Not only do well maintained sanitary bins give a good impression within your public or work space toilets, they are also a legal requirement. But what do you do when you are stuck in a sanitary bin service contract that you no longer need or that no longer suits your business? Here’s our guide to exiting a sani-bin contract.
Understanding your sanitary bin contract terms and conditions
Whether you want to end your contract for budgeting reasons or because you are unhappy with your current provider, the first step is to carefully review what your contract actually contains. In particular, this means looking for the following:
Length of contract: How long is the contract for? If it is due to end soon, would it be worth waiting, rather than potentially paying more for a break in the contract?
Is there an early termination clause: Sometimes, especially in the first month or so, contracts contain a provision for early termination. Even if it is a while since the contract was drawn up, it is always worth checking if yours has any clause or condition for early termination. If so, what are the conditions and penalties? Do they weigh up with the cost of being free from the contract?
Breach of Contract: Are there any circumstances where the company you have the agreement with has breached the contract? This can take many forms but usually has to do with them not providing the agreed services agreed upon when the contract was signed, within reasonable circumstances.
You can request from your service provider that they show up to TWO years’ worth of ‘’proof of service’’ documentation if you feel that they haven’t fulfilled their signed service agreement.
For example: Service provider A has stated that they have been servicing a sanitary bin 12 times per annum, but the proof of service is shared for that year and it shows that only 8 services were completed. This could then be used for breach of contract. Don’t be afraid to ask: it is your right to access this information.
Potential exit strategies
Whatever the reason for you wanting to leave your contact, there are various strategies to help you achieve this. Depending on the particular terms of your contract, you may have several options. Here are the most common:
Negotiate Early Termination:
First up will always be to just talk to them. This can also be the best course of action if you want to continue a positive relationship with them afterwards, such as if you know them personally. Contact the company and explain your reasons for wanting to terminate the contract early. We’ve got a few tips further down on how to make this more appealing, but usually the simplest course of action is to offer to pay a fee or find a replacement customer to mitigate the loss of your custom.
Exercise an Early Termination Clause:
If your contract includes an early termination clause, make sure that you carefully review the conditions and understand them completely. The inclusion of such a clause usually means that the company is well versed in their rights and wants to protect themselves from this happening, so they will know exactly what you can and cannot do. Once you are ready, follow the outlined process exactly.
Claim Breach of Contract:
This is the least pleasant of exit strategies, but unfortunately is necessary in some situations. If the company has not fulfilled its obligations under the contract, even within exceptional circumstances that you have made allowances for, you may have grounds to terminate without penalty. It is important that you document any and all instances of poor service or breaches, as there is a chance that they may raise a dispute over your claims. However, if the relationship has broken down, many companies would rather cut their losses and disconnect from your company as quickly and simply as possible, so try not to disregard this avenue if it best suits your situation or if staying in the contract could negatively impact your business or employees.
Other considerations
Legal Advice: If the contract is complex or worth a substantial amount of money, or you’re even slightly unsure of your rights, consider consulting with a legal professional before undertaking anything that might cause your problems in the future.
Alternative Providers: Before you end your contract, it is always a good idea to see how else you will cover the service they provide, especially as general cleaners and staff members are not allowed to empty sanitary bins themselves. Research other sanitary bin collection services to find a suitable replacement, such as the contract-free services offered by VR Sani-Co.
Tips for reaching a mutually beneficial agreement
Negotiating an early exit from a long-term contract can be challenging, but it is not impossible with a bit of confidence and a concrete understanding of your rights. Here are a few tips to help you navigate the process:
Make sure you know your contract inside out: You don’t want them to bamboozle you with facts that you then have to check. Before you even approach them, ensure that you entirely understand
Build a strong case for leaving & justify your position: Put into words exactly what the issue is and why you want to leave. This is especially important if the provider has failed to meet service level agreements in any way. If this is the case, gather all evidence that can be used to support your claims.
If possible, offer a fair deal: Some companies only think in terms of business and lost earnings, so no amount of appealing for them to see your side will work. In this case, be prepared to offer a reasonable compromise, such as a shorter notice period or a partial payment for early termination.
Dos and Don’ts:
Do Clearly state your reasons for wanting to leave the contract.
Don’t assign blame if it is not relevant. Keep to a professional tone.
Do be open to negotiation and how a willingness to find a compromise, if it is feasible for your needs. Phased exits to mitigate the impact on them, referrals to other businesses and amendments to current contracts can all be useful negotiation tactics.
Why choose a no-contract sanitary bin collection service
Sanitary bins need emptying and maintaining. But many businesses go through a state of flux, both with finances and visitor numbers: especially if they are in the tourist sector. By opting for a contract free sanitary bin collection service (or other washroom services), you are in complete control. You know when your peak times are and when your washrooms may need extra or fewer collections. VR Sani-Co offers friendly, discreet and reliable collection services that work around you, rather than the other way around, meaning that you can focus on what you do best, and we can do the same.
Need help getting out of a sanitary bin contract?
We hope that we have provided an answer for how to get out of your sanitary bin contract. Here at VR Sani-Co, we have seen this issue come up time and again in the decades that we have been providing businesses in the south east with contract free collections. We would love to help you by talking through your situation. Contact us today for an informal chat and we will see what we can do for you.
