3 Essential Templates for Ending Cleaning Services Gracefully

These three templates for drafting a termination of cleaning services letter ensure a smooth, professional process by emphasizing clarity and respect in every scenario.

Template 1: Termination for Service Quality Issues



[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Cleaning Service Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Contact Name/Manager Name],

I am writing to formally notify you that we have decided to terminate our cleaning services agreement, as outlined in our contract dated [Contract Date], effective [Termination Effective Date]. This decision has not been made lightly and follows several attempts to address our concerns regarding the quality of service we have received.


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Despite our discussions and your efforts to rectify the situation, we continue to experience issues with [specific issues, e.g., the cleanliness standards, punctuality, or specific areas being consistently overlooked]. These issues have unfortunately led to a decision that we must seek a service provider who can meet our requirements and standards.

Please consider this letter as the formal [notice period, e.g., 30-day] notice requirement as specified in our agreement. We request a final invoice for services rendered up until the termination date, and we will ensure prompt payment.

We appreciate your service until now and wish your company the best moving forward. Please let us know the process for handing over keys or any company property and any final steps required from our side.

Sincerely,

[Your Name]

Template 2: Termination Due to Business Closure or Relocation

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Cleaning Service Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Contact Name/Manager Name],

I hope this letter finds you well. I am writing to inform you that due to [reason for business closure or relocation, e.g., business closure, relocation of business operations], we will no longer require cleaning services at our current location, effective [Termination Effective Date].

Our agreement dated [Contract Date] has been satisfactory, and this termination is in no way a reflection of your company’s performance or service quality. It is purely a business decision necessitated by [brief explanation of circumstances].

In accordance with our contract, please consider this letter as the [notice period, e.g., 30-day] notice required for termination. We would appreciate receiving the final invoice for any outstanding amounts for services up to the termination date.

Thank you for the professionalism and quality service your team has provided us. We hope to have the opportunity to work with you again in the future should our situation change.

Best regards,

[Your Name]

Template 3: Termination for Budgetary Reasons

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]
[Date]

[Cleaning Service Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Contact Name/Manager Name],

I am writing to you today with a difficult decision; due to recent budgetary constraints within our organization, we are forced to terminate our cleaning services contract dated [Contract Date], effective [Termination Effective Date]. This decision was made with considerable regret as we have been satisfied with the quality of your services.

We understand that this termination requires a [notice period, e.g., 30-day] notice as per our agreement. We are prepared to fulfill any outstanding obligations, including the final payment for services rendered until the termination date.

Please provide us with the final statement of account at your earliest convenience. We would like to take this opportunity to thank you for your services and express our hope that we might be able to re-engage your services in the future, should our financial situation improve.

We appreciate your understanding and cooperation in this matter. Please advise on any formalities required for the conclusion of our agreement.

Yours sincerely,

[Your Name]

These templates can be adjusted to fit the specific circumstances of your situation. Ensure that any legal or contract-specific details are correctly addressed and that you maintain a record of the communication for future reference

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