Read the renewal paragraph first
Find the current term, what happens at the end of it, and the exact deadline for giving notice. Then read how notice must be delivered and where it must go. A date in a spreadsheet is useful only if it matches the signed contract.
Look for price increases, minimum terms, service-level changes, and language that makes a new term different from the old one. Put those details beside the deadline instead of leaving them buried in the PDF.
Review the work before you review the price
Questions for the board and site contact
- Was the promised work completed on schedule?
- Which complaints repeated, and how were they resolved?
- Did the scope change informally during the year?
- Are current insurance records and licenses on file where required?
- Would the board buy the same scope again at today's price?
Compare what each vendor will provide
If the board seeks another proposal, give each vendor the same property facts, service schedule, exclusions, and response expectations. A lower total can hide fewer visits, a smaller area, or work billed separately.
Write the differences down before choosing. Compare the work included in each proposal, as well as the price.
Decide early enough to act
Put the renewal on a board agenda before the notice deadline. Record whether the board is renewing, renegotiating, rebidding, or ending the agreement, and who is responsible for the next step.
If the board sends notice, keep the signed notice and proof of delivery with the contract. If it renews, store the new term, price, and next deadline in the same record. The job is not finished when the vote ends.
This checklist does not interpret your agreement. If the renewal or cancellation language is unclear, get advice before relying on a date or delivery method.