Landscape maintenance retainer: Free template

Customize this free landscape maintenance retainer proposal with Cobrief

Open this free landscape maintenance retainer proposal in Cobrief and start editing it instantly using AI. You can adjust the tone, structure, and content based on the property size, service frequency, and seasonal needs. You can also use AI to review your draft — spot gaps, tighten language, and improve clarity before sending.

Once you're done, send, download, or save the proposal in one click — no formatting or setup required.

This template is fully customizable and built for real-world use — ideal for pitching monthly or year-round landscape service agreements to commercial buildings, residential communities, retail centers, or public properties. Whether you’re maintaining lawns, trees, flower beds, or irrigation systems, this version gives you a structured head start and removes the guesswork.

What is a landscape maintenance retainer proposal?

A landscape-maintenance retainer proposal outlines your plan to provide ongoing care and upkeep for outdoor areas under a fixed schedule and fee. It typically includes the scope of services, maintenance calendar, pricing model, and contract terms.

This type of proposal is commonly used:

• When quoting monthly or annual landscape service agreements
• In response to RFPs for ongoing exterior maintenance
• To replace ad hoc visits with predictable, scheduled care

It helps clients maintain curb appeal, reduce plant loss, and manage outdoor spaces proactively — without needing to micromanage service visits.

A strong proposal helps you:

• Set expectations clearly around what’s included and how often
• Present your services as professional, seasonal, and structured
• Demonstrate long-term value and reduce risk of landscaping neglect
• Build trust by showing reliability, transparency, and service quality

Why use Cobrief to edit your proposal

Cobrief helps you build a high-quality proposal in less time — with live browser editing and built-in AI support.

• Edit the proposal directly in your browser: No setup or formatting required — just click and start tailoring to your client.
• Rewrite sections with AI: Instantly simplify language, adjust tone, or customize services based on site needs.
• Run a one-click AI review: Use AI to catch vague language, missing services, or weak positioning.
• Apply AI suggestions instantly: Accept changes line by line or apply all improvements across the proposal at once.
• Share or export instantly: Send the proposal directly through Cobrief or download a clean PDF or DOCX version.

You’ll spend less time formatting and more time closing deals.

When to use this proposal

Use this landscape maintenance retainer proposal when:

• Quoting routine service for commercial or residential properties
• Replacing irregular service calls with a structured retainer agreement
• Offering bundled services such as mowing, trimming, fertilization, and irrigation
• Proposing seasonal work under one year-round contract
• Responding to an HOA, property manager, or facilities team with multi-site needs

It’s especially useful when the client needs consistency, coverage, and cost predictability across the entire year.

What to include in a landscape maintenance retainer proposal

Use this template to walk the client through your scope, frequency, and contract structure — all in plain-smart language.

• Project overview: Summarize the client’s goals — such as improved appearance, reduced weed growth, or water efficiency — and how your service supports them.
• Services included: List all core tasks — lawn mowing, edging, pruning, bed maintenance, weed control, fertilizing, pest management, irrigation checks, or seasonal planting.
• Maintenance schedule: Explain how often services occur — weekly, bi-weekly, monthly — and how that shifts across seasons.
• Property details: Clarify the areas covered — including turf, beds, walkways, entrances, parking lot islands, or common areas.
• Equipment and materials: Note what tools and supplies your team will use and whether any materials (e.g., mulch, fertilizer) are included in the pricing.
• Staffing and supervision: Explain how crews will be assigned, supervised, and rotated for consistency.
• Timeline and retainer terms: Define the length of the agreement, start date, and any renewal or cancellation terms.
• Pricing: Present a clear, recurring fee — monthly or seasonal — and list any add-on services the client may opt into.
• Next steps: End with a simple CTA — such as confirming scope, scheduling a walkthrough, or signing the service agreement.

How to write an effective landscape maintenance retainer proposal

This proposal should feel trustworthy, well-scoped, and easy to commit to — especially for busy property managers.

• Emphasize long-term results: Focus on plant health, site appearance, and cost control — not just mowing.
• Be specific about frequency and effort: Show how often each task is performed and what the client can expect during each visit.
• Tailor the services: Adjust your list based on the client’s climate, soil, and landscape type.
• Make budgeting easy: Use flat rates or predictable monthly fees to remove cost uncertainty.
• Reinforce professionalism: Mention certifications, licenses, or insurance coverage to build confidence.
• Always end with clarity: Offer one actionable next step to help the client move forward without friction.

Frequently asked questions (FAQs)

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This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.