Switching Cleaning Provider: Complete TUPE & Transition Checklist

Why You Need a Structured Transition Process

Switching cleaning provider is not simply a matter of ending one contract and starting another. There are legal obligations (TUPE), operational logistics (keys, equipment, alarm codes), employee rights (staff transfers), and quality risks (the gap between old and new) that must all be managed simultaneously. Without a structured process, you risk service disruption, legal non-compliance, and a rocky start with your new provider.

This checklist provides a week-by-week transition plan covering every step from initial decision through to post-mobilisation review. For background on why businesses switch and how to evaluate new providers, see our companion guide: How to Switch Cleaning Provider in Ireland.

The 8-Week Transition Timeline

Weeks 1–2: Preparation and Procurement

Before serving notice to your current provider, you should have your replacement lined up. These two weeks are about getting your house in order.

Contract Review Checklist

• Locate your current cleaning contract (check procurement files, facilities management records, accounts payable)
• Identify the notice period (30, 60, or 90 days is standard in Ireland)
• Check for auto-renewal clauses and the notice window (e.g., “notice must be given between 90 and 60 days before the anniversary date”)
• Confirm the method of notice required (written, email, registered post, to a specific person or address)
• Identify any break clause conditions or early termination provisions
• Note TUPE provisions in the existing contract (some contracts explicitly address TUPE responsibilities)
• List all equipment owned by the current provider that is on your premises
• Compile a list of all keys, access cards, and alarm codes held by the current provider

Specification Development

• Create or update your cleaning specification (see our cleaning specification guide)
• Document current cleaning hours, frequencies, and scope of work
• Identify any changes you want to make (additional areas, different hours, higher standards)
• Prepare site plans or floor plans showing all areas to be cleaned
• List any specialist requirements (healthcare infection control, food safety, clean room standards)

Provider Selection

• Invite 3–5 providers to survey your premises
• Provide each with your specification and site plans
• Ensure all providers survey on separate days (they should not know who else is quoting)
• Request proposals including: staffing model, pricing, TUPE plan, mobilisation timeline, references
• Evaluate proposals using a weighted scoring matrix (quality 40%, price 30%, transition plan 20%, references 10%)

Week 3: Selection and Contract

Due Diligence on New Provider

Before committing, verify these essential credentials:

• Insurance certificates — Request current certificates (not just claims). Minimum: €6.5M public liability, €13M employer liability. Check policy expiry dates and ensure your premises type is covered.
• Tax clearance — Request a valid C2 tax clearance certificate. You can verify online at Revenue’s eTax Clearance service using their tax reference number and access code.
• Company registration — Check the CRO (Companies Registration Office) to confirm the company is registered, active, and has filed accounts. Unregistered or dormant companies are a red flag.
• Garda vetting — Confirm the company is registered with the National Vetting Bureau and that all staff deployed to your site will be vetted before commencement.
• References — Contact at least 3 current clients, ideally in your sector. Ask about: reliability, quality consistency, staff turnover, communication, issue resolution, and TUPE handling.
• Site visit — Visit a site the provider currently cleans (with the client’s permission). Check cleanliness standards, equipment condition, and staff presentation.
• TUPE experience — Ask how many TUPE transfers they have managed in the past 2 years. Request a sample TUPE mobilisation plan.
• Financial stability — Review their most recent filed accounts if available. A company with negative net assets or significant losses may not be around for the full contract term.

Contract Negotiation

• Agree pricing and payment terms (monthly in arrears is standard)
• Agree contract length and notice period (seek balance: not too short for the provider to invest, not too long for you to be locked in)
• Include KPIs and quality metrics with measurable targets
• Include TUPE provisions (responsibilities of each party)
• Include a mobilisation plan as a contract schedule
• Agree the start date (aligned with your notice period to the outgoing provider)
• Include a 90-day review clause allowing early termination if KPIs are not met

