How to create a landscaping proposal

A professional landscaping proposal helps potential clients visualize what you’ll deliver and how you’ll get it done. It bridges the gap between your landscaping quote and a formal contract.

For commercial landscaping projects especially, proposals communicate accountability — showing that your landscape company understands client requirements, timelines, and investment expectations.

A polished proposal:

• Builds trust and credibility with property managers and homeowners.
• Demonstrates you understand their site, needs, and long-term goals.
• Positions your landscaping business as a professional operation, not a one-off crew.
• In short, a strong proposal turns your bid into a professional promise.

👉 Read more tips on creating winning proposals: 3 tips for proposals that close.

Whether for a residential or commercial property, most proposals fall into the following categories:

1. One off soft scape, enhancement or snow removal services: plantings, mulching jobs, and general yard work and landscaping work that do not require heavy equipment.
2. Recurring maintenance services: ongoing programs that will require several visits. Services such as fertilization or pest control, mowing, pruning, lawn care and clean up work are all examples of a recurring maintenance proposal.
3. One-off installation: hard scape such as patio installation, pavers, driveways, fences and more. It also includes irrigation services, and other fixed installations. These can be complex, multi day or week projects.

No matter the type of proposal, we recommend that you take the time to understand the scope of work so that you don’t lose money on the job, and so that you can build trust with your customer.

👉 Read why building trust is so important: Understanding the home owner.

👉 Read about how to make your business profitable: How not to lose money

Before you set foot on site, analyze the property to get its measurements, and to get a ballpark estimate of the project cost and pricing. Use that estimate to set expectations with your customer before you travel to the site: if they do not understand how much your services cost, they are likely not worth your time.

Once you and your customer have a ball park understanding of the project costs, it is a good idea to conduct a site assessment. For higher ticket items, we recommend doing this in person: walk the property, take photos, and ask open-ended questions about maintenance preferences, budget, and timeline. For large commercial landscaping projects, note irrigation systems, access points, and lighting layouts. Capturing this detail ensures your scope of work reflects real-world conditions and client expectations.

👉 Duranta uses AI to automate site assessments: Introducing tap to estimate.

Understanding the client’s goals helps you tailor your proposal to what matters most.

• Residential clients often prioritize lawn care, design, and curb appeal.
• Commercial clients focus on ROI, safety, and consistency.

Align your proposal around these priorities and offer options — basic, standard, and premium tiers — so clients can select what fits their budget.

👉 Read more: How a Master Arborist Seals Deals

Accurate measurements make your pricing defensible.

Whether you measure manually or use a digital tool, record square footage, slope, and other factors that affect material and labor costs. Automation helps — Duranta lets landscapers log site details and auto-fill measurements into the final proposal, streamlining the process from assessment to bid.

Your cover page should include your business logo, company name, and contact details. Make it your story: add something about you or your company. Even just a few lines make a difference.

The executive summary serves as your proposal’s introduction. In two to three paragraphs, summarize the client’s goals, your understanding of their needs, and how your landscaping services will solve their challenges.

This isn’t about selling — it’s about showing comprehension, professionalism, and empathy.

This is the backbone of any professional landscaping proposal.

Outline every service you’ll deliver, broken into clear phases:

• Design: Landscape planning, concept renderings, or hardscape layouts.
• Installation: Planting, grading, irrigation, and structural work.
• Maintenance: Ongoing lawn care, fertilization, or seasonal upkeep.

Include a detailed description of deliverables, start and end dates, and any exclusions (like permits or third-party work). For larger projects, use visuals like site maps or diagrams to clarify each stage.

After defining the scope, add your pricing structure. Be transparent — list line items for labor, materials, and equipment, along with optional upgrades.

Include notes about how pricing was calculated (e.g., per square foot, per visit, or flat project cost). Clients appreciate transparency and flexibility.

Duranta’s pricing tables can automate totals and generate professional, branded layouts that make it easy for clients to compare packages at a glance.

For installation projections, provide a timeline with key milestones — from design approval to project completion. Commercial clients value visibility, while homeowners appreciate clarity around duration.

Use milestones to define checkpoints for payment, progress, and inspection.

End your proposal with your landscaping contract details — including warranties, payment terms, and e-signature fields.

Typical payment structures might look like:

• 30% deposit upfront
• 40% due at mid-project
• 30% upon completion

Offering secure payment options (like credit card or ACH) makes approval frictionless.

Duranta allows clients to sign electronically and confirm terms instantly — helping you close deals faster without extra paperwork.

👉 Read more about Duranta’s attractive rates on credit card and other payment forms: Credit card and Invoicing Solutions.

A professional landscape proposal includes visuals that bring your services to life — before-and-after photos, renderings, or diagrams. Show examples from previous projects to prove your track record and expertise.

What makes your landscaping business different? Do you specialize in sustainable designs, modern hardscapes, or year-round lawn maintenance?

Mention these differentiators and include testimonials or case studies from satisfied clients to build trust.

Tailor the language and visuals to your audience:

• For commercial landscaping, emphasize efficiency, safety, and ROI.
• For residential, focus on beauty, lifestyle, and long-term value.

Every detail — from color palette to plant choice — should align with the client’s vision.

Not all clients prefer the same pricing approach. Consider:

• Itemized pricing for transparency in commercial landscaping bids.
• Package pricing for simplicity in smaller lawn care or residential proposals.
• Value-based pricing when your reputation and service quality justify a premium.

Avoid underpricing to “win” jobs — it often leads to scope creep and lower margins.

👉 You can configure your proposal to show the right amount of information with Duranta.

Your pricing should reflect your skill, materials, and reliability — not just your hourly rate.

Use this section to show how your deliverables tie directly to client outcomes: improved property value, reduced maintenance costs, or enhanced curb appeal.

Duranta’s digital proposal builder lets clients review pricing, add optional upgrades, and sign electronically — streamlining the approval workflow and eliminating delays.

Your terms and conditions should clearly define:

• Payment terms and schedule
• Change order process
• Project scope and warranty coverage

Be specific about what’s included in the agreement versus what’s additional.

Warranties protect both you and the client. Offer short warranties for plant health or hardscape work where applicable. This builds long-term trust and sets your landscaping business apart.

Define how updates, scheduling, and approvals will happen. Many landscapers use CRM tools to log communications, track proposals, and manage follow-ups — an approach that keeps workflows smooth and organized.

Don’t let a proposal sit idle. Follow up within three to five days of sending it. A polite message or call can double your close rate.

Instead of generic check-ins, add value: share a tip, a reference photo, or an idea that strengthens your proposal. It keeps you top of mind and shows initiative.

If you manage multiple bids, automation helps you stay consistent. Duranta’s integrated CRM and notifications ensure no proposal slips through the cracks — helping you follow up at the right time, every time.

A professional landscaping proposal is more than paperwork — it’s a reflection of your brand, your process, and your commitment to quality.

By combining accuracy, clarity, and storytelling, you’ll stand out in a crowded market and win more contracts.

If you’re ready to streamline your proposal workflows, automate pricing, and send digital bids that close faster, try Duranta’s free trial today. It’s built for landscapers who want to work smarter, look professional, and grow their business with confidence.