A commercial grounds maintenance contract should list every service, how often it happens, which areas it covers, what is excluded, how extra work is approved, and who your point of contact is. It should also explain how the season starts and ends, and whether winter work is part of the same agreement. When those terms are written down, property managers and HOA boards can budget with confidence and hold the work to a clear standard.
The Difference Landscapes has maintained commercial, HOA and multifamily properties on the NH Seacoast from Lee since 2003. Here is what we recommend putting in writing before you sign.
Why does the contract matter so much?
The contract is the only shared definition of “done.” Without it, a board member, a resident and a crew can each picture something different when they hear “weekly maintenance.” A specific contract protects your budget, keeps vendors accountable, and makes it easier to compare proposals when the agreement comes up for renewal.
What services should be listed in the scope?
Name each service separately rather than grouping them under one line. A typical commercial or HOA scope can include:
- Mowing, trimming and edging of lawns
- Bed care, weeding and mulching
- Spring and fall seasonal cleanups
- Fertilization and weed control
- Pruning of shrubs and ornamental plantings
- Irrigation startup, service and shutdown, if the site has a system
- Landscape lighting checks, if the site has lighting
If a service is not on the list, assume it is not included until you confirm otherwise.
How should frequency and schedule be written?
For each service, the contract should say how often it happens. Mowing might be weekly during the growing season, while fertilization follows a set number of applications and cleanups happen once in spring and once in fall. Ask how weather delays are handled and how you will be told about schedule changes.
Avoid vague phrases such as “as needed” unless the contract also explains who decides what is needed and how it is approved.
Which areas of the property are covered?
List the areas in scope, such as entrance beds, common lawns, parking lot islands, building foundations and walkways. A simple site map attached to the contract removes guesswork. If unit yards or patios at an HOA are handled differently from common areas, say so.
How should extra work be approved?
Extra work is anything outside the written scope, such as storm cleanup, new plantings or repairs. The contract should explain how extras are quoted, who can approve them, and that no extra work starts without approval. This keeps the board or the property manager in control of spending.
What communication and paperwork should you expect?
Good contracts name the people involved, not just the companies. At The Difference Landscapes, we assign one account manager per property, so the board or manager always knows who to call. We provide a certificate of insurance on request, and you should ask any vendor for proof of coverage before work begins.
Should snow be part of the same contract?
It can be, and for many properties it is simpler. We offer one combined year round contract with one invoice for landscaping plus snow. Seasonal snow contracts are our standard winter structure, and per event snow work is available on a case by case basis.
If snow is included, the winter section should cover the plow trigger, salting, snow storage and access timing. We typically use a 2 inch plow trigger, set in each contract, and we do a pre season walk at every snow property. For a full list of winter terms, see our guide to
commercial snow plowing contracts in NH.
A checklist for reviewing a grounds maintenance contract
Before you sign or renew, confirm that the contract answers each of these:
- Is every service named separately?
- Does each service have a stated frequency?
- Are the covered areas listed, ideally with a site map?
- Are exclusions written down?
- Is there a clear process for quoting and approving extra work?
- Who is the named point of contact for the property?
- Has a certificate of insurance been provided?
- How do spring startup and fall wrap up work?
- Is winter service included, and if so, are the snow terms specific?
- When does the contract renew, and how much notice is needed to make changes?
Ready to put your grounds contract in writing?
If your property is due for a new maintenance agreement, we can walk the site with you and write a scope that fits. Learn more about our
property maintenance service, call (603) 605-8880, or request an estimate through our
contact page. Our office is open Monday to Friday, 8 AM to 4 PM.
Frequently asked questions
What should a commercial grounds maintenance contract include?
It should list each service, its frequency, the areas covered, exclusions, how extra work is approved, the point of contact, and how the season starts and ends.
What does “as needed” mean in a landscaping contract?
On its own, it is unclear. If a contract uses it, the contract should also say who decides what is needed and how that work is approved.
Can landscaping and snow removal be combined in one contract?
Yes. The Difference Landscapes offers one combined year round contract with one invoice for landscaping plus snow.
Do you offer seasonal snow contracts?
Yes. Seasonal snow contracts are our standard winter structure, and per event work is available on a case by case basis.
Who will be our contact during the contract?
We assign one account manager per property.
Do you provide a certificate of insurance?
Yes. We provide a certificate of insurance on request.