Week 4: Notice and TUPE Initiation

Serving Notice

• Draft the termination notice letter (professional, factual, referencing the contract clause)
• Send by email to the outgoing provider’s contract manager
• Send by registered post to the company’s registered address
• Record the date of sending and the termination date
• Do not explain your reasons or criticise the outgoing provider in the notice
• Request acknowledgement of receipt

TUPE Process Initiation

Under the European Communities (Protection of Employees on Transfer of Undertakings) Regulations 2003 (S.I. No. 131/2003), the following steps are legally required:

• Notify both providers that TUPE applies and that employee liability information must be exchanged
• Outgoing provider must provide (at least 2 weeks before the transfer date):
  • Names and employment start dates of all staff assigned to your site
  • Current pay rates and pay frequency
  • Holiday entitlement and any accrued but untaken leave
  • Contractual terms and conditions
  • Details of any collective agreements
  • Details of any outstanding employment tribunal or WRC claims
  • Details of any disciplinary or grievance proceedings
• Incoming provider must review the employee information and confirm acceptance of transferring staff
• Both providers must inform and consult affected employees about the transfer:
  • When the transfer is happening
  • Why it is happening
  • The legal, economic, and social implications for the employees
  • Any measures either provider proposes to take in relation to the employees
• Employees have the right to object to the transfer, but if they do, their employment terminates (without it being treated as a dismissal)

For a comprehensive explanation of TUPE in cleaning contracts, see our TUPE and cleaning contracts guide.

Weeks 5–6: Transition Planning

Operational Handover Planning

• Keys and access: Create a complete register of all keys, fobs, access cards, and alarm codes held by the outgoing provider. Plan the handover date and the process for issuing to the incoming provider. Change alarm codes on the transition date.
• Equipment audit: Walk the site with the outgoing provider and document all equipment. Identify what belongs to the outgoing provider (they will remove it) and what belongs to your organisation (it stays). The incoming provider should have replacement equipment ready for day one.
• Consumables: Clarify who owns current chemical and consumable stock. The outgoing provider may remove their branded chemicals. The incoming provider should have their own stock ready. Ensure no gap in consumable supply (toilet rolls, hand soap, bin liners).
• Documentation handover: Collect all cleaning records, audit reports, COSHH assessments, risk assessments, method statements, and site-specific procedures from the outgoing provider. These help the incoming provider understand the site.

Staff Familiarisation

• Arrange for the incoming provider’s supervisor to visit the site (ideally during cleaning hours) to observe current operations
• If TUPE staff are transferring, the incoming provider should meet them, explain the transition, and address any concerns
• Provide the incoming provider with your building procedures: fire evacuation routes, first aid locations, waste management, recycling, security protocols
• Introduce the incoming provider to key contacts: reception, facilities, security, building management

Week 7: Final Preparation

Pre-Transition Checklist

• Confirm the incoming provider has all necessary equipment ready
• Confirm chemical stock has been ordered and will be on-site for day one
• Confirm TUPE employee information has been exchanged and staff consultations completed
• Confirm transferring staff have been informed of their new reporting arrangements
• Confirm the initial deep clean is scheduled and scope agreed
• Prepare internal communication to your own staff about the change of cleaning provider
• Confirm insurance certificates from the new provider are in place with the correct start date
• Schedule the key handover for the transition date
• Schedule daily walkthroughs for the first week with the incoming provider’s supervisor

Communication to Your Staff

Issue an internal communication (email, notice board, intranet) informing your own staff of the change. Include:

• The date the change takes effect
• The name of the new cleaning company
• Who to contact with cleaning requests or issues during the transition
• Any changes to cleaning hours or access that affect them
• Reassurance that the transition is planned and should be seamless

Week 8: Mobilisation (Go-Live)

Day 1 Checklist

• Key and access handover completed — outgoing provider returns all keys, incoming provider issued all access
• Alarm codes changed
• Outgoing provider’s equipment removed from site
• Incoming provider’s equipment deployed and operational
• Chemical and consumable stock on site
• TUPE staff report to new provider
• Initial deep clean commences (typically completed over first 2–3 days alongside daily cleaning)
• Incoming provider supervisor on site for the full first shift
• Site walkthrough at end of first shift with your facilities contact and the incoming provider’s supervisor

