Landscaping Service Agreement: Seasonal Maintenance and Pricing (Provider’s Guide)

For landscaping companies and lawn care businesses, recurring maintenance is where predictable revenue and long-term customer relationships are built. But it’s also where misunderstandings happen: “Is mulching included?” “Why is fall cleanup extra?” “How many visits per month are you coming?” A well-drafted lawn care service agreement (and the right pricing structure) prevents scope creep, supports on-time payment, and sets clear expectations—season by season.

This guide breaks down how to structure a landscape maintenance contract from the service provider perspective, including seasonal schedules, pricing models, key clauses, and best practices. You’ll also see how to turn your agreement into a repeatable landscaping contract template your team can use across residential and commercial clients—without reinventing the wheel every time.

Disclaimer: This article is educational and not legal advice. Laws vary by state/province and by client type (residential vs. commercial). Consider having an attorney review your final landscaping business contract.

---

Why seasonal detail matters in a landscaping service agreement

Landscaping work is inherently seasonal. Turf growth spikes in spring, heat stress changes mowing frequency in summer, leaves and debris dominate fall, and winter brings snow/ice or dormancy. If your contract isn’t built around seasonal realities, you may find yourself:

• Performing unpaid “extras” because the scope is vague
• Arguing about visit frequency during drought or heavy rainfall
• Discounting invoices due to unclear add-ons (mulch, aeration, overseeding)
• Losing renewals because clients feel “surprised” by spring start-ups or fall cleanups

A strong landscape maintenance contract is effectively a seasonal plan with pricing, not just a list of services.

---

Core components of a landscaping service agreement (provider-focused)

A professional lawn care service agreement should cover these essentials:

1) Parties, property, and term

• Client legal name and address
• Service provider entity name, address, license/registration info
• Service location(s) (especially for multi-property HOAs/commercial)
• Contract start date, end date, renewal terms (auto-renew vs. re-bid)

Provider tip: For recurring work, consider a 12-month term even if services vary by season. That helps stabilize cash flow and reduces churn.

2) Scope of services (what’s included—and what isn’t)

Define included services with measurable detail:

• Mowing: height range, edging, trimming, blow-off
• Fertilization/weed control: product type/class, application count, limitations
• Bed maintenance: weeding frequency, pruning standards
• Mulch: depth, material type, installation timing
• Leaf cleanup: number of visits, haul-away included or not

Then define exclusions:

• Tree work beyond a certain size/height
• Pest control beyond turf treatments
• Irrigation repairs (or specify what you do handle)
• Disposal fees, dump fees, compost fees (if pass-through)

3) Seasonal maintenance schedule (the heart of the agreement)

Your contract should explain the “what and when” across the year. Clients love clarity; your crews love predictable workload planning.

4) Pricing and payment terms

Clarify:

• Pricing model (flat monthly, per visit, per season, per service)
• Invoice schedule (monthly in advance vs. arrears)
• Late fees, interest, and collections
• Deposit and start-up charges (if applicable)

5) Change orders and additional services

Set a formal process:

• Written approval required (email/text accepted)
• Price and timing specified
• Emergency authorization limits (e.g., up to $250 without signature)

6) Access, utilities, and client responsibilities

Include:

• Gate access / lock codes
• Pets secured during service windows
• Water availability for irrigation start-ups or plantings
• Marking private irrigation lines, invisible fences, etc.

7) Damage, risk allocation, and limitations

Address common risks:

• Pre-existing turf issues, drainage, hidden debris
• Damage due to unmarked obstacles (sprinkler heads, landscape lighting wire)
• Weather disruptions and service rescheduling
• Limitation of liability (to the extent allowed by law)

8) Insurance and compliance

List:

• General liability coverage
• Workers’ compensation (if applicable)
• Licensing/pesticide applicator credentials where required
• Subcontractor rules (if you use them)

9) Termination and suspension rights

Define:

• Termination for convenience (notice period)
• Termination for cause (non-payment, unsafe conditions)
• Suspension of service for non-payment and reactivation fees

---

Seasonal maintenance schedules you can include (with sample language concepts)

Below is a practical framework you can adapt into a landscaping contract template. You can present it as a table in your landscaping business contract, or as “Exhibit A: Seasonal Scope.”

