January 1 is a common start date for new vendor contracts—but if you wait until the new year to onboard them, you’re already behind.
Whether you’ve brought in a new landscaper, janitorial team, or patrol service, a successful vendor transition depends on what you do now. December is your prep window to ensure day-one readiness, avoid service gaps, and set the tone for a strong partnership in 2026.
Use this quick guide to get your new vendors up and running—before the year even begins.
✅ 1. Confirm Key Dates and Deliverables
Why it matters: Misaligned expectations at the start can lead to early frustration.
What to do:
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Confirm official start date, contract scope, and pricing in writing
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Highlight first scheduled service dates in January
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Clarify who’s responsible for kickoff tasks (e.g., walkthroughs, resident notices, equipment delivery)
🛠 2. Schedule a Kickoff Meeting or Walkthrough
Why it matters: A short meeting now prevents dozens of emails later.
Include:
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Service locations and any community-specific quirks
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Key contacts, after-hours protocols, and escalation steps
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Questions from the vendor about logistics, access, or procedures
Bonus: invite onsite staff or board members to build early trust.
🔐 3. Handle Access, Codes, and Credentials in Advance
Why it matters: A vendor can’t do their job if they can’t get in.
Checklist:
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Provide keys, fobs, or gate codes
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Ensure entry instructions are clear for each property
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Confirm security protocols (sign-ins, escorts, ID badges, etc.)
🧾 4. Send Internal and Resident Communications
Why it matters: Avoid confusion and unnecessary complaints.
What to share:
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Notify residents of vendor changes (especially visible services like landscaping or janitorial)
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Alert accounting or operations teams of new invoice formats or vendor contact info
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Update vendor profiles in your system before the January rush
📈 5. Set Expectations for Reporting and Follow-Up
Why it matters: The first 30 days set the tone for the entire relationship.
Set expectations for:
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How issues should be reported and tracked
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When the first performance check-in will occur
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What success looks like in the first month (e.g., no missed visits, zero resident complaints)
Consider scheduling a check-in around January 31 to catch any misalignments early.
🎯 Start Strong in 2026
A smooth vendor transition doesn’t happen by accident—it happens when you prepare in advance. Use December to handle logistics, build relationships, and get aligned before your new vendors even set foot on site.