Changing cleaning company: a mobilisation checklist for a smooth start

Confirm the dates before arranging the handover

Check your existing contract’s notice provisions and the proposed start date with the incoming company. Do not assume the outgoing service ends when the new quotation is accepted. Agree the last clean, the first clean and how any gap will be managed. Include bank holidays, planned closures and events. Name a lead contact on your side who can make decisions about access and priorities during the transition.

Raise staffing implications early

Acas explains that TUPE can apply when a cleaning contract changes provider, depending on the circumstances. It is not safe to assume that a new contractor simply brings an entirely new team. Discuss the position early with the relevant employers and obtain appropriate HR or legal advice where needed. The timetable should allow for the processes that apply to the actual transfer. This guide does not determine whether TUPE applies to your contract.

Prepare the building information

Create a concise handover pack with the current specification, floor plan, room names, agreed hours and site contacts. Include access restrictions and the process for reporting faults. Share keys, alarm information and security procedures through an appropriate secure process, not an open noticeboard or a general email distribution list. Make sure the people who open the building know when the new team will arrive.

Check equipment, products and storage

Agree who supplies equipment, where it will be stored and how it will be brought into the building. Check water and power access for the proposed methods. Explain any surface restrictions or manufacturer instructions. If the outgoing contractor owns the equipment currently on site, establish when it will be removed so the new team does not depend on items that disappear before its first shift. Confirm how products will be identified and stored under the site arrangements.

Agree a first-week plan

The first visit should follow the agreed priorities, with an opportunity to flag access or timing problems. A new contractor should not silently absorb a large backlog into a routine visit without discussion. If an initial deep clean is needed, specify it separately and schedule it realistically. Arrange an early check with your account manager so emerging issues can be addressed before they become normal practice.

• Confirm arrival times and named contacts.
• Check keys, access and site induction.
• Review the task list and any initial backlog.
• Agree how exceptions will be reported.
• Book the first service review.

Make handover an ongoing conversation

Some details only become clear after the first few shifts. Keep a short action list and allocate an owner to each item. Once the routine is established, move into the agreed audit and review pattern. Kezlin’s mobilisation planning is followed by dedicated account management, monthly audits and quarterly reviews, helping the service stay aligned with your premises after the initial handover.