A solid landscaping contract is one of the most practical business tools a landscaping company can and should have.
Done right, it removes the guesswork from every job,
The companies that run well put all the details in writing, every time, regardless of how small the job or how long the relationship. That consistency is what separates businesses that scale from those that stay stuck managing problems.
Most landscaping jobs go smoothly. Clients are happy, crews do good work, payment comes in on time. But the contract isn't written for the easy jobs. It's written for the moments when expectations don't line up, when a scope dispute arises, when a project runs long because of weather delays, or when a client cancels mid-project.
The agreement also serves the interests of both parties by detailing the scope, payments, and dispute resolutions upfront (before emotions are involved). That proactive clarity is worth more than most business owners realize until they need it.
There's no single universal template that works for every landscaping business, but the essential pieces are consistent. Here's what every landscaping contract should make sure to include.
All parties involved in a landscaping contract should provide their full legal names, addresses, and contact details. This includes the landscaping contractor, the client, and the specific address of the property where work will be performed. Including the property address prevents the possibility of a customer expecting services at multiple locations, which is a common and easily avoidable source of conflict.
A detailed description of the landscaping services requested is the foundation of any good contract. This means going beyond general categories and specifying tasks: mowing, edging, trimming trees, mulch installation, fertilization, pruning (whatever is included in the job). Using a generalized description of the scope of work leaves loopholes for additional work that cannot be claimed for payment later.
For recurring maintenance contracts, outline the service schedule and the frequency of visits. For landscaping projects with a defined start and end, specify exactly what will be delivered by completion.
The contract should outline the start and end dates of the landscaping project, including any schedules for regular maintenance. Defining deadlines also means addressing what happens when things outside the contractor's control affect the timeline. Weather-related delays are a reality in this industry, and a contract that doesn't account for them can create unnecessary friction with clients who expect work to proceed on a rigid schedule.
The contract should specify the total cost, any deposit requirements, and the payment schedule. The contractor's payment policy should be explicitly outlined to avoid misunderstandings about payment expectations (including whether payments are required upfront, the methods of payment accepted, and what happens when invoices go unpaid). Many landscaping contracts include a clause stating that payments not received within a specified number of days of invoice may incur a late fee.
Materials should be specified in the contract, including who is responsible for providing them and how substitutions will be handled if specific materials become unavailable due to unforeseen circumstances. This protects both the contractor and the client when supply chain issues affect product availability.
Liability insurance requirements for landscapers for the contractor should be included in the agreement. The contract should discuss what coverage the contractor carries and define responsibilities for property damage that might occur during landscaping work. Including workers' compensation insurance requirements is also important, especially for larger commercial landscaping jobs where clients and property managers expect contractors to carry appropriate coverage.
Warranties and guarantees should outline any service or material guarantees and their duration. This builds confidence with clients and gives the contractor a clear framework for handling callbacks and corrections.
The contract should address what happens if either party cancels the agreement, including notice requirements and obligations upon termination. Failure to include contract termination details can lead to losses if the client decides to terminate after work has commenced. Strong contracts typically require either party to provide written notice (usually 30 days) before ending the relationship, and they define what payment obligations remain upon cancellation.
The contract should outline how to handle change orders for additional services requested mid-project. Not addressing issues of contract modifications can make it difficult to claim additional payment for extra work required after the contract has started. Define the process clearly: changes to the scope need to be in writing before work begins.
The contract should state the jurisdiction and governing law that will apply to the landscaping agreement. This matters most if a dispute ever escalates to legal issues, ensuring both parties know which state's laws govern the agreement.
Even experienced landscaping contractors fall into the same traps. Here are the most common contract mistakes and how to avoid them.
Landscaping companies that operate across multiple service types (residential maintenance, commercial grounds care, installation projects, seasonal cleanups) benefit from having separate contract templates tailored to each category. A residential maintenance agreement has different elements from a commercial maintenance contract. Trying to force one template to cover everything usually means both are less effective.
Maintenance and lawn care agreements should include a contract renewal date when rates will be updated. Installation contracts should be more detailed about milestones, materials, and completion terms. Commercial agreements often need more insurance documentation and more formal termination provisions.
Include a deadline for the client to sign the contract before the pricing expires. In an industry with quick costs changes, sending an open-ended proposal is a risk.
A signing deadline protects landscaping businesses from being locked into a job that could cost more than estimated if material prices rise.
Once signed, the landscaping agreement becomes a working document. Change orders should be treated as amendments to the original contract, not informal verbal agreements, maintaining the integrity of the record throughout the project.
Led by Marty Grunder, The Grow Group is a premier coaching and education firm for landscape professionals. We provide innovative events like our annual GROW! Conference, ACE Peer Groups, GLC Field Trips, and real-world resources to help landscaping business owners and their teams succeed. Everything we teach is based on what we know works because we test it ourselves at our "living laboratory," Grunder Landscaping Company, the business Marty began as a teenager and still leads today.
We don't just share theories and ideas. We share tactics we used at our own landscaping company this week that we know still work. Our team brings more than 95 years of combined field experience to everything we do. Whether you're trying to grow your landscaping business or get better control over it, we can help get you where you want to go.
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