Free Template: How to Write A Landscape Proposal

There’s plenty to do when starting your landscape business, and to know which tasks to prioritize. But chances are, writing up proposals is near the top of your list because they are the prelude to winning most landscape construction or design projects.

Downloading our free, editable landscape proposal template (available for Word and PDF) is a great way to get started, and we encourage you to explore landscape construction software to be more efficient over the long term. We’ve even included a sample landscape proposal to help you get inspired. Houzz Pro landscape business software helps you manage your paperwork, timelines and projects from start to finish all in one place.

Explore other templates for landscape contractors with a free trial of Houzz Pro.

What is a landscape proposal?

A landscape proposal is a document that details the scope of work of a project, timeline and the costs of carrying out the landscape work. It includes visuals and other detailed information to provide your client a clear idea of your vision for their outdoor space. It helps them get a clear understanding of the extent of the project, the services you offer and the costs. 

A proposal provides extensive details about your landscape business, the services you offer, past projects and even testimonials. Sometimes called a pitch, a proposal combines all the information included in an estimate, quote or bid, and more. Unlike an estimate, which provides a high level overview of the project and its general costs, a proposal provides the exact amount you expect the project to cost and, like a quote, it is typically legally binding after it is signed by all parties. 

Why are landscape proposals important?

A professional and well-presented landscape proposal can help you win projects because it gives potential clients a clear idea of what their new outdoor area will look like after completion, and the costs behind it.  Proposals are also a place where you can stand out from your competition by showing the services your business offers and what makes you different from the rest. The clarity provided by a proposal also can help your project to run more smoothly throughout.

When do you send a landscape proposal?

Landscape contractors send proposals to clients before they have fully committed to a contractor, but have shown active interest in hiring you. It often follows an estimate, but may be the first document you present to a potential client. Because a proposal is more time consuming to create, it is used less often for very small projects where an estimate or quote will suffice. 

 Here are some examples of when to consider using a  landscape proposal:

• Your client liked the initial estimate you sent and wants more exact cost figures and specific details of the work and drawings of the end result.
• A client is considering multiple contractors, has narrowed down their choice, and is seeking a proposal from each to help them make their decision.
• An estimate is requested by the client, but you decide to take this extra step to win a particular project. 

What should be included in a landscape proposal?

• Cover Letter Consider this your first impression. Address it to your client, and introduce yourself and your company. Then, in a second paragraph, briefly explain what is included in the proposal. Brand it with your company logo and contact information to make it uniquely yours. 
• About Us Provide a more detailed look at your company and the services it offers. Note any recognitions your company has won, how long you have been working in the field and other pertinent information.
• Our Team Introduce your team so clients can see the depth of your bench, and also put faces to the names. Consider including a photograph to further personalize the section. 
• Scope of Work This is the bulk of the proposal because it lays out with words and visuals exactly what is being planned for the site, and the services you will offer. Include the proposed plantings, retention walls, water features and any other details to bring the vision to life and to provide clarity on what work is included in the proposal.
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• Timeline This details the expected start and end dates for the project as well as any targeted milestones of stages of work.
• Licenses & Certifications This is a place to highlight the licenses and certifications you and your team members have earned. This can help you rise above your competition.
• Testimonials Show off your five star reviews with testimonials from past clients. This will build your credibility, and impress and reassure your clients. If possible, highlight past projects similar to what they are seeking.
• Cost & Payment Terms Detail all the costs of materials, labor and other expenses to provide a final cost. Add the payment terms, any upfront deposit requirements and penalties for late payments. 
• Acceptance & Signatures End the proposal with a place for all parties to sign and date the document. 

Optional sections to include in a landscape proposal

There are ways to enhance your landscape proposal to turn the heads of your clients. Here are some suggestions:

• High Quality Visuals Photographs or sketches that provide a visual representation of your work can help bring your vision alive for clients. Consider adding some to your proposal.
• Contract Including a contract within the proposal for your clients to sign along with the proposal can provide one-stop shopping for them, and save you the time of presenting that later. 
• Portfolio Help potential customers see the magic you can perform for them by showing them the beautiful transformations you have provided other clients. Include high quality before and after photographs and testimonials in your portfolio.

How to Create a Landscape Proposal Step-by-Step

Now that you understand what to include in your landscape proposal, here are some tips for gathering that information.

