Understanding any type of contract is important. It’s no different when you evaluate the janitorial services contract that you sign on behalf of your company. It is critically important to you to not only understand but also agree to all the terms and conditions outlined in the janitorial service contract. When you change cleaning companies, you’ll want to ensure a smooth and cost-effective transition. How to switch your commercial cleaning service will depend on the terms of your current contract, the urgency of the change, and the availability of trustworthy contractors in your area.
When to End a Commercial Cleaning Contract
A contract can be a big obstacle when switching your commercial cleaning service. If you are coming to the end of your current cleaning contract, a switch of janitorial service providers should be easy. But if you need to terminate a cleaning contract before it’s scheduled to end, things can be a little more difficult.
Most cleaning contracts contain a termination clause. If you’re thinking of switching cleaning services mid-contract, read this clause first. It should outline the circumstances under which you can end a contract and the amount of notice you will need to provide.
If you are worried that ending the contract may be cost-prohibitive, you will want to assess how urgently a change of providers is needed. In some cases, it is best to wait until the end of your contract. In other cases, continuing with your contract could be more costly for your business. Poor commercial cleaning services can have a corrosive effect on customer confidence, employee morale, and workplace health and safety. Damage to your reputation or workplace culture often means long-term problems for your bottom line. Often, the immediate costs of switching commercial cleaning services are worth the cost of ending a contract prematurely.
The cancellation policy outlines how the janitorial service contract can be ended by either your company or the janitorial service company. Typically, janitorial service contracts are for a set period of time. The cancellation policy puts guidelines around how and when that relationship can come to an end. There are two common types of termination that the cancellation policy will address. Those are:
- Normal – When the janitorial service contract cancels at the END of the agreed-upon term and either the client (your company) or the janitorial service company does not wish to renew the contract and continue office cleaning services.
- Early – When the client (your company) or the janitorial service company wants to cancel the janitorial service contract BEFORE the end of the agreed-upon term.
The cancellation policy section of the janitorial contract should provide guidance for each type of termination. It can be easy to assume that if you’re not satisfied with the service your company is receiving you can simply end the janitorial services whenever you want. That may or may not be true. How and when you can end a janitorial service contract, along with any penalties for early termination, should be clearly outlined and understood before entering the agreement.
Your company could face an unpleasant situation or undesirable consequences without understanding the agreement, like having to pay out the remaining term of the janitorial contract if you want to get out early or be stuck paying for a janitorial service that you’re displeased with for months. Even with a normal cancellation, if you’re not aware of the notice of non-renewal period, your janitorial service contract could be auto-renewed if you miss that deadline.
How to Switch Cleaning Services Professionally
Before you make the decision to terminate a cleaning contract, take the time to contact other local commercial cleaning services. Most will be happy to provide a free, in-person consultation for your cleaning needs. This will allow you to compare costs and contracts. Also, you can determine whether a new contractor will be able to address the concerns that you had with your previous cleaning service.
When switching commercial cleaning companies, a clean and respectful transition is important. Prepare a professional contract termination letter, be transparent about the reasons for your change, and make sure that all dates and details are clear for your current provider. Try to make the best of the situation for all parties involved, including your old cleaning service. This is often essential to a smooth transition, and it can help your new provider get up to speed quickly.