Writing a Simple Landscaping Proposal Letter

 Use this sample landscaping proposal letter as a template for your formal proposal letter.
A landscaping proposal letter is intended to offer landscaping services for a particular job. If the customer is smart, they will look for bids from several landscapers for their project and select the one that gives the best value for money.

The best way for a landscaper to win the job is to:
• Thoroughly understand the work that is required
• Give a cost estimate and, ideally, promise to stick to it without added costs at the end of the project
• Give an accurate-as-possible estimate on the amount of time the job will take
• Give license details that show they can do city-approved work
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The proposal letter is the landscaping contractor’s chance to clearly express why their company is the right one for the job. They can give information about their experience in successfully completing similar jobs as well as a list of employees and their qualifications such as licenses and certificates.
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​​​It is no recommended for landscaping businesses to overstate their qualifications in order to present themselves as more competent than they are. The truth will come out in the end. The cost proposal is generally given on a separate page and may be itemized with the cost of materials, labor and any subcontractors the landscaping contractor is planning to use.

​Project experience is the main selling point for the landscaping contractor. This is the reason a person or business will be attracted to one contractor over another.  

For example, if the contractor is making a proposal to a municipal or other government agency for landscaping services, they should not only include their experience with the specific landscaping services but also their experience working with government agencies.

​Commercial Project

​The letter should differentiate between residential and commercial projects. If they are bidding for a commercial project such as all the landscaping in a housing development, they need to show that they have experience in such large projects and can handle the job.

Along with experience, they need to show that they have the qualified personnel to handle a large project. This is not the place to state that they can fix a blocked kitchen sink.

On the other hand, if the project is for a private individual, the letter doesn’t need to go into all the huge commercial projects they have done. The individual will want to know if they can fix their leaking pipes and will guarantee their work. The proposal letter should focus on the required job.

Double Check Each Detail

Before submitting a proposal letter, the landscaping construction company should double check each detail of the proposal including the cost of all pipes, fittings and faucets as well as labor.

The price for the services should be sound financial business for the company. People will pay for high-quality work, so it is not in the company’s best interest to give a very low estimate to get a job that loses money.

Today, customer service is paramount. Any landscaping company can have good and bad testimonials posted on the Internet from customers.

​For this reason, and for the integrity of the company, they should keep any promises they make in a proposal and not change prices or timing at the end. This is the best way to lose customers and get bad testimonials.

Here is a sample landscaping proposal letter. It is for a general landscaping contract for an apartment building, but can be modified for individual residential use. It should be written in formal business-style and be sent by certified mail, so the sender is sure that the proposal was received.

​Sample Landscaping Letter
Name of Sender
Name of Sender’s Landscaping Company
Address of Company
City, State, Zip Code

DATE

Name of Building Manager or Owner
Address of Manager or Owner
City, State, Zip Code

RE: Apartment Complex Landscaping Services

Dear Name of Manager or Owner,

This letter is intended to formally propose landscaping services for the Name of Apartment Complex. We have been successfully maintaining the landscaping in more than 10 apartment complexes in CITY, for the past 25 years and would be happy to give testimonials from our customers.

I have included a copy of the standard contract that gives an estimate for the cost. However, it can be modified to your specific requirements. I would be happy to talk to you about our services and answer any questions. I can be reached at 555-123-4567 or at Name@email.com.

Sincerely,

Signature of Landscaping Contractor
Printed Name of Landscaping Contractor
List of Enclosures: copy of standard contract