Spring (March–May): start-up, growth surge, and cleanup

Common spring services:

• Spring clean-up: remove winter debris, sticks, sand/salt residue
• Bed edging and redefining borders
• First mow schedule (often weather-dependent)
• Pre-emergent and early-season weed control (if offered)
• Mulch installation (one-time or optional add-on)
• Pruning of ornamental shrubs (species-dependent)
• Irrigation start-up (if you provide irrigation services)

Best practice: Clearly state whether spring clean-up is included in base pricing or billed separately. Many providers treat it as a one-time seasonal service because it’s labor-heavy.

Contract clarity ideas:

• “Spring clean-up includes up to X labor hours per visit; excess billed at $Y/hr.”
• “Mulch installation billed per cubic yard + delivery fees; minimum order applies.”

Summer (June–August): mowing rhythm and heat stress

Common summer services:

• Mowing (weekly or biweekly depending on region)
• Trimming/edging cadence
• Weed control (beds and hardscape cracks)
• Shrub trimming (limited frequency to avoid stress)
• Monitoring for drought stress, fungus, pests (if within scope)

Best practice: Include a weather clause. Summer drought can reduce mowing needs; heavy rains can increase growth. Set expectations that schedules may flex.

Contract clarity ideas:

• “Service frequency may be adjusted due to weather or turf growth conditions.”
• “Overgrown turf exceeding X inches may incur an additional service charge.”

Fall (September–November): aeration, overseeding, leaves

Common fall services:

• Core aeration and overseeding (often optional package)
• Fertilization or winterizer applications (if offered)
• Leaf removal: weekly/biweekly visits or per-event
• Final mow and winter preparation

Best practice: Leaf cleanup is the #1 source of scope creep. Spell out the number of visits, what “leaf removal” includes, and what happens if leaves keep dropping.

Contract clarity ideas:

• “Leaf services include blowing and collection from turf and beds; haul-away included/not included.”
• “Excessive leaf volume due to neighboring trees may require additional visits billed at $X.”

Winter (December–February): dormant season or snow/ice

Depending on your business model, winter can be:

• Dormant landscape monitoring (minimal)
• Snow removal and ice management (separate scope)

If you offer snow:

• Trigger depth (e.g., 2 inches)
• Salt application rates and material type
• Push vs. haul
• Service windows and priority tiers
• Slip-and-fall risk language and limitation clauses (review with counsel)

Provider note: Many businesses use a separate snow agreement to avoid mixing liability-heavy snow terms with landscape maintenance.

---

Seasonal pricing models: pros, cons, and how to present them

Pricing is more than numbers—it’s a risk-sharing mechanism. Your lawn care service agreement should match your operational reality.

Model A: Flat monthly price (annualized)

How it works: Total annual cost divided into 12 equal payments.

Pros

• Predictable cash flow
• Easier for clients to budget
• Smooths out high-labor spring/fall work

Cons

• Requires very clear scope to prevent “all-you-can-eat” expectations
• Needs exclusions and add-on pricing spelled out

When to use: Most recurring residential maintenance plans and many commercial contracts.

Contract must include:

• Annual scope summary + seasonal schedule exhibit
• How add-ons are authorized and priced
• What happens if client pauses service mid-term

Model B: Per visit pricing

How it works: Client pays each time you mow or service.

Pros

• Simple
• Aligns payment with actual work performed

Cons

• Revenue swings with weather
• Can encourage clients to skip service when they shouldn’t
• Admin burden (more invoices)

When to use: Smaller residential accounts, short-term work, or when growth patterns are unpredictable.

Contract must include:

• Minimum visit frequency (if any)
• Overgrowth fees
• Rain delay policy

Model C: Seasonal lump sum (spring/summer/fall packages)

How it works: Client buys a defined package per season.

Pros

• Easier to define deliverables
• Good for upsells (aeration/overseed, mulch, cleanups)

Cons

• Still creates some cash-flow gaps
• Renewal requires more active selling each season

When to use: Clients who resist annual contracts but want predictable seasonal work.

Contract must include:

• Package dates and included services
• Carryover rules if weather shifts timing
• Payment schedule per season

Model D: Hybrid (base + add-ons)

How it works: Monthly base for mowing and routine care; separate line items for cleanups, mulch, enhancements, irrigation, etc.

Pros

• More accurate pricing
• Helps you protect margins on labor-heavy tasks

Cons

• Requires strong sales and change order discipline

When to use: Premium properties, complex sites, or clients with frequent enhancements.

