Must-Have Elements in Your Commercial Lawn Care Contract: A Guide for Property Managers

As a commercial property manager, you know that first impressions matter. Imagine a potential tenant or client walking up to your building and being greeted by overgrown lawns, weeds and patchy grass. Not exactly the image you want to project, right? Maintaining a lush, green landscape isn’t just about aesthetics — it’s about showcasing the quality and care you put into your property. But how do you ensure your commercial lawn always looks its best without turning it into yet another full-time job? The answer lies in having a comprehensive commercial lawn care contract. 

This guide will walk you through everything you need to know to create a foolproof agreement that keeps both parties on the same page and your property looking immaculate all year round. From defining the scope of services to understanding performance standards, we’ve got you covered. Let’s dive in and eliminate those landscaping nightmares for good.

Why Having a Commercial Lawn Care Contract Matters

As a commercial property manager, your plate is always full. From keeping tenants satisfied to ensuring the property’s value remains high, every detail matters. One critical aspect that should never be overlooked is your commercial lawn care. A well-maintained landscape not only enhances your property’s curb appeal but also plays a significant role in tenant satisfaction and overall property value.

1. Consistency and quality: Having a detailed lawn contract ensures your property receives consistent, high-quality maintenance. This agreement outlines the specific services provided, from mowing and edging to fertilization and pest control, ensuring no aspect is overlooked.

2. Budgeting and planning: A clear contract helps you budget more effectively. Knowing the costs upfront prevents any surprise expenses, allowing you to allocate resources more efficiently throughout the year.

3. Professional accountability: A contract holds your landscaping provider accountable. It includes performance standards and timelines, so you can be confident that your property will be maintained to the highest standards.

4. Tenant satisfaction: A well-maintained landscape makes a strong impression on tenants and visitors. It shows that you care about the property and their experience, which can lead to higher occupancy rates and tenant retention.

5. Protecting your investment: Your property’s exterior is a significant investment. Regular, professional maintenance helps protect this investment by preventing issues like soil erosion, weed infestation and plant diseases that can be costly to fix.

Essential Elements for Your Commercial Lawn Care Contract: A Guide for Property Managers

As a commercial property manager, you understand the importance of maintaining a well-manicured and visually appealing landscape. Your commercial lawn is often the first impression that clients, tenants and visitors have of your property, and it’s crucial to ensure that it’s properly cared for. 

A comprehensive commercial lawn care contract is the foundation for achieving this goal. Here is a list of key components you should include and understand in your commercial property lawn care contract. 

Scope of Services

The scope of services section is the backbone of your commercial lawn care contract. It specifies all the tasks that will be performed to maintain your property’s landscape. This includes routine services such as mowing, trimming and edging, power washing, as well as seasonal tasks like fertilization, aeration and pest control.

Why the Scope of Services Is Important

• Clarity and expectations: Clearly defined services prevent misunderstandings about what is and isn’t included. This helps set clear expectations between you and the service provider.
• Budgeting: Knowing exactly what services are covered allows for accurate budgeting and financial planning. It helps avoid unexpected costs that can arise from unplanned or additional services.
• Service quality: A detailed scope ensures that all necessary tasks are performed consistently and to a high standard, maintaining the overall health and appearance of the landscape.

What to Look For in the Scope of Services

• Detailed descriptions: Ensure each service is described in detail. For example, instead of just “mowing,” the contract should specify the frequency, height of cut and any special equipment used.
• Frequency of services: Look for how often each service will be performed. This can vary seasonally and should be clearly outlined.
• Additional services: Identify any extra services that might incur additional charges, such as tree removal, flower bed maintenance or irrigation system repairs.

Special Considerations

• Seasonal needs: Different seasons require different types of care. Ensure the contract covers seasonal tasks like leaf removal in the fall or snow removal in the winter.
• Emergency services: Check if the contract includes provisions for emergency services, such as storm damage cleanup.
• Site-specific needs: If your property has unique features, such as water features, extensive flower beds or large trees, ensure these are accounted for in the contract.

Schedule

The schedule section outlines when and how often each service will be performed. This includes regular maintenance visits as well as specific seasonal tasks.

Why the Schedule Is Important in a Commercial Lawn Care Contract

• Consistency: A set schedule ensures your property is consistently maintained, which is crucial for both aesthetics and health of the landscape.
• Planning: Knowing the schedule allows you to plan around maintenance activities, minimizing disruptions to tenants and visitors.
• Accountability: A clear schedule holds the landscaping provider accountable for timely service delivery.