Week 1 (Days 1–5)

• Daily walkthrough with supervisor — check all areas against specification
• Daily feedback meeting (10 minutes) to address any issues immediately
• Monitor consumable usage and stock levels
• Check all equipment is functioning correctly
• Verify cleaning hours match the contract
• Collect any feedback from your own staff about the change

Weeks 2–4 (Post-Mobilisation)

• Weekly walkthrough with supervisor
• Weekly feedback meeting (30 minutes) covering quality, staffing, issues, and improvements
• First formal quality audit at end of week 2
• Review and refine the cleaning specification based on the first 2 weeks of experience
• Confirm all TUPE matters are resolved (pay, terms, holiday accrual transferred correctly)
• Address any staff performance issues through the incoming provider’s management

Contract Termination: Practical Details

Notice Periods by Contract Type

Grounds for Early Termination

You may be able to terminate before the notice period expires if:

• Material breach — The provider has persistently failed to meet the specification, allowed insurance to lapse, or committed a health and safety violation. Document everything.
• Break clause — The contract contains a break clause allowing early termination on specified grounds or at specified intervals.
• Mutual agreement — Both parties agree to an early termination date. The outgoing provider may agree if they know the relationship is ending anyway.
• Insolvency — The provider enters liquidation, receivership, or examinership. Most contracts include an automatic termination clause for insolvency events.

Equipment Handover Checklist

• Walk the site and document all cleaning equipment with photographs
• Identify ownership of each item (outgoing provider, your organisation, or shared)
• Schedule removal of outgoing provider’s equipment (ideally the day before or the morning of transition)
• Confirm the incoming provider has equivalent or better equipment ready for deployment
• Check PAT testing status of the incoming provider’s equipment
• Verify all electrical equipment has current PAT test certificates
• Ensure the incoming provider has Safety Data Sheets (SDS) for all chemicals they will use on site

Post-Transition Review (90-Day Assessment)

Schedule a formal 90-day review meeting with the new provider’s account manager. The agenda should cover:

• Quality performance — Review audit scores, KPI data, and any quality complaints during the first 90 days
• Staffing stability — Have the same staff been consistently assigned? Any turnover? Any TUPE issues unresolved?
• Specification refinement — Based on 90 days of experience, does the specification need adjustment? Any areas over-cleaned or under-cleaned?
• Communication — Is the reporting and communication working? Are issues being resolved promptly?
• Cost — Are invoices matching the contract? Any unexpected additional charges?
• Relationship — Is the working relationship constructive? Is the account management responsive?

This 90-day review is your opportunity to fine-tune the arrangement while the provider is still in their mobilisation mindset. After 90 days, move to monthly or quarterly reviews as appropriate.

Common Transition Pitfalls and How to Avoid Them

• Pitfall: TUPE information not exchanged — The outgoing provider delays or refuses to share employee information. Solution: Request in writing from week 4 and escalate formally. The incoming provider can proceed regardless, but document all efforts.
• Pitfall: Equipment gap on day one — The outgoing provider removes equipment before the incoming provider has replacements in place. Solution: Coordinate removal and delivery on the same day. Have the incoming provider deliver equipment the evening before if possible.
• Pitfall: Key and access confusion — Keys not returned, alarm codes not changed, new provider locked out. Solution: Create a key register, schedule the handover for a specific time on the transition date, and change alarm codes immediately.
• Pitfall: Quality dip in the first week — New staff do not know the building, miss areas, or clean to a different standard. Solution: Daily walkthroughs, immediate feedback, and an experienced supervisor on site for the full first week.
• Pitfall: Your own staff unaware of the change — Complaints about “strangers” in the building, confusion about who to contact. Solution: Internal communication issued at least one week before the transition.
• Pitfall: Consumable gap — Outgoing provider removes their branded chemicals; incoming provider’s stock not yet delivered. Solution: Incoming provider delivers stock 2–3 days before go-live. Maintain a small emergency supply.