How to Fire a Cleaning Employee the Right Way

Firing an employee is never fun, but doing it professionally will maintain your team’s morale and trust in you and reassure employees of their job security.

This guide is a step-by-step process of firing an employee correctly and legally. We will cover recognizing poor performance, preparing for the meeting, and determining the legal aspects of termination.

Aspire’s cleaning management software tracks job site efficiency, enabling you to identify issues early, keep detailed employee performance records, and manage terminations more easily.

Step 1. Recognizing when it’s time to fire an employee

Start by identifying clear signs of underperformance or misconduct.

These may be:

• Consistent poor performance

• No improvement after training

• Ongoing behavioral issues like lateness or not following company policies

Consider how the employee is impacting the overall cleaning process.

If you see repeated breaches, assess whether these issues have been addressed. 

→Has the employee had performance warnings or performance reviews? 

→Have they been given the chance to improve?

If the same issues persist after all that, it may be time to fire. Before you proceed, make sure you have all the necessary documentation. 

Using Aspire’s job cost tracking, you can gather data, including historic labor costs and time-tracking logs, to make an informed decision and ensure your termination process is legally sound.

Once you’ve seen these signs, you should prepare for the termination process, which we will cover next.

Step 2. Preparing for the Termination

The first step is to document everything for the dismissal.

Gather all the evidence of poor performance or misconduct, performance reviews, attendance records, warnings, and any other relevant documentation. 

→ Aspire’s drill-down reporting makes it easy to analyze job performance by property, team, and individual to demonstrate the employee’s history with the company.

Consult with HR or legal counsel to ensure the decision to fire is legally compliant. This step ensures you follow company policies and local labor laws and reduces the risk of wrongful termination claims.

Maintaining legal compliance and professionalism

Before you move forward, review your company’s employee handbook and termination policies. It is critical to ensure everything you do follows these and local labor regulations to avoid legal issues.

Schedule a private meeting to discuss the termination. Choose a time that won’t impact your cleaning operations, and if possible, have an HR representative present.

Once you’re ready, it’s time to conduct the termination meeting, which we’ll cover next.

Step 3. Conducting the termination meeting

When you fire an employee, the meeting should be clear, respectful, and professional. 

1. Start by stating the purpose of the meeting upfront. 

2. Begin with clarity, “We are here to discuss your employment with [Company Name],” so there’s no confusion about the purpose of the meeting.

3. Be direct and objective when explaining the reasons for termination. 

4. Cite specific examples of poor performance, misconduct, or breaches of company policies that led to this decision. 

Stick to facts, don’t be personal, and refer to documented incidents like performance reviews or attendance records so the conversation stays professional and unbiased. Highlight how their performance impacts the business, including the quality of our professional cleaning services.

Then, give the employee the final details. 

1. Outline the next steps: when they will get their final pay, how unused benefits (like holiday time) will be handled, and what to do with company property, like uniforms or keys. 

Be clear on the timeframe for all of this, and remain calm and respectful throughout the meeting. Let the employee ask questions, but don’t get into debates, so you can keep the meeting professional and reduce emotional angst.

Step 4. Handling legal and documentation considerations

Firing an employee legally is crucial to avoid complications and ensure a smooth transition. 

Comply with labor laws by:

• Review the final pay, severance, and notice period rules to ensure you’re meeting your obligations. 

• Determining if employees are entitled to specific benefits or notice based on the local requirements and the circumstances of the termination.

Take steps to minimize the risk of wrongful termination claims by basing the termination on verifiable facts (poor performance or consistent breach of company policies).

→ Always review your decision against local labor laws to ensure it’s legal and fair.

After the meeting, document the termination by recording:

• The meeting details

• Reasons for the decision

• What was discussed

• What was agreed upon

Good documentation protects your business from potential disputes and gives you a record for future reference.

After legal compliance, you must maintain team morale after a termination, which is key to keeping your cleaning business running.

Step 5. Maintaining team morale after termination

Start by communicating with the team.

Tell them the decision was based on performance or breach of company policies, not personal reasons, to communicate that the termination was fair and transparent and for the betterment of the cleaning company.

→ Use the conversation as an opportunity to reiterate performance standards. 

Remind the team of the company values, expectations, and goals. Reiterate the importance of adhering to standards for:

• Cleaning quality

• Punctuality 

• Customer service

This will remind them of what’s expected and prevent future performance issues.

Encourage open communication, trust, and teamwork to promote a positive work environment. If employees have concerns or feel uneasy about the termination, tell them their questions are welcome, and they can express themselves freely. 

→ An open dialogue will help the team feel secure, and your team will stay focused and motivated.

What are the most common reasons for firing a professional cleaning services employee?

Building momentum for continuous growth in your cleaning company requires dedicated, innovative employees committed to the business’s long-term goals. 

Not all hires will be a good fit for your company, and running a successful cleaning business requires making difficult decisions regarding termination.  

Here are the most common reasons to fire a cleaning employee:

1. Low Performance

Unsatisfactory performance is one of the most common reasons for termination. For example, whether doing an office or deep cleaning, if mistakes are made, that is a good indicator of poor performance standards. 

Poor performance may also describe:

• Constantly late or missing shifts.

• Taking extended breaks or not completing tasks on time.

• Repeatedly not following standard operating procedures even after training.

Corrective action, such as performance reviews or additional training, is the first step to addressing job performance issues, but if they persist, it may be time to terminate.

