Landscaping Proposal Follow-Up: The Key to Impressing Property Managers

Submitting a landscaping proposal is just the first step in securing a contract with a commercial property manager. But what happens next? The follow-up process can make or break your chances of winning the deal.

The assumption that once the landscaping proposal is sent, it’s up to the property manager to respond, is not always right. Here’s the truth—if you keep the conversation going, your chances of closing the deal increase significantly.

In a recently conducted webinar titled - “How Property Managers Choose Landscaping Vendors?,” we had an insightful conversation with Ali Breland (Senior Property Manager at Colliers), an industry expert with years of experience working with landscapers and property managers. She shared key insights on what property managers look for after receiving a landscaping proposal. She emphasized the fact that if you’re not following up the right way, you could be losing contracts without even realizing it.

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Why Following Up on a Landscaping Proposal Matters

The biggest mistake a landscaping company could make? To go silent after sending the landscaping proposal.

Ali put it best: "Most property managers are juggling multiple sites, tenant concerns, and budget constraints. If you don’t follow up, you’re just one of the many proposals sitting in their inbox."

By following up, you:

✔️ Show that you're proactive and reliable.

✔️ Keep your proposal top of mind.

✔️ Give the property manager a chance to ask questions.

✔️ Set the stage for a long-term relationship.

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How to Follow Up Effectively

The real challenge here is to follow up in a way that keeps you top of mind without being pushy. Commercial property managers handle multiple vendor proposals, so your follow-up needs to stand out.

Here’s how you can craft an effective follow-up strategy to increase your chances of winning the contract.

1. Time Your First Follow-Up Right

Timing is everything. A good rule of thumb is to check in 3 to 5 days after submitting your proposal. This gives your commercial property manager enough time to review the details without feeling pressured.

Your first follow-up email should be short and professional. Here’s an example:

Subject: Following Up on [Property Name] Landscaping Proposal

Hi [Property Manager’s Name],

I wanted to follow up on the proposal we submitted for [property name]. Let me know if you have any questions or need any additional details.

Looking forward to your thoughts.

Best,[Your Name][Your Company Name]

This keeps the conversation open and gives the property manager an easy way to respond.

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Read More: How to write perfect thank-you notes for landscaping business

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2. Provide Value in Every Interaction

Commercial property managers are busy, so every follow-up should add value. Instead of just asking if they’ve reviewed your landscaping proposal, offer insights that help them make a decision.

For example, if you use AI-powered takeoffs and estimates (like SiteRecon), highlight how this ensures accurate pricing, and transparent service coverage. Property managers appreciate clarity and efficiency, so showing them how your process reduces ambiguity can work in your favor.

3. Address Their Pain Points

One of the biggest frustrations for commercial property managers is uncertainty—especially when they don’t have a clear view of what’s happening on their sites. If they seem hesitant, reassure them by emphasizing how your services make their job easier.

As Ali Breland, puts it, “Property managers don’t have time to chase down information. They want vendors who can proactively communicate updates and keep them in the loop.”

This means your follow-up should be more than just a check-in—it should demonstrate that working with you will make their job easier.

4. Use Multiple Follow-Up Methods

Follow-up Emails are great, but a well-timed call or an in-person visit can be even more effective. Here’s a structured follow-up approach:

• Day 3-5: Send a polite follow-up email.
• Day 7-10: Call to check if they need clarification on the landscaping proposal.
• Day 14-20: Share a quick update or an industry insight to keep them engaged.
• Day 30: If you haven’t heard back, send a final message thanking them for their time and leaving the door open for future opportunities.

5. Make It Easy for Them to Say Yes

If the property manager has questions, be ready with answers. If they’re concerned about pricing, offer a breakdown based on site specifics. Software like SiteRecon help landscapers automate measurements, get quick done-for-you estimates, and customize pricing, making it easier to justify costs and secure approvals.

Winning a contract isn’t just about the lawn care proposal—it’s about building trust through clear communication and proactive follow-ups. A well-structured approach can help you stand out and increase your success rate with commercial property managers.

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What NOT to Do When Following Up

🔴 Don’t follow up too aggressively – Calling or emailing every day will only annoy the property manager.

🔴 Don’t be vague – Instead of saying "Just checking in", provide a clear reason for your follow-up.

🔴 Don’t forget to document your follow-ups – Keeping track helps you stay organized and professional.

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Read More: Top mistakes landscaping business owners make and how to avoid them

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Wrapping up!

Property managers appreciate landscapers who take initiative and communicate effectively. By following up strategically on your landscaping proposal, you increase your chances of winning contracts and build stronger relationships with commercial property managers.

Follow this approach and build lasting relationships with your property managers!

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DOWNLOAD FREE WINNING PROPOSAL CHECKLIST

FAQs

1. How to write a follow-up email after sending a landscaping proposal?

Your follow-up email should be short and to the point. Express your willingness to answer any questions, highlight any unique value your company offers, and keep the conversation open-ended.

2. When should you follow up after a lawncare proposal?

A good timeframe is 3 to 5 days after submission. This allows the property manager enough time to review your proposal without feeling rushed.

3. How to politely follow up after proposal to a commercial property manager?

You can follow up politely by keeping your message short, professional, and value-driven. An example of a follow-up email is given in this blog.

4. How many times should one follow-up after sending a lawn care proposal?

A structured approach includes three to four follow-ups over a 30-day period. If there’s no response after that, it’s best to thank them for their time and leave the door open for future opportunities.

5. What is the best way to handle pricing objections with a property manager?

Be ready with a detailed breakdown of your costs. If you use software like SiteRecon for automated takeoffs and cost estimation, highlight how this ensures fairness and precision in pricing.

6. How to stand out from other landscaping proposals?

Emphasize accuracy, transparency, and efficiency in your proposal and follow-ups. Using advanced tools like SiteRecon for automated takeoffs & done-for-you estimates can set you apart by ensuring detailed, data-backed pricing.