A clear place to start
Confirm the final and first visits, assign each handover task and agree the new checklist before the first clean. The steps below are a planning aid, not a promise of a fixed changeover time or a managed-transition service.
Agree the dates before arranging the handover
Find the current service agreement and check how changes or termination must be handled. Record the confirmed final visit and the earliest agreed start with the new cleaner. Ask the relevant provider to clarify anything uncertain. Do not assume a standard notice period or immediate availability.
- Name one workplace contact who can confirm scope and approve arrangements.
- Record the last agreed clean with the current provider and keep the written confirmation.
- Confirm the proposed first visit with the new provider before treating it as booked.
- Check visitor days, office closures and building-access restrictions against both dates.
- Decide who will handle essential everyday tasks if there is a gap.
Still choosing between offers? Start with comparing office cleaning quotes. This guide begins when you are planning the change itself.
Create a handover register
Keep one working document with an owner, due date and status for each item. “Asked” and “confirmed” are different states. Store access details securely rather than putting alarm codes or key locations in a general email.
| Item to confirm | Owner to name | Completion record |
|---|---|---|
| Final visit and first visit | Workplace contact | Record both confirmed dates, arrival arrangements and any uncovered days. |
| Keys, passes and access permissions | Building or access manager | Record return of old access items and authorised issue of new ones. Keep codes in the approved secure system. |
| Rooms, tasks and exclusions | Office manager | Attach the approved checklist and note restricted areas or equipment that must be left alone. |
| Products, equipment and storage | Workplace contact and new cleaner | Confirm what is supplied, where agreed items may be stored and any surface requirements. |
| Waste and shared facilities | Facilities contact | Confirm the collection point, liners and which jobs staff handle between visits. |
| First-service review | Named reviewer | Set a check-in date and a way to raise task-specific feedback. |
Use your building’s access process. A cleaning handover does not authorise either provider to share passwords, access codes or permissions with someone new.
Brief the first visit around your priorities
A short walk-through or clear site brief can prevent assumptions. Explain where staff work, which rooms host visitors and what gets busiest during the week. Note the condition at the start so a long-standing issue is not confused with missed work on the first visit.
- Identify the entrance, sign-in process and person to contact if access fails.
- Mark the priority areas, such as the reception, kitchen and bathrooms, against the agreed tasks.
- Record desk-clearing expectations, restricted rooms and equipment permissions.
- Separate recurring tasks from any initial catch-up or periodic carpet and window work.
- Confirm lock-up arrangements and how completion or an access problem will be reported.
Use the existing office cleaning checklist to define room-by-room tasks. The handover register records who confirms them and when.
Resolve the gaps before the first clean
If one part of the plan is unconfirmed, name the person who will resolve it and a time to check back. Avoid passing an unanswered question between staff, the building manager and the two providers.
| If this is unresolved | Decision to make |
|---|---|
| The start date falls after the final visit | Agree an interim plan for essential tasks with your workplace team. Ask about a bridging visit if needed, but do not assume it is available. |
| The new cleaner cannot access the building | Arrange an authorised contact or a different agreed visit time. Do not send access credentials through an unsuitable channel. |
| Old and new checklists cover different work | Compare the specific tasks and confirm which version applies before the first visit. |
| The first review finds a problem | Record the area, task and visit date. Check whether the task was due and accessible, then agree the next action with the named contact. |
Review what worked as well as what needs attention. A clear, specific note is easier to resolve than “the office was not clean enough”.
Make it practical
An enquiry you can adapt
“We are reviewing cleaning for our Wellington office. Our priorities are the reception, shared kitchen and bathrooms. We need to confirm the start date, approved building access and a room checklist. Can we discuss the space and a tailored quote before finalising arrangements?”
A few helpful details
How much notice should we give our current cleaner?
Check your own agreement and confirm the requirements with the relevant provider. This guide does not set a notice period or interpret your contract.
Can Peace of Mind start on our preferred date?
Share your suburb, workplace details and preferred timing in your enquiry. The team needs to confirm arrangements and availability before you rely on a start date.
Does changing cleaners mean changing the whole checklist?
Keep tasks that still suit your workplace. Clarify unclear responsibilities and review any changes in occupancy, room use or priorities with the new cleaner.
Helpful references
Service information and guidance checked 30 September 2026. Confirm the scope for your space.