TLDR: The Quick Answer
To change your office cleaning company in Glasgow without standards slipping, plan the handover around the final service date, an agreed cleaning schedule, site information, access and supplies. Check your current contract before giving notice, then agree in writing who is responsible for each transition task and how the new service will be checked during its first weeks.
Missed cleans, unclear responsibilities and poor communication can make a supplier change feel like another problem to manage. A practical checklist helps you keep control of the changeover and give the incoming team the information they need to start properly.
What should you check before changing cleaning companies?
1. Confirm the outgoing contract’s notice period
Read the signed agreement and any later changes before you set a start date with a new provider. Check:
- The required notice period and how notice must be given.
- Renewal dates, break clauses and any early termination terms.
- The last date of service and any exit or handover requirements.
- What happens to keys, equipment, stock and site documents.
- Whether there are outstanding complaints or agreed corrective actions.
There is no single notice period that applies to every commercial cleaning contract. Use the terms in your agreement, and get legal advice if the contract is unclear or there is a dispute. Ask the outgoing provider to confirm receipt of your notice and the final service date in writing.
2. Consider whether TUPE advice is needed
A change of cleaning contractor can raise questions about TUPE, the rules that may protect employees when a service transfers. Whether TUPE applies depends on the circumstances, including the work being carried out and how staff are organised. It should not be assumed either way.
If the outgoing provider’s employees may be affected, raise this early with both providers and seek appropriate employment-law advice. The Acas guide to TUPE explains the general rules for employers and employees.
How do you make the cleaning handover clear?
3. Record what needs cleaning, and how often
A handover is a good opportunity to turn general expectations into a usable schedule. Walk the site with your new provider and agree which areas are included, such as offices, meeting rooms, kitchens, washrooms, reception and shared corridors.
For each area, record:
- The tasks required and how often they should be completed.
- Any periodic work, such as internal glass or deeper cleaning.
- Which areas are excluded or need separate approval.
- Your preferred cleaning hours and any restrictions on noisy work.
- How issues should be reported, followed up and checked.
Be specific about current frustrations. If washroom supplies are often missing, or meeting rooms are regularly overlooked, make those priorities visible in the schedule rather than relying on a verbal handover.
4. Share useful site information
Give the incoming provider the information needed to plan the work safely and around your operations. This could include a floor plan or room list, site opening hours, cleaning windows, waste arrangements and relevant building procedures.
Explain any restrictions, such as areas cleaners should not enter, rooms that need special permission, or times when cleaning would disrupt staff. Share relevant health and safety information about site risks and the safe use of cleaning products. HSE guidance explains that employers should assess risks from hazardous substances under COSHH.
5. Agree access and security arrangements
Confirm who will issue and return keys, fobs or other access credentials, and when old access should be removed. Agree which areas the cleaning team can enter, how alarms are set and unset, and whom to contact if access fails.
Keep a record of items issued and returned. Make sure the outgoing provider no longer has access after the agreed end of service, following your building’s security procedures.
6. Decide what happens to equipment and consumables
Do not assume that the outgoing contractor’s equipment or stock will remain on site. Agree who provides cleaning equipment, chemicals, washroom consumables and storage, and when these will be ready.
If anything is staying, record what it is, who owns it and its condition. Confirm where supplies can be stored and who is responsible for replenishment. This avoids a first shift starting without the items needed to complete the agreed work.
What should happen on the first cleaning shift?
7. Set first-night priorities
The first shift should have a clear, manageable plan. Identify the areas that matter most for the next working day, such as washrooms, kitchens, meeting rooms, reception and heavily used walkways.
Agree how the team should handle any areas that need more time or require a separate deep clean. A routine cleaning visit may not address historic build-up or specialist requirements. If you expect a particular result, discuss the scope and timing before the new service begins.
8. Confirm the schedule and communication route
Make sure the cleaning schedule matches how your Glasgow office is used. Staff numbers, visitor traffic, shift patterns and hybrid working can all affect which areas need attention and when.
Set out who your day-to-day contact is, how to report a missed task, and how the provider will confirm that issues have been reviewed. A documented schedule and straightforward communication make it easier to see what was agreed and what needs follow-up.
How should you check standards during the first weeks?
9. Use early checks to settle the service
Do not wait for a recurring issue to become a formal complaint. Arrange an early review with the provider and check the agreed priority areas against the schedule.
A simple inspection can ask:
- Were the agreed areas cleaned?
- Were washrooms and kitchens left in the expected condition?
- Were supplies replenished as agreed?
- Were any access or safety issues reported?
- Are tasks being missed because the schedule needs adjusting?
Keep a written record of any gaps, the action agreed and when you will check again. If staff raise feedback, look for patterns rather than treating each comment in isolation. The aim is to resolve practical issues while the new routine is still being established.
Glasgow office cleaning handover checklist
Use this list to keep the changeover on track:
- Check the current contract, notice requirements and final service date.
- Ask whether TUPE may be relevant and obtain advice where needed.
- Agree the areas, tasks, frequencies and exclusions in writing.
- Share site information, relevant risks and building procedures.
- Confirm access, keys, alarm arrangements and security contacts.
- Decide who supplies equipment, chemicals and consumables.
- Set first-shift priorities and confirm the cleaning schedule.
- Name the contacts for day-to-day queries and quality concerns.
- Plan early inspections and record follow-up actions.
How can BD365 support an office cleaning changeover in Glasgow?
BD365 Clean and Clever Solutions Limited provides commercial office cleaning, contract cleaning, washroom hygiene and specialist cleaning across Glasgow, Edinburgh, the Central Belt and the wider UK.
BD365 Clean and Clever Solutions uses a documented approach with structured schedules, professional supervision and clear communication. Teams are trained in professional cleaning procedures, health and safety practices and COSHH compliance. The proposed service can be discussed around your premises, current arrangements and cleaning requirements.
You can read more about our commercial office cleaning and contract cleaning services.
FAQs about changing office cleaning companies
How much notice should I give my current cleaning company?
Check your signed contract for the notice period, notice method and any renewal or break terms. These vary between agreements, so do not set a changeover date until you have checked what applies to your contract.
Can the new cleaning company start before the old contract ends?
It may be possible to arrange an overlap, but confirm the dates, responsibilities, access and costs with both providers first. Check the outgoing contract as well, so there is no confusion about which provider is responsible for each shift or area.
What information should I share about cleaning products and site risks?
Share relevant information about workplace risks, restricted areas and building procedures. Agree which products the incoming provider will bring, how they will be stored and how their use will be managed. HSE guidance on COSHH can help employers understand their responsibilities around hazardous substances.
How soon should I review the new service?
Agree an early check-in before the first shift begins. An initial inspection and regular reviews during the early weeks give you a chance to identify gaps, clarify expectations and adjust the schedule where the building’s needs require it.
What information helps when requesting a cleaning proposal?
Share your Glasgow site location, approximate size, areas to be cleaned, preferred schedule and current cleaning challenges. Include any access restrictions, washroom requirements or planned start date so the provider can understand what you need.
If you are planning to change your office cleaning company in Glasgow, tell us about your premises, current arrangements and cleaning requirements. You can also call 0800 1931 365 to discuss the next step.