The Dos and Don’ts of Bidding for Landscaping Contracts

Bidding for landscaping contracts requires more than submitting a price—it's about strategy, structure, and presentation. This blog explains how to write clear, client-friendly contracts, use production-based estimating, avoid pricing mistakes, and present winning proposals. You’ll also learn how to handle legal terms, overcome objections, and use SiteRecon tools to make quoting more accurate and professional.

Bidding is one of the most important skills for growing your landscaping business. But in a competitive market, sending out a generic proposal just won’t cut it anymore.

Successful bids aren’t just about pricing—they’re about clarity, professionalism, and trust.

In this blog, we’ll explore the essentials of landscaping contracts, the bidding strategies that win, and the missteps that cost you jobs. You’ll walk away with actionable tips and the confidence to bid smarter.

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Understanding the Basics of Landscaping Contracts

Before bidding, you need to understand the foundation: the landscaping contract itself.

Landscaping contracts spell out the scope of work, timeline, and payment terms. They also outline legal responsibilities and protect both parties.

Here’s what a solid contract should include:

• Project description: What landscaping services are being delivered?
• Schedule and deadlines: When does each phase begin and end?
• Pricing and payment terms: What’s the structure—flat rate, installment, milestones?
• Insurance and liabilities: Who is responsible for what?

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Importance of a Well-Structured Contract

A detailed contract protects your business and builds trust. It keeps everyone on the same page, reducing miscommunication, disputes, and missed expectations.

Tips for Structuring a Landscaping Contract

• Use clear, simple language: Avoid legal jargon unless required.
• Define the scope of work in detail: Be specific, vague language causes disputes.
• Be transparent with pricing: Include line items, payment schedules, and any possible add-ons.
• Include change order protocols and warranties: Projects evolve. Outline how changes are requested, approved, and priced.

Want to simplify your contract structure?

Use our Landscape Maintenance Estimate Template to create professional, line-item-ready contracts in minutes.

Furthermore, a well-structured contract doesn’t just outline what’s included, it sets the stage for upselling enhancements later in the relationship. When clients can see their base services clearly laid out, it's easier to introduce seasonal upgrades like mulching, bed edging, plant rotations, or irrigation tune-ups as value-adding options. These add-ons become easier to pitch, and easier for clients to approve, when they're scoped separately and professionally.

Want to see how top contractors use enhancements to grow revenue? Watch this free Webinar with Ken Thomas for a deep dive into upselling strategies that work.

The Dos of Bidding for Landscaping Contracts

Bidding isn’t just about being the lowest—it’s about being the most prepared, responsive, and trustworthy. let's explore the dos of bidding for landscaping contracts.

Conduct a Thorough Needs Assessment

Before you quote, understand the full scope. Walk the property, ask smart questions, and dig into the client’s goals.

Use SiteRecon’s Needs Assessment Guide to structure your discovery process and avoid surprises during execution.

Download Free Needs Assessment Guide

Ground Your Bid in Production Rates

Don’t guess. Estimate using labor hours derived from production rates—how many square feet a crew can service per hour using specific equipment.

Here’s how to do it:

1. Measure the property (use a tool like SiteRecon Takeoffs)
2. Divide area by production rate (e.g., turf mowing: 22,500 sq. ft./hour)
3. Multiply by your hourly labor rate

Labor hours = Measurements/Production Rates

Don’t have your own data? Download industry standard Production Rates and customize over time.

Or skip the math: Use SiteRecon Estimator to get done-for-you estimates with mapped scope and production-based pricing.

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Offer Flexible Payment Options

Clients may love your scope but hesitate on cost. Offer milestone payments or flexible billing cycles to reduce friction—without discounting.

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Present Your Bid Professionally

Use a well-designed proposal:

• Clear scope of work
• Visuals (photos, site maps, mockups)
• Client testimonials or case studies
• Personalized cover letter or intro message

Want to elevate your presentations? Watch this Free Masterclass with Ken Thomas on proposals that win commercial contracts.

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The Don’ts of Bidding for Landscaping Contracts

Even a great bid can be derailed by a few common mistakes. While there are key dos to consider, there are also important don'ts to keep in mind when bidding for landscaping contracts.

