How To Write A Winning Commercial Landscaping Proposal

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A well-written landscaping maintenance proposal goes a long way in building a long-term client relationship. It ensures that your clients understand the nature and quality of your services.

Landscaping proposals are also great avenues for you to take your client relationship to the next level, so making your proposal stand out is critical. This blog will help you decide how to develop a proposal template. Let’s go through a checklist of all the things a winning proposal has-

A Winning Landscaping Proposal Answers All Client Questions

Your clients will have a LOT of questions, especially at the beginning of your relationship. Your contract should be a guide for them to navigate through the details at all times.

It should answer the famous 6 W’s of all time:

  1. Who
  2. What
  3. Where
  4. When
  5. How ((We know :))
  6. Why
The 6Ws the guide to ace your commercial landscaping maintenance contract
The 6W’s: the guide to ace your commercial landscaping maintenance contract

WHO is going to build the landscape of their dreams? Your Team.

Your clients would like to know about the people working on their property. Whether they are qualified to service their property, their certifications, licenses, insurances, etc. They will appreciate information about who they should expect to see on their property and when. This is where you get an opportunity to introduce your people and through them, your work.

WHAT is included in the landscaping proposal

Everything about the services and what that means for your client’s properties needs to be articulated in the proposal with great detail. The terms, pricing, discounts, timeline, the entire process, and legalities; everything must be in order in your proposal. Details on regular reviews and feedback could give some extra comfort to your customers.  

WHERE will the service be applied?

Sure, the address is explicitly stated. But for large commercial properties (or even small), you must include specific details such as the mowing frequency for certain lawns, where to install the new beds, etc. Your proposal should reflect what their properties would look like after your team is done servicing it.

WHEN will the services be provided as mentioned in the landscaping proposal and what is the timeline that will be followed?

It gives customers great comfort if they have a timeline of how things will follow in the future. Your proposal should have a clear contract start and end date. Other than that, you should also regularly communicate with them throughout the term of the engagement. Have checkpoints and planned reviews to ensure seamless project execution and set expectations if you foresee any sudden delays.

HOW are you going to provide the service? 

A description of the various services you will be providing and the equipment and process behind it helps give the customer an insight into the details. These details give the customer confidence and assure them that you have planned every small detail.

////Page 2 of a sample commercial landscaping proposal. An executive summary of landscaping maintenance services, frequency, price, and total costs.
Page 2 of a sample commercial landscaping proposal. An executive summary of landscaping maintenance services, frequency, price, and total costs.

WHY are you doing what you are doing for your client?

This is where you get to really highlight the differentiators of your business. What does your landscaping company stand for, your values, ethos, and culture? Why are you in the industry? Why is working with you the right decision for your client? Show your passion. At the end of the day, a human sitting across the table reviewing your proposal.

A Winning Landscaping Proposal is Clear and Simple

A proposal must be easy to read. With a clear structure. One needs to set a draft outline of the content structure before diving into the actual proposal. Once that is final, start filling in the content and make sure all the details are spelled out clearly to avoid confusion for your clients.

Important details such as pricing and payment structure should be as clear as possible. Do not overcomplicate it for the client. No one trusts complicated pricing structures. And in case you’re increasing your prices, be transparent through your proposal. 

Each proposal might need to be customized for individual clients but should broadly follow a standard structure. Not only does this allow you to consistently churn out high-quality proposals, but it also ensures you can do it quickly without compromising on detail.

Fine-print of landscaping proposal

Here are a few sections your landscaping proposal must have – Cover Page, Table of Contents, Company Background, Project Overview, Detail of Services, Case Studies (Proof of Work), Execution Plan, Timelines, Pricing, Your Team, Terms and Conditions, Contact Details and Next Steps.

A Winning Landscaping Proposal Has a Great Case Study

Working with new contractors can be challenging for your customers. Landscaping contracts are long and very detailed. Social proof (a testimonial by your previous client)  makes it easier for the facility manager to choose the right service provider. Pictures of your services on similar past projects give you an edge and creates trust with your customer even before you actually work with them. 

Don’t shy away from adding customer references, testimonials, and case studies that will reassure your customers and instill confidence in selecting you as their preferred partner. This can work wonders for you in building a long-term and solid customer relationship, as they’ll trust you from the get-go.

A Winning Landscaping Proposal is Visually Appealing

Humans are visual creatures. 

According to studies, humans process visuals 60,000 times faster than text, and 90% of the information absorbed by the brain is visual. So, if you want your landscaping proposal to resonate with your customers, you need to ensure it’s designed well. Use infographics, pictures, and other visual cues to make your proposal attractive. 

Page 3 of a commercial snow and landscaping proposal sample.
Page 3 of a commercial snow and landscaping proposal sample.

Want to win over your landscape maintenance clients with a touch of professionalism and meticulous planning? Detailed sitemaps with property features are your secret weapon!

You can use service diagrams built on the latest aerial imagery in your proposals to visually showcase the phases of the project execution, building trust with your clients and positioning your team as industry experts.

Here's what a color-coded, marked, high-res sitemap with looks like featuring all property features and measurements
Here’s what a color-coded, marked, high-res sitemap with looks like featuring all property features and measurements

Showcase detailed information about your customer’s property, including gravel and mulch beds, tree counts, shrubs, and more, to prepare comprehensive landscape maintenance proposals.

However, don’t go overboard. One trap that people fall into while making graphic proposals is overdoing it. Content is still the star of the show, ensuring the focus remains on readability. The quality of the content is still very critical. 

Here’s a list of simple things you can do to make your proposals instantly more attractive – 

  1. Have a cover page that speaks to your brand.
  2. Follow a standard color theme.
  3. Have consistent Font Styles and Font Sizes (Don’t use text sizes below 12, EVER).
  4. Ensure proper alignment to ensure easy readability
  5. Note page/slide numbers for easy navigation
  6. Add a sitemap with property features

A Winning Proposal is Built With The Client

Landscaping service proposals can easily get very complex. There are a lot of services to cover; there are times of low and high activity and a lot of service requirements. Spring and summer operations mean your crew is the busiest, but your client’s property will require care throughout the year. This can easily get too complicated for the customer. 

Plan sync-ups with your customer to get their thoughts on the proposal; this will give you valuable feedback and will take some weight off their shoulders. But most importantly, it shows your client that you are “attentive” to their needs. This also shows that you take accountability for your services and appreciate your customers’ opinions and suggestions.

Having sync-ups also allows you to seamlessly address conflicts and challenges you might face during the project.

Work with your client to draft a landscaping proposal that works for both sides

In conclusion, a landscaping proposal is a reflection of who you are as a company and should talk about your services, values, and commitment to your customers. While there is no recipe to craft a perfect proposal, these points might help you find the recipe that works for you. And the journey of impressing your prospect so that it leads to sustained customer retention starts with a stellar proposal that takes their breath away (not literally!)

Tell us how you build your landscaping proposals. What, according to you, are the must-haves? Let us know in the comments below.

And for all your landscape takeoff needs to prepare crisp and accurate estimates, is just a click away. Schedule a personalized demo with our team and explore how we can help scale your sales efforts.

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