What to Look For in the Schedule Section

• Regular maintenance visits: Ensure the frequency of routine services like mowing and trimming is specified.
• Seasonal tasks: Look for timelines for seasonal activities like fertilization, aeration and pest control.
• Flexibility: Ensure there is some flexibility to accommodate weather conditions or special events.

Special Considerations

• Climate considerations: In Cincinnati, Ohio (Zone 6), the schedule should account for the local climate, ensuring timely fertilization, snow removal, pest control and other season-specific tasks.
• Communication: There should be a protocol for communicating any schedule changes, especially for weather-related adjustments.

Performance Standards

Performance standards set the quality expectations for the services provided. They define what constitutes acceptable work and help ensure that the service provider meets your standards.

Why Performance Standards Are Important

• Quality assurance: Ensures the landscaping work meets your standards and maintains the property’s appearance.
• Consistency: Helps maintain a consistent level of quality across all services.
• Accountability: Provides a basis for evaluating the landscaping provider’s performance.

What to Look For in Performance Standards in Your Commercial Lawn Care Contract

• Specific criteria: Look for specific criteria for each service, such as the acceptable height of the grass after mowing or the health standards for trees and shrubs.
• Inspection procedures: Check if the contract includes procedures for regular inspections and performance reviews.
• Penalties for noncompliance: Identify any penalties or remediation steps for substandard work.

Special Considerations

• Customization: Ensure performance standards are tailored to your property’s specific needs and expectations.
• Review process: There should be a process for regular reviews and feedback to address any performance issues promptly.

Communication Protocols

Clear communication protocols ensure that you and your landscaping provider can easily address any issues, changes or concerns that arise during the contract period.

Why Communication Protocols Are Important

• Issue resolution: Quick and effective communication helps resolve issues before they escalate.
• Coordination: Ensures coordination of services, especially during special events or emergencies.

What to Look For

• Contact information: Ensure the contract provides direct contact information for your account manager and key personnel. You should have a dedicated point of contact to reach out to when needs and issues arise. 
• Response times: Look for specified response times for addressing issues or questions.
• Regular updates: Check if the provider offers regular updates on the status of ongoing projects or upcoming services.

Special Considerations

• Emergency contacts: Ensure there are clear protocols for emergency situations, including after-hours contact information.
• Feedback mechanisms: There should be a mechanism for providing feedback and requesting changes to the service.

Termination Clause

The termination clause outlines the conditions under which either party can end the contract. This includes both routine terminations and terminations for cause.

Why the Termination Clause Is Important

• Protection: Protects your interests if the service provider fails to meet their obligations.
• Flexibility: Provides a clear process for ending the contract if your needs change or if you’re unsatisfied with the service.
• Clarity: Helps avoid disputes by clearly defining the terms and conditions for termination.

What to Look For in a Termination Clause

• Notice period: Look for the required notice period for terminating the contract without cause.
• Grounds for termination: Ensure the contract specifies acceptable grounds for termination, such as consistent poor performance or failure to adhere to the schedule.
• Financial implications: Identify any financial penalties or conditions for termination.

Special Considerations

• Dispute resolution: The contract should include a dispute resolution process to handle any conflicts that arise.
• Exit plan: There should be an exit plan to ensure a smooth transition to a new service provider if necessary.

Protecting Your Property’s Value and Reputation With a Commercial Lawn Care Contract

Having a well-structured commercial lawn care contract is essential for maintaining the beauty and value of your property. As a commercial property manager, this contract serves as a cornerstone for ensuring that your landscape receives the attention and care it needs, ultimately contributing to tenant satisfaction and the overall appeal of your property.

At Seasons Best Landscaping, we understand the unique needs of commercial property managers and are committed to delivering exceptional service tailored to your specific requirements. A comprehensive lawn care contract with us ensures that every detail is managed professionally, giving you peace of mind and allowing you to focus on other important aspects of property management.

Investing in a detailed and well-understood commercial lawn care contract is more than just a maintenance plan: It’s a strategic decision to enhance your property’s appeal, protect your investment and ensure long-term success. 

Ready to secure your commercial lawn care contract? Schedule a consultation today.

Let’s work together to keep your property pristine and inviting all year round.