Start with the decision
Use a landscaping pre-bid visit to clarify conditions that the invitation cannot adequately describe. Prepare questions in advance, record what can and cannot be confirmed, and issue approved material clarifications to all bidders. A visit is not permission to investigate, disturb or alter the site.
This guide is for business-to-business project planning in the United States and Canada. For the wider trade context, visit the landscaping resource hub.
Questions to take to the visit
| Work area | Question | Record to reconcile |
|---|---|---|
| Planting | Are selections and substitution approvals complete? | planting schedule and approved locations |
| Ground preparation | What condition will the preceding trade hand over? | soil and grading information for the package |
| Irrigation and aftercare | Who owns water access and ongoing care? | irrigation interfaces and follow-up requirements |
Download the landscaping site visit worksheet (CSV)
Fill in the response, owner or source, and date checked. Keep unresolved items visible. The file contains planning prompts only; it does not calculate quantities or make an approval decision.
Put the checklist to work
- Arrange authorized access with the project team and follow the site’s access instructions. Confirm which areas and documents may be photographed or shared.
- Discuss bulk grading, soil supply, irrigation, hardscape and maintenance after installation. Ask which assumptions can be confirmed during the visit and which require further information.
- Walk through the logistics affecting approved planting selections, prepared areas and the agreed seasonal work window. Note occupied areas, delivery routes and work windows without prescribing an installation method.
- Log each question with its location, respondent and required follow-up. Issue the approved response in the common clarification record.
A scope gap worth discussing
Illustrative example — not a Build Accord client project
A planting quote includes installation but excludes establishment care. Agree who carries the follow-up work before comparing it with an offer that includes that period.
Apply this to your decision: A dated visit note and clarification log that improves the bid package without giving one bidder a private version of the scope.
Using this in the US and Canada
For a project in the United States
Record the state, local jurisdiction and actual service area. Confirm the project location and the scope of the business’s authority with the responsible project team. The U.S. Small Business Administration provides a starting point for business licensing resources.
For a project in Canada
Record the province or territory, municipality and actual service area. Use Canada’s permits and licences resources to locate relevant checks, including the linked BizPaL service. Confirm requirements for the actual activity and location.
For either market, state the currency, units and deadline time zone. This worksheet is general planning guidance, not a determination of licensing, procurement eligibility or technical compliance.
The next useful step
Continue with how to compare landscaping contractor quotes. For the other side of the conversation, see the landscaping bid proposal guide.
Build Accord coordinates introductions between construction project teams and trade contractors. An inquiry starts a discussion of fit and availability; it does not guarantee a contractor, an invitation to bid or an award. These guides are not a listing of currently available crews or projects.