Landscape quote and site handover checklist

Use this plain-text checklist before a quote is issued and before a client receives a site handover. Add the questions that are specific to your firm. It is a working prompt, not accounting, tax, design, engineering, or legal advice.

Quote intake

• Client name, site address, and best contact are confirmed.
• Site-visit date, people present, notes, and source documents are attached.
• Access, parking, deliveries, working hours, and protection requirements are recorded.
• Existing conditions, drainage, levels, services, and unknowns are listed.
• Client brief, exclusions, assumptions, and requested finish are clear.
• Scope gaps have an owner and a question, rather than a silent assumption.

Scope and allowances

• Work is grouped into useful lines such as groundworks, structures, paving, planting, irrigation, lighting, and care.
• Measurements are labelled with the firm's units: m2, square feet, linear metres, or linear feet.
• Labour allowances state the crew or hours assumed.
• Material allowances state the finish, supplier, or decision still open.
• Provisional sums or allowances are clearly marked.
• CAD, takeoff, survey, engineering, and design responsibilities are identified where they are outside the quote process.

Price and approval

• Rates and assumptions came from the firm's approved source.
• Margin and markup have been checked as different measures.
• VAT, GST, sales tax, deposits, and payment terms have been reviewed by the responsible person and accountant where relevant.
• Variations or change orders have a value, expected cost, and approver.
• The responsible principal has approved scope, price, exclusions, and client wording before issue.
• The issued version and approval date are stored with the job.

Programme and client handover

• Build phases, dependencies, delivery windows, and weather risks are visible.
• Recurring maintenance rounds are kept distinct from construction phases.
• Crew notes name the reason for a change and the next responsible person.
• Client updates identify what changed, what is confirmed, and what needs a decision.
• Handover lists accepted work, open items, care notes, warranties or documents supplied, and the next owner.
• Client-visible wording has been reviewed and approved before it is shared.

Final check

• Estimate, committed costs, actual costs, invoices, and payments are represented as separate facts.
• Every unresolved point has a next question or owner.
• The final record is readable by someone who was not at the site visit.

Related workflows

See landscaping operations, drawing and variation control and the tools hub.