A short handover note helps your workplace contact and cleaning team keep track of changes between visits. It should explain what needs attention without replacing your agreed cleaning scope or becoming a place to store sensitive information.
Start with the essentials
Include the date, the area concerned and the name or role of the person responsible for follow-up. Describe the issue clearly: “meeting room used for a staff lunch” is more useful than “extra cleaning needed”.
- Note any changes to room use or access times.
- Identify spills, marks or areas that need checking.
- Flag damaged surfaces or equipment that should stay untouched.
- Record work that needs a separate discussion or booking.
Keep instructions clear and secure
Share the note through your usual agreed communication channel. Keep alarm codes, keys, personal details and confidential documents out of a general handover sheet. Use your workplace’s secure process for access arrangements.
Do not assume a note adds a new task to the cleaning agreement. Ask your contact to confirm any extra work, changed priorities or specialist requirements before the next visit.
Close the loop
Give each outstanding item a simple status, such as “reported”, “awaiting confirmation” or “completed”. Review unresolved items with the responsible contact, rather than carrying the same unclear instruction forward each week.
Use the note alongside your office cleaning schedule. To discuss your premises and agreed cleaning priorities, contact Diamond Bright Property Services.
