The JPN journal · Offices
Switching office cleaning companies in NYC: a practical handover plan
Move to a new office cleaning provider with a documented scope, controlled access handover, supply responsibilities and a clear first-week review.
Identify what the new arrangement must improve
Before requesting replacement quotes, write down the operational problem you want to solve. Is the scope unclear, the schedule unreliable, the pantry repeatedly missed or communication fragmented? Separate those observations from personal criticism of the previous team. Give the new provider the outcomes you need and the layout it will work in. Changing companies without clarifying the brief can reproduce the same problem under a different contract.
Rebuild the scope from the workplace
Walk through the office and list actual areas, occupancy patterns and tasks. Include meeting rooms, reception, bathrooms, pantry space and any areas controlled by the building rather than your company. Identify confidential or restricted rooms. Mark periodic tasks separately from each-visit work so they do not disappear between quotations. If the current checklist no longer reflects the office, update it before asking a new provider to price a like-for-like replacement.
Coordinate access without sharing it casually
Have the authorized office or building contact manage keys, visitor lists and access permissions. Confirm the new provider's requirements and arrange the return or revocation of old access through your normal process. Do not put credentials in a broad email thread or ask cleaners to pass keys informally between unrelated teams. Set the start date after access and any required documentation are confirmed. The building may have its own approval process, which needs to be checked directly.
Clarify supplies and the first appointment
Establish who provides equipment, cleaning products, trash liners and washroom consumables. Record what belongs to the office and what belongs to a vendor. Ask whether an initial reset is needed before recurring service and have it priced separately if appropriate. Avoid scheduling two teams against the same rooms without a clear reason. If there is a gap between services, agree how the office will handle daily housekeeping until the new schedule starts.
Use the first week to test the agreement
Choose one office contact to collect feedback and compare completed work with the agreed list. Report specific observations, such as the pantry floor after an identified visit, instead of vague statements that everything feels wrong. Review access, task coverage and communication before adding extra work. When requesting a JPN proposal, explain the current issues, desired start date, layout and frequency. Confirm availability and responsibilities before ending an existing arrangement based only on an unaccepted quote.
Keep this checklist
Your next steps
- Confirm the address, access arrangements and preferred date.
- List the surfaces and tasks you want included.
- Agree the scope, availability and total price before booking.
From planning to a quote
Let’s define the work.
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