A commercial turnover is easier to manage when “ready” has a written meaning. The space may be preparing for a new occupant, inspection, showing, or owner handoff, but each milestone creates different priorities. This checklist helps a property contact define the current condition and the desired handoff before requesting a turnover-cleaning proposal.
The checklist is built for offices and commercial properties, not residential move-out cleaning. Paisante reviews each property's condition, access, timing, responsibilities, and exclusions individually.
1. Record the current condition before items move
Take a dated walk-through and note what is present before the outgoing occupant, maintenance team, vendors, or contractors complete their work. Photos can help the authorized property contact distinguish old conditions from new ones, but avoid capturing confidential documents, screens, personal information, or access credentials.
- Rooms and areas included in the turnover
- Furniture, equipment, supplies, or personal property still present
- Visible damage, staining, residue, or maintenance issues
- Waste, abandoned materials, or items awaiting removal decisions
- Floor, wall, glass, restroom, and break-room condition
- Spaces that are locked, occupied, or otherwise inaccessible
2. Decide what happens to items left behind
A cleaning crew should not be expected to decide whether an item is trash, property, equipment, or a record. Before the turnover date, identify who is authorized to label, move, retain, recycle, or dispose of remaining items.
Use a simple tagging system or written room list. If removal is not part of the requested scope, make that boundary visible so cleaning can be planned around the items that remain.
3. Confirm access and utilities
Vacant does not always mean accessible. Confirm the practical conditions for the requested service:
- Keys, codes, loading access, elevators, parking, and sign-in procedures
- Working lighting, water, and any other utilities needed for the reviewed scope
- Building hours and security or lock-up responsibilities
- Restricted rooms or spaces requiring an escort
- One property contact available for condition or access questions
For properties in New Hope, Doylestown, Philadelphia, or elsewhere in the confirmed service area, availability is reviewed after the property, requested scope, access, and timing are documented.
4. Define included rooms and surfaces
Organize the turnover by area. A room list keeps the proposal and final review aligned.
| Area | Turnover details to document |
|---|---|
| Entrances and reception | Glass, doors, floors, counters, visible surfaces, and presentation priorities |
| Offices and work areas | Furniture status, drawers or cabinets, wall marks, floors, and remaining equipment |
| Conference and shared rooms | Tables, fixtures, glass, floors, and items awaiting removal |
| Restrooms | Fixtures, partitions, mirrors, counters, floors, supplies, and maintenance issues |
| Break rooms | Cabinets, counters, sinks, appliance status, floors, and discarded food or supplies |
| Storage and utility spaces | Access, contents, shelving, exclusions, and safety restrictions |
5. Separate repairs from cleaning
Cleaning does not replace maintenance or construction work. Note repairs, patching, painting, pest issues, leaks, damaged flooring, broken fixtures, and other conditions that require a different responsible party. If those tasks occur after cleaning, they may change the final condition and the handoff sequence.
The commercial turnover service is scoped around the property condition and handoff priorities reviewed before the proposal.
6. Name the milestone and deadline
“As soon as possible” is not a useful handoff plan. Identify the next real milestone and its date:
- Broker photography or marketing preparation
- Prospective-tenant showing
- Owner or property-management inspection
- New occupant access
- Final key transfer or commercial handoff
Work backward from that milestone and leave room for repairs, vendor access, punch items, and final approval. If timing changes, communicate it before the proposed service window whenever possible.
7. Use one approval process
Choose the person authorized to review the completed scope and answer questions. Before final approval, compare the result with the written included areas, exclusions, and handoff priorities—not with unrecorded requests from other parties.
- Walk the included areas in the same order used during scoping.
- Record questions with a room or location reference.
- Separate cleaning questions from repair or removal issues.
- Confirm whether any changed condition requires a revised discussion.
- Close the turnover with one documented approval contact.