2. Poor Professional Conduct

Unprofessional behavior can disrupt operations and harm the company’s reputation and may include:

• A bad attitude

• Disrespecting clients or poor teamwork 

When an employee’s behavior consistently causes issues and attempts to correct it have failed, it may be necessary to let them go to protect your team morale and business reputation.

3. Legal Issues

Serious offenses like theft, harassment, or dishonesty can be terminated immediately. 

These behaviors breach company policies and can expose your business to legal risks. Document any incidents before making a final decision.

4. No-Call, No-Show

Frequent no-shows or unnotified absences will disrupt your team’s productivity and cause service delays. If an employee consistently fails to show up for scheduled shifts without a valid reason, termination may be necessary to prevent further disruptions and protect the team members who do show up from burnout.

5. Poor Culture Fit

Sometimes, an employee’s skills or attitude don’t fit with your cleaning company, especially when providing high-quality commercial cleaning and janitorial services. 

If an employee can’t meet the job requirements despite multiple training attempts, it may be best for both parties to separate.

6. Not Enough Work

Economic factors like reduced workload or limited cash flow may force you to let employees go. In this situation, releasing the least productive or newest employee can help your business stay afloat.

Now you know the reasons, we’ll look at the mistakes to avoid when firing an employee.

What are some common mistakes to avoid when firing a cleaning employee?

When firing an employee in your cleaning business, you must handle the process carefully to avoid mistakes that could lead to disputes or harm your company's reputation. 

Here are some mistakes to avoid, whether you are a team leader, small business owner, or human resources manager:

1. Lack of Documentation

One of the biggest mistakes is terminating an employee without a paper trail. 

Documenting job performance, whether from task checklists or job site audits, is essential for evaluating employees and ensuring customer satisfaction. 

You can face legal challenges or claims of unfair dismissal without documentation, such as reviews, written warnings, or records of poor performance. 

Always document issues before you decide to fire someone.

2. Not Giving Prior Warnings

Firing someone without prior warnings or a performance improvement plan is unfair and legally risky. 

Employees should be allowed to improve after being notified of their poor performance. 

Following a structured process of warnings shows you’ve done everything possible to help the employee succeed.

3. Acting on Emotion

Making decisions on impulse due to frustration or personal feelings can lead to bad outcomes. 

Always approach the termination process with a clear head and focus on the facts documented so the decision is fair and professional.

4. Poor Timing and Privacy

Timing is everything when terminating an employee.

Don’t fire someone during a busy day, on a job site, or in a public area of the office. This will embarrass the employee and disrupt your business. Instead, schedule a private meeting to ensure confidentiality and respect.

By avoiding these mistakes, you’ll have a smoother termination process and be more professional. Now, let’s look at how to fire a cleaning employee properly.

What are some tips for firing a cleaning employee professionally?

Firing a cleaning employee is never easy, but doing it with professionalism will protect your cleaning business and company culture. 

1. Stay Calm and Professional

Always approach termination with a clear head. Keep your emotions in check; don’t be confrontational or defensive. 

Being professional during the conversation will help you make decisions based on facts, not emotions.

2. Prepare for Emotional Reactions

Employees may react emotionally to termination with anger, sadness, or disbelief. Anticipate these reactions and handle them calmly. Offer to answer questions, but don’t get drawn into arguments.

3. Keep Communication Clear and Concise

When terminating employees, don’t go into lengthy explanations or justifications. Stick to the facts and explain the reasons for termination, such as repeated poor performance or breach of company policies. This will minimize confusion and pushback.

4. Be Respectful and Compassionate

Be respectful throughout the process. Acknowledge that termination is hard for everyone involved and that the decision wasn’t taken lightly.

5. Ensure Privacy

Always do termination meetings in private. Respect the employee’s dignity and don’t discuss the situation with other team members or clients.

6. Follow Legal Procedures

Meet all legal requirements, including final paychecks, benefits, and local labor laws.

Following these tips will help you be professional and minimize disruption to your business. Next, discover how Aspire’s software can improve employee performance and management.

How to improve employee performance and management with Aspire

Aspire provides the tools to help business owners and team leaders manage and improve employee performance

1. Performance Tracking

Aspire’s job performance monitoring tools allow you to identify issues early, track current job progress, and compare to historical job cost data. 

This data-driven approach will help determine which employees are least productive, potentially harming profit margins, and help you make informed decisions regarding your labor management. 

2. Timekeeping and Attendance

Aspire makes time and attendance management easy. The mobile app geo-tags clock in and clock out, so operations can see exactly when teams arrive at and leave the property.

By tracking hours worked and flagging habitual lateness or absenteeism, you can identify issues early with any new hires. 

Digital time cards make it easy to address time management problems, improving overall productivity in your janitorial service or commercial cleaning business.

3. Reporting and Metrics

Aspire’s reporting and metrics feature gives insights into employee performance across multiple jobs, whether you offer a maid service or a complete home cleaning service. 

You can generate reports that measure job completion rates, productivity levels, and overall efficiency. This data will help you make informed decisions on employee management and performance improvement.

It’s your turn now

Firing a cleaning employee is never easy, but following this step-by-step guide will ensure professionalism and protect your business.

Aspire helps commercial cleaning businesses manage their workforce and grow their companies with tools tailored to the industry. These include real-time job cost data, smart routing, geo-tagged clock-in/clock-out, and drill-down dashboards.

Book a free demo with Aspire today to see how it can transform your business operations.