Give written notice per your contract, appoint the incoming contractor before the notice expires, run a joint site walkthrough, transfer keys and access formally, and schedule a restorative deep clean in the first week of the new contract.
- 1A clean switch takes about 30 days from decision to first service.
- 2Check your notice period and any equipment or consumable return obligations.
- 3Run a joint site walk with the incoming provider before day one.
- 4Overlap keys, alarms and access handover — that is where switches usually go wrong.
Before you give notice
Read the termination clause first. Most Brisbane and Gold Coast commercial cleaning contracts require 30 days written notice; some auto-renew annually if notice is not given within a specific window. Missing that window is the most common and most expensive mistake.
Appoint your replacement before serving notice. Service quality from an outgoing contractor rarely improves after they receive a termination letter.
| Stage | Timing | Actions |
|---|---|---|
| Review contract | Day 1 | Check notice period, penalties, equipment terms |
| Shortlist & site walks | Day 1 – 7 | Three quotes, written scope from each |
| Award & notify | Day 7 – 10 | Issue notice in writing to outgoing provider |
| Onboarding | Day 10 – 25 | Inductions, keys, alarms, police checks, rosters |
| Handover night | Day 28 – 30 | Access transfer, first clean with supervisor on site |
| 30-day review | Day 60 | Scored audit against the agreed scope |
The 30-day transition plan
A structured handover eliminates the gap that usually causes a bad first month.
- Day 1 — serve written notice, confirm final service date in writing
- Day 1 to 5 — incoming contractor site walkthrough and scope confirmation
- Day 5 to 15 — building inductions, access card applications, police check verification
- Day 20 — key and alarm code register formally transferred and documented
- Day 25 — consumables stock count and cupboard handover
- Day 30 — outgoing final service, incoming contractor commences next business day
- Week 1 of new contract — restorative deep clean and baseline photo record
- Keys, fobs and alarm codes collected and reissued
- Consumable stock counted and transferred
- Any leased equipment returned or purchased
- Building inductions completed for the new crew
- Emergency contact list updated with the new provider
- Old provider removed from after-hours access lists
Getting the first 90 days right
Set the baseline with photographs on day one, agree a single point of contact on each side, and schedule formal reviews at 30, 60 and 90 days. Log issues in writing rather than raising them verbally — a documented issue gets fixed, a corridor conversation gets forgotten.
If your site is in a CBD tower or a strata building, also notify building management of the contractor change so access records stay accurate.
Frequently asked questions
Can I change cleaners mid-contract?+
Yes, if the contract allows termination for convenience or for cause. Document performance failures in writing first — it strengthens your position and often triggers a genuine fix.
Who owns the keys and alarm codes?+
You do. Require a signed key register on handover and change alarm codes on the day the outgoing contractor finishes, regardless of how amicable the separation is.
