Switching cleaning provider goes wrong when notice, staff transfer and mobilisation are not sequenced properly — leading to a service gap, an unhappy incumbent workforce, or a new contractor arriving without a proper specification. This checklist sequences the process so nothing is missed.
Download the checklist
Download the PDFA step-by-step, dated checklist covering notice, procurement, TUPE and mobilisation.
Step 1 — Review the current contract
- Check the notice period required to end the current contract
- Confirm the notice deadline in writing, in good time
- Identify whether the current staff are dedicated to your site (relevant to TUPE — see our TUPE explained guide)
Step 2 — Define what you actually need
- Write or update the cleaning specification (see our specification template) so new bidders quote against the same standard, not guesswork
- Decide the SLA and reporting you expect (see our SLA template)
Step 3 — Run the procurement
- Request quotes against the written specification, not a vague brief
- Check insurance (Employers' Liability, Public Liability), vetting (DBS/PVG/AccessNI) and any required accreditations
- Use our proposal comparison template to compare bids fairly
Step 4 — Handle TUPE
- Confirm with the incoming contractor whether TUPE applies to the incumbent staff
- Ensure employee liability information is requested from the outgoing contractor in good time
- Follow our TUPE transfer checklist for the consultation and handover steps
Step 5 — Mobilise
- Agree a mobilisation timeline with the new contractor (survey, staff induction/transfer, go-live date)
- Arrange access, keys and site inductions for the new team ahead of go-live
- Set a joint walk-round with the outgoing contractor before their last day, if practical
- Confirm the exact go-live date with both outgoing and incoming providers to avoid any gap
Step 6 — Bed in and review
- Run a more frequent audit schedule for the first 6-8 weeks (see our audit scorecard)
- Hold an early review meeting to fix any teething issues before they become entrenched
Frequently Asked Questions
Will switching cleaning provider disrupt my staff or building?
Not if sequenced properly. Where TUPE applies, the people cleaning your building often stay the same — only the employer changes — so day-to-day disruption should be minimal if mobilisation is planned properly.
How much notice do I need to give my current cleaning contractor?
Check your existing contract — commonly 1-3 months, but it varies. Confirm the exact clause before committing to a switch date.
What is the biggest risk when switching provider?
A gap in service around the handover date, usually caused by not confirming the exact go-live date with both providers, or not planning the TUPE consultation with enough lead time.