What to Include in a Professional Landscaping Bid or Estimate

Securing a landscaping project often comes down to more than just being the lowest bidder. Clients are looking for professionals who inspire confidence from the very first proposal. A professional landscaping bid or estimate is your chance to make a strong first impression showing that you understand the project’s needs, have the expertise to deliver, and have considered every detail from start to finish. Whether you’re pursuing a residential makeover, a large commercial property, or landscaping for a construction site, the way you prepare and present your bid can be the deciding factor between winning the job or losing it to a competitor.

In this guide, we’ll break down the essential components to include in professional landscaping estimates, how to present them clearly, and ways to position yourself as the contractor of choice.

For more insight into landscaping in the construction industry, see our guide on landscaping in construction.

Also read: 

• Best Time to Fertilize Your Lawn 

• Install an Irrigation System

• Summer Landscaping

 

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Why a Detailed Bid Matters

A professional bid is more than just a number at the bottom of a page. It’s a comprehensive outline that helps clients understand:

• What services you’re offering
  

• How you plan to execute the work
  

• When the work will be completed
  

• Why your team is the best fit
  
  

A clear, transparent bid reduces the chance of misunderstandings, prevents costly disputes, and makes it easier for clients to compare you fairly against competitors.

 

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Client Information and Project Overview

Every professional landscaping bid should begin with the basics:

• Client’s name and contact details
  

• Project address and location
  

• Date of the bid
  

• Your company’s name, logo, and contact information
  
  

Follow this with a project overview and a brief paragraph summarizing the scope of work. For example:

“This proposal covers the design, preparation, and installation of landscape features for the north courtyard at [project address], including soil preparation, sod installation, plant selection, irrigation setup, and final cleanup.”

This opening section sets the tone for professionalism and clarity.

 

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Detailed Scope of Work

A well-defined scope of work is one of the most important elements in professional landscaping estimates. This section should be itemized so clients know exactly what’s included.

Examples of items to include:

• Site preparation – grading, clearing, or debris removal
  

• Hardscaping – patios, retaining walls, pathways
  

• Softscaping – turf installation, planting trees, shrubs, and flowers
  

• Irrigation systems – installation, testing, and adjustments
  

• Mulching and edging – materials and labor
  

• Lighting – landscape lighting fixtures and wiring
  

• Clean-up – post-installation debris removal
  
  

The more detail you provide here, the easier it is for clients to see the value in your services.

 

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Materials and Equipment

This section should list:

• Types of plants (species, sizes, and quantities)
  

• Materials (stone type, paver brand, mulch variety)
  

• Equipment needed (skid steers, trenchers, irrigation tools)
  
  

If certain materials have long lead times, note them so the client understands potential schedule impacts.

 

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Labor Costs and Time Estimates

Clients want to know not just what you’re doing but how long it will take and how labor factors into the cost.

Include:

• Estimated labor hours
  

• Number of crew members assigned
  

• Hourly rates or flat labor costs
  

• Projected start and completion dates
  
  

Transparency here builds trust and shows you’ve carefully planned resources.

 

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Itemized Pricing

Present pricing in a clear, easy-to-read format ideally in a table with line items for each service or material.

Example:

This transparency prevents confusion and gives the client confidence in your pricing structure.

 

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Payment Terms

Outline:

• Deposit requirements
  

• Progress payment schedule
  

• Accepted payment methods
  

• Final payment due date
  
  

Be specific about when payments are due to avoid misunderstandings.

 

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Warranties and Guarantees

Stand behind your work by including:

• Plant guarantees (e.g., “90-day replacement for plants that fail under normal care”)
  

• Hardscape warranties (e.g., “One-year warranty on paver installation”)
  

• Irrigation warranties (manufacturer and installation coverage)
  
  

Warranties can be a deciding factor for clients comparing bids.

 

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Exclusions and Limitations

List what is not included in your bid. This prevents scope creep and keeps projects profitable.

Examples:

• Tree removal over a certain diameter
  

• Soil remediation for contaminated areas
  

• Work requiring special permits outside the landscaping scope
  
  

 

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Maintenance Recommendations

While not always part of the bid’s scope, including basic care instructions or a proposal for ongoing maintenance can set you apart.

For example:

“We recommend weekly watering for newly installed sod and a mulch refresh every spring. A separate maintenance proposal can be provided upon request.”

 

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Visuals and References

Enhance your bid by adding:

• Photos or renderings of proposed designs
  

• Before-and-after examples from past projects
  

• Client testimonials or reference contacts
  
  

Visuals help clients picture the end result, which can tip the decision in your favor.

 

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Professional Presentation Tips

Even if your pricing is competitive, a poorly formatted bid can cost you the project. Keep it professional by:

• Using consistent branding with your logo and colors
  

• Formatting with clear headings and bullet points
  

• Checking for spelling and grammar errors
  

• Delivering as a PDF to maintain formatting across devices
  
  

 

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Why Your Landscaping Bid Should Reflect Your Brand

A bid isn’t just a quote it’s a reflection of your business. The language, layout, and detail should match the quality of work you’re promising. Well-prepared professional landscaping estimates send the message that you’re organized, thorough, and committed to client satisfaction.

Common Mistakes to Avoid

• Vague descriptions – Leads to misunderstandings
  

• Missing timelines – Leaves clients unsure of project duration
  

• Not addressing site-specific challenges – Suggests lack of preparation
  

• Overpromising – Risks disappointment and poor reviews
  
  

 

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Conclusion

Creating a winning professional landscaping bid requires a balance of detail, clarity, and presentation. By including everything from a detailed scope of work to warranties and exclusions, you demonstrate professionalism and build client confidence. The best bids are not just about numbers, they're about conveying a clear vision of the finished project, the process to get there, and the level of care you bring to the work.

When your bids are thorough and transparent, you position yourself as a trustworthy, skilled professional who clients can rely on for quality results. This approach not only helps you win more contracts but also lays the foundation for long-term client relationships.

For more insight into how landscaping ties into the construction industry and project planning, explore our full article on landscaping in construction. Whether you’re preparing bids for residential yards, commercial properties, or construction site landscapes, a well-structured estimate sets you apart from the competition and helps turn opportunities into signed contracts.