---

Essential clauses for seasonal maintenance and pricing (what providers often miss)

Here are contract terms that reduce disputes and protect profitability:

Weather and force majeure

State that weather may delay or reschedule services and that drought may change mowing frequency. Avoid guaranteeing exact days/times unless you truly can.

Service window and access

Specify typical service hours, notice requirements, and what happens if access is blocked (locked gates, vehicles in driveway, construction).

Price increases and renewal adjustments

For multi-year relationships, reserve the right to adjust pricing annually with notice (e.g., 30–60 days). Tie to cost increases (labor, fuel, materials).

Material cost volatility

Mulch, plant material, fertilizer, and salt can fluctuate. Consider language allowing pass-through increases or quote validity periods (e.g., quote valid for 14 days).

Quality standards (objective where possible)

Define what “completed” means:

• Mow height range
• Clippings policy (mulch vs. bag)
• Cleanup expectation (blow hardscapes clear)

Non-payment remedies

Include late fees, service suspension, and collection costs (where enforceable). State that past-due balances may require prepayment going forward.

Property conditions and hidden hazards

Protect against damage caused by unmarked irrigation heads, pet waste, debris, or underground utilities. Encourage pre-service walkthrough and photos.

---

How to turn this into a repeatable landscaping contract template

If you want a scalable landscaping business contract, build it in two layers:

1. Master Agreement (standard terms): payment, liability, insurance, termination, dispute resolution, governing law.
2. Exhibit A (scope & seasonal schedule): the customized portion—visit frequency, included services, add-on prices, property notes.

This format makes your landscaping contract template reusable across clients while keeping customization fast and consistent.

---

Practical example: presenting seasonal maintenance in a clear way

Consider an Exhibit A format like:

• Weekly Mowing (Apr–Oct): mow, edge, trim, blow-off (weather dependent)
• Spring Cleanup (1 visit): debris removal, bed edging, first cut as needed
• Fall Leaf Service (up to 6 visits): blow, collect, curbside or haul-away
• Optional Add-ons: mulch $/yd installed, aeration $, overseeding $___
• Monthly Price: $___ (covers above)
• Notes: irrigation heads must be flagged; pets secured; service day Tue/Thu window

The goal is to make the client think: “I know exactly what I’m paying for.”

---

Common mistakes that cause disputes (and how your agreement prevents them)

• Vague “as needed” language: Replace with frequencies, visit ranges, or caps.
• No defined leaf cleanup scope: Include number of visits and what happens after the cap.
• Bundling everything into one line item without exclusions: Clients will assume everything is included.
• No change order process: Your team will do “quick extras” that add up to margin loss.
• Unclear payment timing: “Net 30” vs. “due upon receipt” makes a major difference in cash flow.

A clean, professional lawn care service agreement isn’t just legal protection—it’s operational discipline.

---

FAQ-style questions prospects ask (and you should answer in your contract)

Is mulch included in the maintenance price?

If it’s not included, say so explicitly and list unit pricing or quoting method.

How many times will you come for leaf cleanup?

Give a number of visits, a date range, or a “per event” price. Avoid unlimited leaf removal unless priced accordingly.

What happens when it rains on my service day?

State your rain-delay policy and rescheduling window.

Do you guarantee weed-free beds or a perfect lawn?

Be careful with guarantees. Many factors are outside your control (watering, shade, soil, prior turf condition). Use performance standards rather than absolute outcomes.

Can the client pause service in the off-season?

If you annualize pricing, define pause rules and early termination fees (where allowed).

---

Other questions to continue learning

• What’s the difference between a landscape maintenance contract and a one-time landscaping proposal?
• Should a landscaping company use separate agreements for mowing, fertilization, and snow removal?
• What are best practices for defining “extras” and avoiding scope creep in service businesses?
• How should lawn care businesses structure deposits and retainers for seasonal start-ups?
• What insurance terms should be included in a landscaping business contract for commercial properties?
• How do you write a termination clause that protects cash flow but stays client-friendly?
• What are the most enforceable late fee and collection terms for home service contracts in my state?
• How do you document pre-existing property conditions to reduce damage claims?

---

Build a seasonal landscaping agreement faster (without starting from scratch)

If you’re ready to turn these concepts into a polished, reusable landscaping contract template—including seasonal schedules, pricing options, add-ons, and the clauses that protect your business—consider using Contractable, an AI-powered contract generator that helps service providers create tailored agreements in minutes. Learn more at https://www.contractable.ai.