Quick answer: To coordinate commercial window cleaning at a multi-tenant property, confirm exactly which windows are included, name one main contact and a backup, send tenants a specific service notice, arrange entry to locked spaces in advance, schedule around other maintenance, and record what you learn for the next visit.
Fall is a useful time to review how scheduled maintenance fits into a commercial building’s daily routines. When several businesses share a property, even a straightforward window-cleaning visit can involve different opening hours, separate points of contact and varying requirements for interior access.
For property managers in London, Ontario, a little coordination before the visit helps tenants prepare and gives the cleaning crew the information they need. Here are six practical steps to work through, plus a sample tenant notice you can adapt for your building.
How to Coordinate Window Cleaning at a Multi-Tenant Building: 6 Steps
1. Confirm Which Windows Are Included
Before you notify anyone, confirm exactly where the scheduled work begins and ends. At a multi-tenant property, “the windows” can mean different things to different people.
Settle these questions with your cleaning provider:
- Does the booking cover exterior windows only, or interior glass as well?
- Are shared lobby and common-area windows included?
- What about individual storefronts and entrance doors?
- Is glass inside tenant spaces part of the job?
Confirming the scope before you notify occupants helps everyone know what to expect. It also gives you time to sort out any requests for additional work before the service date.
2. Choose One Main Property Contact (and a Backup)
A building may have a property manager, an on-site superintendent and several tenant representatives. Each person may hold different information about the site.
Choose one main contact to coordinate the visit and bring those details together. That person should know who can arrange entry, answer questions about the agreed work and communicate any changes.
If the main contact won’t be available on the service day, name a backup so the crew always has someone to reach.
3. Send Tenants a Clear Service Notice
A good service notice tells occupants what’s happening and whether they need to do anything. Include:
- the planned date or service window
- the areas being cleaned
- how entry to tenant spaces will be handled
- any preparation needed, such as moving items off window sills and leaving room to reach the glass
Keep the instructions specific to the booked work. Tenants can prepare more easily when they know which areas are affected and what needs to be ready. You’ll find a sample notice further down this page.
4. Arrange Entry Before the Crew Arrives
Interior cleaning can require access to offices, meeting rooms, vacant units or other locked spaces. Confirm who will provide entry and whether someone needs to accompany the crew.
Let the cleaning team know about reception procedures, sign-in requirements and spaces that are only available at certain times.
Sorting these details out in advance helps avoid delays, and it keeps sections of glass from being skipped because no one could get in.
5. Coordinate With Other Scheduled Work
Fall often brings renovations, painting, landscaping and other maintenance projects to commercial properties.
Before confirming a window-cleaning date, check whether nearby work could create dust or splash, or restrict access. Cleaning just before a dusty project finishes may mean the glass needs attention again sooner than expected.
Share the relevant schedule with your cleaning provider so you can agree on a sensible order for the work.
6. Keep a Record for the Next Visit
After the service, write down anything that will make future bookings easier:
- Were particular rooms difficult to access?
- Did a tenant need a different service window?
- Was the designated contact available?
Keeping these notes with the property’s maintenance records cuts down on repeated questions. It also makes the next visit easier to coordinate, especially when staff or tenants change.
Sample Tenant Notice for Commercial Window Cleaning
Copy this template and adjust it for your building:
Subject: Window cleaning at [Property Name] on [Date]
Hello,
Window cleaning is scheduled at [Property Name] on [date], between [start time] and [end time].
Areas included: [e.g., exterior windows on all floors, lobby glass, entrance doors, interior windows in tenant suites]
If your suite’s interior windows are included, please:
- clear items from window sills
- leave space in front of the glass
- [any building-specific request]
Entry: [e.g., The superintendent will let the crew into each suite. Please let us know by (date) if your space has access restrictions.]
Questions? Contact [name] at [phone/email].
Thank you,
[Property manager name]
Pre-Visit Checklist for Property Managers
- Scope confirmed with your provider (exterior, interior, common areas, storefronts)
- Main contact and backup named
- Tenant notice sent with date, areas and preparation steps
- Entry to locked and vacant spaces arranged
- Sign-in and reception procedures shared with the crew
- Other maintenance projects checked for conflicts
- Notes from this visit saved to maintenance records
Frequently Asked Questions
How much notice should tenants get before commercial window cleaning?
Give tenants enough time to clear window sills and arrange access to their spaces. For many buildings, about a week’s notice works well, with a short reminder a day or two before the visit. If interior windows are included, allow extra lead time for tenants with restricted areas.
Do tenants need to be on-site for interior window cleaning?
Not always. What matters is that entry is arranged in advance. Confirm who will unlock each space, whether the crew needs an escort and whether any rooms are only available at certain times. Share these details with your window-cleaning provider before the service date.
What should tenants do to prepare for window cleaning?
Tenants should clear items from window sills, leave room to reach the glass and follow any building-specific instructions in the service notice. The clearer and more specific the notice, the easier it is for each tenant to be ready on the day.
Should windows be cleaned before or after renovations or painting?
Usually after. Dust, overspray and splash from nearby projects can land on freshly cleaned glass. Check the property’s maintenance calendar before booking a window-cleaning date, and share it with your provider so you can agree on a sensible order for the work.
Who should coordinate window cleaning at a multi-tenant property?
One main contact, usually the property manager or on-site superintendent. That person should be able to arrange entry, answer questions about the scope and pass along any changes. Name a backup in case the main contact is unavailable on the service day.
Does Blue Diamond Window Cleaning serve commercial properties in London, Ontario?
Yes. Blue Diamond Window Cleaning has served London, Ontario since 1986 and works with commercial properties throughout the city, including buildings shared by several tenants. Call 519-681-7827 or request a quote online to discuss your property.
Plan Fall Window Cleaning With Blue Diamond
Clear communication helps commercial window cleaning fit into the day-to-day operation of a shared property. Confirming the scope, preparing tenants and arranging entry gives everyone a clearer understanding of the visit.
Blue Diamond Window Cleaning has served commercial properties throughout London, Ontario since 1986. Our crews are fully insured and WSIB certified. Contact our team or call 519-681-7827 to discuss your building’s window-cleaning needs and set up a service plan that works for your tenants.