• Review Plans Conduct a discovery call with clients to learn the details of the project, and review any plans you have regarding the work. 
• Visit the Site Walk the project site with the client to ensure that you have a full understanding of their expectations and the extent of the work. This also helps in knowing the current condition of the outdoor space and what challenges it presents in terms of access to the property with equipment and removal of existing rocks, stumps or structures. 
• Estimate Costs Know the exact costs of the materials, labor and other expenses associated with the project before adding them to the proposal. Check with suppliers, subcontractors and others to gain clear estimates on availability, unit costs, and hourly rates.  Add in your overhead and profit margins.
• Choose a Proposal Template A landscape proposal template makes the job of writing a proposal easier because you do not start with a blank page. Other tools such as landscape contractor software makes the job even more efficient. If you go with a template, make sure it is downloadable and fully customizable to your business and project needs.
• Write Your Scope of Work Gather the plans and your notes from your clients consultations, and write up the scope of the work. Make sure you cover everything from site preparation, project work and site clean up. Will maintenance of the property once the work is completed be included in the services offered? Include all aspects of the work being performed and where. 
• Outline Schedule After reviewing the plans, and consultation with your subcontractors and suppliers, write up the schedule from start to finish. Include target dates throughout the life of the project. A timeline gives comfort and clarity to clients and helps you set your goals.  Account for possible delays such as inclement weather. 
• Details Costs Spell out all the costs in the document with as much detail as possible of the type and quality of materials to be used, and unit price. Include the site preparation costs, plantings, hardscape, water features, and more. Also provide details of the labor costs involved in the project such as type of labor and hourly rates. Help the client clearly see the costs behind the work involved. 
• Add Payment Terms To protect your business, it is often a good idea to seek an initial down payment from clients before the work begins. Note the deposit amount in the payment terms and list when payments are due throughout the life of the project. Also, include any fees for late payments or discounts for early ones. 
• Write Cover Letter Don’t forget to add a cover letter to make a strong first impression. This can be one page. Address it to the client, introduce your company and the services it offers, refer to the project the proposal is outlining, and end it with your signature.
• Seek a Second Opinion Once your proposal is written, ask someone you trust to review it for any errors or omissions. 
• Review & Send Give your proposal one last look and send it to your clients. 
• Obtain Signatures The proposal is done, but your proposal work is not completed until your clients have approved and signed off.

Alternatives to Landscape Proposal Templates

Luckily, technology continues to make the paperwork of running a business easier and easier.  Tools are available that are more advanced than downloadable templates such as landscape contractor software.

Houzz Pro software provides takeoff features to automate complex calculations, lets you collaborate with your team from a single place with task assignments and time and expense tracking; and puts under one roof everything from finding leads to getting paid. 

Learn how landscape contractors software can help you run all aspects of your business more efficiently.

Final Tips for How to Write a Landscape Proposal

• Prioritize Clarity Proposals are comprehensive, but they do not have to be complex. Write them in a readable way without jargon. Organize the proposal with a clear structure that makes it intuitive for the clients to read through. This ensures that the details in your proposal are easily understood by your clients and everyone is on the same page.
• Be Visually Appealing Photographs, drawings, logos and other visuals enhance the appeal  and professional nature of your proposal. Adding them throughout your proposal can help you stand out from your competitors. Don’t forget to make the font easy to read.
• Be a Partner to Your Clients Help guide your clients through the proposal phase so that they know what to expect and how to have their questions answered. This signals that your business will be as responsive throughout the project.
• Emphasize Customer Service Besides highlighting your high quality skills in landscape construction and design, provide details on the values, services and commitment to your clients. 
• Note Additional Services Offered Anticipate future projects with this client, by noting other services you offer that are relevant to their needs. This could be maintenance or landscape work for some of their other outdoor spaces.

Conclusion

Providing professional and appealing landscape proposals to your potential clients can help turn them into loyal customers for years to come. Following this guide and leveraging our landscape proposal example can help you create a proposal that is comprehensive, effective and easy for your clients to understand and envision how their project will turn out. A proposal is not required for every project, but in many cases it can help you rise above the competition and win the work you love to do.

Sign up for a free trial of Houzz Pro landscape contractor estimating software to explore our estimate and proposal features. Learn more about growing your landscape contractor business and How to Write a Landscape Contractor Invoice.