rather than describing the whole service as “not good enough”.

This makes the next quote more useful and helps avoid carrying the same unclear expectations into a new arrangement. If your workplace has grown or staff attendance has changed, review the cleaning frequency and task list as well as the provider.

2. Check your current contract before setting a date

Find the signed agreement and accepted quote. Review the minimum term, notice requirements, renewal terms and any early termination provisions. Check who must receive notice and how it must be delivered. Request written confirmation of the agreed final service date.

Do not assume you can end an existing agreement immediately because you have found another provider. If the terms or a dispute are unclear, get advice about the agreement. Our commercial cleaning contract checklist highlights the clauses to locate.

3. Give the new provider a clear brief

Share your Auckland suburb, office size, room list, occupancy, preferred schedule and access restrictions. Explain the tasks that matter most and the issues you want resolved. A site visit or photos can help clarify the starting condition and whether an initial deep clean is needed.

Ask for regular work, periodic tasks, consumables and any initial clean to be identified separately. Compare proposals using the same scope; our commercial cleaning quote guide explains how to make the comparison fair.

4. Coordinate the last visit and first visit

Agree the outgoing provider’s final visit and the incoming provider’s first visit before confirming the change. Account for public holidays, building access and any office closure. A handover does not need an accidental gap in service or two providers arriving with conflicting instructions.

  • Before the final visit: confirm dates, the last agreed tasks and who will collect keys.
  • At handover: record returned keys or cards, equipment and supplies, and any unresolved work.
  • Before the first visit: brief the new team on entry, restricted areas, storage, waste and lock-up.
  • After the first visit: check the agreed areas and send specific feedback to the nominated contact.

If the new service cannot begin immediately, agree who will manage bins, kitchens and washrooms during the gap.

5. Reset access and clarify supply ownership

Keep a record of keys and access cards returned by the outgoing provider. Coordinate with the building manager or your security contact to remove access that is no longer needed and arrange new permissions. Review shared alarm codes with the person responsible for the system; do not pass them around in an open email chain.

Check which vacuums, chemicals, dispensers and consumables belong to your business and which belong to the provider. Agree collection or replenishment so the first clean is not delayed by missing supplies. Confirm what cleaners may move and what must stay untouched, especially paperwork and personal items.

6. Review the first few cleans against the new scope

Use the accepted checklist to inspect the service. Give feedback with an area, task and date: “The kitchen floor edges need attention after Wednesday’s visit” is easier to resolve than a general complaint. Agree a review point after the first few visits and document any adjustment to scope or frequency.

Keep one main workplace contact for routine questions. This reduces conflicting instructions and helps both parties identify whether an issue comes from access, timing or the task list.

Common questions about changing cleaners

Can the new provider start straight away?

Availability, access and your current notice terms determine the start date. Ask for confirmation before committing to a final visit with the outgoing provider.

Do we need a deep clean first?

Not always. Assess the starting condition and agree whether any one-off deep cleaning is needed separately from regular service.

Can we keep the same cleaning schedule?

Request your preferred days and times, then confirm availability in writing. A change of provider is also a useful time to check whether that schedule still suits your office.

Considering a change in Auckland? Send your office cleaning requirements and proposed start date, or call 0800 366 688 to discuss the handover.