Most property managers stay with an underperforming valet trash vendor longer than they should. The reason is almost always the same: switching feels disruptive, and you don’t have time to manage a disruption.
That fear is reasonable. It’s also overblown. A well-run vendor change happens in 30 days with no resident complaints and no service gaps. Here’s how.
Week 1: Decide and notify
- Day 1. Sign agreement with new vendor. Pricing in writing, COI on file, exit clause confirmed.
- Day 2. Send written 30-day notice to current vendor (most contracts require this).
- Day 3-7. Onboard the new vendor through your credentialing platform (NetVendor, RealPage, Compliance Depot). A local vendor should clear within a few business days.
What to ask for in the agreement
- 30-day exit clause both directions
- Per-unit pricing tied to occupancy, not total doors
- Missed-pickup response time spelled out (target: same night or next morning)
- Holidays included at no upcharge
Week 2: Walk the property
Have the new vendor’s owner walk the property with you. Not a sales rep. The person who will be accountable for the route. Three things to cover:
- Route map. Building order, stairwells, gate codes, dumpster locations.
- Quiet hours. Specific buildings or units with known noise sensitivity.
- Bulk staging. Where bulk items go and how often they’re removed.
Week 3: Tell the residents
One email, one flyer. Both short.
Starting [date], your valet trash service will be provided by Trash Time Valet Service. Same time, same days, same instructions. If anything is missed, you can text the team directly at 689-238-9656.
That’s it. Residents almost never care who the vendor is. They care that the service doesn’t change.
Week 4: First-night handoff
The new vendor’s first night should overlap with the old vendor’s last night by 24 hours. That’s the buffer that prevents service gaps.
- Old vendor: final route, removes any branded signage, returns property keys/fobs.
- New vendor: drives the route in daylight first, then runs the live route that night with an extra crew member on hand.
By the end of week 4, you should have completed three to four routes with the new vendor. If anything is going to break, it breaks in those first nights, and a good vendor will catch it before you do.
The 30-day audit
Schedule a 30-day check-in with the new owner. Ask:
- How many missed pickups in the first 30 nights?
- Any resident complaints come through us that didn’t reach you?
- What’s the biggest issue you’ve identified that I should know about?
If your new vendor can’t answer those three questions clearly at the 30-day mark, that’s a flag for the 60-day check-in. If they can, you’ve made a good switch.
Ready to switch?
We onboard properties within a few business days and run our first route inside week one most of the time. If you’d like to compare us against your current vendor, request a quote and we’ll send pricing and a COI within two business hours.
Have a question this post didn’t answer? Text or call us at 689-238-9656 or request a quote.