Is it time to end the relationship with your contract cleaner? If you are like most cleaning companies, you probably have not talked to your cleaning contractor much since the start of your contract. Each time you do, your communications probably stem around you trying to get something fixed, changed, or improved. The bottom line is you do not see the results you’d like, and you are ready to make a change. No matter how long you’ve worked with a cleaning company, firing the contractor responsible for your facility is not easy.
Why Change Contractors?
There are plenty of reasons why property managers decide to change cleaning contractors.
- You’re moving to a new location and no longer require outside service.
- You are not happy with the service or the supervisor.
- You are looking for a change to see if you can get better service from another contractor.
Regardless of the specific reason, it’s important that you end the relationship correctly. Not doing so could open the door to legal concerns or tarnish your reputation.
Finding the Cancellation Clause in Your Contract
As you approach your contractor to notify them of your change, the first thing you will probably hear is, “You’re in a contract.” At first, this might be discouraging. You know you want to make a change, but you feel legally bound and stuck in a situation that’s not serving your needs. Don’t be dissuaded. Statements about contracts are a natural way to defend from having to lose a client. What your contractor doesn’t want you to know is that there is always a fair way to exit the agreement without legal recourse.
Contracts are a way to enter into an agreement so both sides get what they want. Sometimes, though, contracts can be broken because they don’t meet certain legal requirements or other legitimate reasons. — Lawyers.com
Ending Your Cleaning Contract Professionally
To end your contract in a professional manner that won’t mar your brand’s image or ruin your working relationship, follow these steps.
1. Start by reviewing the current agreement
Some, not all, agreements do not have a cancellation clause. Most do. Knowing what that cancellation clause is before you approach your contractor will help you make an effective end of contract letter. Find your cancellation clause and look at the required timeline. These will usually go in increments of 30 days. For example, it will probably be 30 days, 60 days or 90 days. Then, review the cancellation clause to get a better understanding of the terms and conditions. Knowing these will allow you to formulate a letter with reasons that are in line with the termination agreement.
2. Organize Your Communications
While preparing your end of contract letter, gather documentation on all the communications you previously had with the contractor. Disorganization looks unprofessional. With organized communications documentation in hand, you will have the support you need to avoid an issue when terminating the agreement.
3. Draft Your Termination Letter
With a solid understanding of the contract and the supporting evidence to back your reasons for termination, you are ready to write your letter. In the letter, clearly state the name and address of your business. You should also include the name and address of the janitorial service. Then, outline the reason for cancelling the service. Include dates, specific circumstances, and any other evidence to support your request to exit the contract. Even if you are not unhappy and are just opting to not renew the contract with the cleaner, your letter should explain that as your reason.
4. Send the Letter
Once your letter is prepared, it’s time to put it in the mailbox. Sending your letter by post is appropriate as long as you can confirm that the cleaning contractor receives it. In some cases, hand delivering the letter might be the preferred method because it ensures that it gets in the hands of the right person.
5. Have the Final Details Ready
When terminating your agreement, you will need to have the final details in place. This includes giving the final payment to the cleaning contractor. In addition, you will also need to follow all the proper procedures for securing your building, such as changing the locks and/or alarm codes. Follow all the cancellation terms in the agreement so that you continue to look as professional as possible.
Ending a Cleaning Contract Doesn’t Have to be Hard
When ending your cleaning contract, focus on remaining professional. Be honest about your reasons for leaving but do not be abrasive. Honor the contract and any reasonable requests to avoid severing the relationship in a way that could be destructive to your business. For more tips on how to best interact with your cleaning contractor before, during, and after the contract begins, download our free report, Dynamic Planning for Your MRO Purchasing Needs. In it, you’ll get a fail proof guide to working effectively with your janitorial service.