HOA & Commercial Landscaping Contracts: What to Expect
For HOA boards and property managers: what belongs in a good landscaping contract, and how to compare vendors.
The difference between an HOA landscaping contract that runs smoothly and one the board fights about every month is almost always in the scope document. If you're a board member or property manager evaluating a landscaper — or considering switching — here's what should be in the contract before anyone signs it.
A written scope, not a verbal one
Every scheduled service should be named in writing, with a frequency (weekly, bi-weekly, monthly) and a season (April through November, or year-round). 'Grounds maintenance as needed' is not a scope — that's how surprise invoices happen.
Scheduled visits, not surprise ones
Your landscaper should publish a visit calendar the board can share with residents. Everyone knowing 'mowing Tuesdays, beds every other Thursday' is worth more than any marketing promise about quality.
Seasonal transitions included
Spring open-up and fall closedown are the heaviest days of the year. They should be built into the annual price, not billed as extras. If a contract quotes a low monthly rate but hides the transitions as separate invoices, the annual total is usually higher than a flat-rate contract.
A named point of contact
Boards should not have to chase a general phone line. A real HOA contract names an account manager, gives you their direct number, and commits to a response window (24 hours is standard).
Records and after-visit notes
Every visit should generate a note — what was done, what needs attention, any resident interactions. Boards use these notes to answer questions at meetings, and they're the paper trail if there's ever a dispute about scope.
Insurance and licensing
Ask for the certificate of insurance annually. General liability and WSIB coverage should be current, and the HOA should typically be listed as an additional insured on larger contracts.
Ready to review your contract?
We run dedicated HOA and commercial landscaping contracts across Southwestern Ontario. See our HOA & commercial contracts service, or request a walkthrough of your property.