When it comes to bidding for landscaping contracts, attention to detail is crucial. Avoiding common mistakes can set you apart from the competition and increase your chances of securing the contract. One common mistake is submitting a bid without thoroughly reviewing it for errors or omissions. Take the time to proofread your bid to ensure accuracy.

Mistakes can make you appear unprofessional and decrease your chances of winning the contract. Here’s what to avoid:

Don’t Skip the Details

Submissions missing key info—like project timeline or breakdowns—create confusion and mistrust. Always review your bid thoroughly before sending.

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Related Blog: Top landscaping business mistakes

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Don’t Underprice or Overprice

Too low? You lose money.

Too high? You lose the job.

Use accurate costs + market context + a value-driven narrative to justify your pricing. Explain why your bid isn’t the cheapest—but it’s the smartest.

Furthermore, it is essential to showcase your expertise and experience in the landscaping industry. Highlighting successful projects, certifications, and client testimonials can demonstrate your capabilities and reliability as a landscaping contractor. Clients are more likely to choose a contractor with a proven track record of delivering high-quality results.

Don’t Submit a “Wall of Text”

Long, dense proposals overwhelm clients. Use:

• Headings and subheadings
• Short paragraphs
• Bullet points for clarity
• Before/after visuals to highlight results

Visual storytelling matters—especially when clients are comparing multiple bids. Including tools like SiteRecon’s Site Quality Audit (SQA) can elevate your presentation even further. With mapped photos, notes, and service callouts, an SQA shows prospects exactly what needs attention—positioning you as proactive, thorough, and highly professional.

Don’t Ignore Your Presentation

Design matters. Make your proposal feel professional and easy to digest. A cluttered PDF or badly formatted email won’t inspire confidence—even if your pricing is perfect.

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Tips for Successful Bidding

Build Strong Client Relationships

Invest time in building strong relationships with your clients. Clients don’t always choose the lowest bid—they choose the contractor they trust.

Be responsive. Follow up. Show you understand their site. Personalize every interaction. Happy clients are more likely to recommend you to others and offer repeat business.

Furthermore, consider personalizing your interactions with clients by remembering important details about their preferences or past projects. This attention to detail can go a long way in showing your clients that you value their business and care about their specific needs.

The more they feel seen and heard, the more likely they are to choose you.

Stay Competitive

Stay competitive by staying up to date with the latest landscaping trends, techniques, and technologies. Innovation is as important as execution.

Furthermore, stay updated with:

• Local market rates
• New equipment that improves efficiency
• New service models (bundled pricing, seasonal programs)

Moreover, networking with other professionals in the industry can provide valuable insights and opportunities for collaboration. By building a strong professional network, you can stay informed about market trends, potential projects, and industry best practices, giving you a competitive edge in the bidding process.

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Navigating Legal Aspects of Landscaping Contracts

Understand Your Obligations

Know what you’re signing. Pay attention to:

• Payment clauses
• Termination clauses
• Scope change rules

If you’re unsure, get legal advice—especially for large commercial contracts.

Handle Disputes Professionally

Not every job goes to plan. If disputes arise:

• Communicate early and clearly
• Stick to the contract terms
• Document everything

Often, transparency is all it takes to resolve issues without legal escalation.

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Wrapping Up

Bidding for landscaping contracts is a mix of art and science.

Do it well, and you:

• Build credibility
• Win more work
• Protect your margins

Do it poorly, and you risk losing jobs—or worse, winning them and regretting it.

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FAQs

What should be included in a landscaping contract?

Include the scope of work, timeline, payment terms, insurance, liabilities, change orders, and warranties.

How do I win more landscaping bids?

Understand client needs, quote accurately using production rates, and present your bid professionally. Follow up and personalize your proposals.

What’s the biggest mistake landscapers make when bidding?

Underpricing or rushing the estimate. A weak scope, missing breakdowns, or vague terms are all red flags for clients.

Can estimating tools help with bidding?

Absolutely. Tools like SiteRecon Estimator help you scope faster, price smarter, and close with confidence—especially at scale.