How to use itCrews follow the visit list at every property, add monthly and seasonal tasks as scheduled, and record time and notes per site.
Who uses itCrew leads and account managers
WhenEvery visit, with monthly and seasonal add-ons
Time neededSet by property size and contract
Keep itProperty file with time, photos and client notes
Who it is for and when to use it
A consistent checklist keeps quality the same across crews and properties, and shows clients what was done.
Record time per property; it is the basis for accurate pricing.
17 items. Keep it on a tablet, or print a copy for the clipboard.
Every visit
Monthly
Seasonal
Safety and records
Using the landscape maintenance checklist well
Give each crew the list for each property.
Record time per visit.
Photograph issues.
Plan seasonal work early.
Review time vs price.
How a team used the landscape maintenance checklist
A landscaping company finds that one property takes 25% longer per visit than quoted because of a large hedge. It reprices the contract at renewal using the recorded times.
What the landscape maintenance checklist protects you from
Per-visit records show the client what the contract price bought and give the company real labor times for pricing renewals. They also document equipment checks and PPE for crews running mowers, trimmers and blowers every day.
Filled-in sample
Property
Office park, 3 buildings
Mow and edge
Done, mower deck at 3.5 in
Trim and blow
Done, parking lot blown clean
Irrigation
Zone 4 head broken at curb, capped
Monthly
Shrubs pruned along main entry
Time on site
7:10 to 9:05 am, crew of 3
Client notes
Stay clear of main entrance 8 to 8:30 am
Sample for Greenway Grounds in Charlotte, North Carolina. The visit took 1 hour 55 minutes with three people, or 5.75 labor hours, which is the number to compare with the quote, and the broken head is capped so zone 4 can still run.
What trips people up
Scalping lawns in a hot, dry spell to stretch the time between visits. Raise the mower deck in summer so the grass shades its own roots.
Running through a property without turning on the irrigation zones. Run each zone briefly each month to catch broken heads before plants suffer.
Keeping a client’s special requests in one crew lead’s head. Write them on the property sheet so any crew follows them.
When to edit the landscape maintenance checklist
Commercial and retail sitesAdd parking lot litter pickup and a tidy check of entrance plantings, which the client’s customers see first.
HOAs and property managersAdd common area checks and a short monthly summary with photos for the board meeting.
Pro tipTake one wide photo of the property from the same spot after each visit. Over a season, the photos show the client steady care and settle disputes about what was done.
Landscape maintenance checklist: common questions
How often to mow?
Depends on growth and contract.
Should time be recorded per site?
Yes, for pricing and payroll.
Who checks quality?
A crew lead or account manager.
What about chemicals?
Only licensed applicators where required.
Should crews note irrigation problems or just fix them?
Note every problem with the zone and head location, and fix small items like a tilted head on the spot if the contract allows. Larger repairs should go to the client as a quote, so high water bills or plant loss are not blamed on the crew.
What should be recorded if the crew damages something during a visit?
Write what was damaged, how and when, with a photo, such as a chipped window from a string trimmer. Telling the client the same day with that record keeps a small repair from turning into a dispute.
Disclaimer: This template is general information to adapt to your own workplace. It is not legal, safety or compliance advice and does not replace inspections, training or requirements set by law, regulators, manufacturers or your insurer. Check the rules that apply to you with a qualified professional.
