Creating an idyllic HOA community takes more than pretty buildings, nice amenities, and functional shared spaces. In order to truly stand out from the crowd and provide your residents with a desirable living environment, you need to take your landscaping to the next level.

The value of exceptional HOA landscaping cannot be overstated. Great curb appeal attracts visitors, appeals to potential buyers, and can improve home values. Beautiful, safe outdoor areas increase community camaraderie and boost living standards.

Of course, creating and maintaining such an environment is an investment. It takes time, effort, and money to live up to high expectations. That’s where HOA landscaping vendor selection comes into play.

The HOA landscaping company that you choose to entrust your community to can make or break your budget, curb appeal, everyday experience, and more. In fact, selecting an HOA landscaping company is one of the most important decisions you’ll make as an HOA board member or property manager.

So, what are the questions HOA boards should ask landscapers? What are the most important items on an HOA board landscaping contractor checklist?

Read on to learn more about choosing an HOA landscaping company with confidence. Then, sit back and enjoy the pristine outdoor spaces that define your community.

What's Inside This HOA Board Landscaping Guide

• The must-ask questions HOA boards should ask landscaping companies
• Focusing on services and specialties
• How to ask for examples of landscaping work
• Talking about pricing structures
• The main FAQs on hiring landscaping companies for an HOA

How to Choose a Landscaping Company for an HOA Community

Because of the vital nature of selecting a landscaping company to care for your HOA community, having a process in place to aid in the decision is essential. Knowing what HOA landscaping company questions to ask, red flags to watch out for, and how to sort through all of the contenders in an efficient manner is a must.

When you are properly prepared for the decision-making process, you can feel confident in your choice and set your community up for immediate and long-term success. So, while every situation is nuanced, using the following questions as a framework is a great way to get started.

Do You Have Experience Working with Chicagoland HOA Communities?

Not every landscaping company is equipped to work with HOA communities. There are distinctions between smaller residential projects, commercial properties, and HOA communities, making this one of the easiest questions to filter out landscaping providers that might be a poor fit for your needs.

Shared spaces, such as common areas and sidewalks, differentiate an HOA community from other projects. So, too, does the residential nature of the environment. It requires a specific professional touch to provide consistent results that benefit the community while also respecting the privacy and boundaries of residents.

What Specific Services Do You Provide?

Clarifying exactly what services a landscaping company includes in its contract is one of the most important items on your HOA board landscaping contractor checklist. Some companies will use vague terminology to draw you in, then underdeliver.

For example, what does “lawn maintenance” mean? Do they send a professional crew on a schedule? Does it include edging, blowing, and cleanup? Does the landscaping company do regular inspections?

Understanding what is included in your contract before you sign it can save you from frustration and reduce the trap of “upgrades” and additional charges.

What Are Your Certifications and Specialties?

If your property has any specific needs, such as tree care, it is important to find an HOA landscaping crew that is equipped to deliver those services. In addition to these more niche needs, knowing what education, training, and qualifications a landscaping company has can give you the confidence to entrust your property to them.

Are You Licensed and Insured?

You may assume that every professional landscaper carries proper insurance coverage, but the reality is far from this expectation. To protect your community from exposure to liability, the HOA board should be assertive and ask for proof of any required licensing and insurance.

Look for documentation of general liability insurance and workers’ compensation (at a minimum). If a landscaping company is hesitant to provide evidence of these things or only offers verbal confirmation, it is best to find another company to hire.

How Will You Communicate with the HOA Board?

Even the best of HOA landscaping relationships can fall apart when communication falters. As an HOA board member, asking about lines of communication is key.

Do you have to call a generic phone number, get passed around between departments, and end up talking to someone with no real knowledge of your community, or will you have a single point of contact with an in-depth understanding of your property and contract?

Knowing how communication will be handled can make or break a potential relationship. It should be built on access, honesty, and transparency. If it isn’t, the partnership is likely doomed to fail from the start.

Can You Provide Examples of Your Work?

In the age of the Internet, you can do some preliminary research into most landscaping companies. However, online reviews can only provide limited context and information. The far better approach to evaluating a potential landscaping partner is to ask them directly for examples of their work.

Most professional landscaping companies will have an official portfolio to share with you. Such a portfolio should include photo documentation of their work, giving you a visual representation of the quality of work they perform. You can also ask for references, allowing you to speak to actual clients and learn from their experiences.

In addition to providing examples of their work to help your decision-making process, a landscaping company should be comfortable documenting their work once they are hired. This acts as evidence that they are fulfilling their contract, helps resolve disputes, and is a modern sign of professionalism and thoroughness.

How is Your Pricing Structured?

Pricing is at the heart of many HOA landscaping company questions. As much as your community might desire an endless landscaping budget, you undoubtedly have a budget to adhere to.

When it comes to financial questions HOA boards should ask landscapers, the first should be what their timeline is for delivering a quote. If they drag their feet on this, it is a red flag. Most companies should be able to provide a quote within a 48-hour window.

The second (and arguably most important) question regarding pricing relates to the contract structure. Are costs predictable and stable? Are certain services, including seasonal services, charged in addition to the contract agreement?

As-needed fees and service upgrades can add up quickly, causing you to exceed your budget or neglect key parts of your landscape. Get clear pricing structures in writing before you commit to working with a particular company.

How Do You Respond to Immediate Landscaping Needs?

While rare, landscaping emergencies do occur. Storms knock down branches, irrigation systems break, and unpredictable weather can cause unexpected issues.

Your HOA landscaping service provider should have systems in place to accommodate immediate landscaping needs. Ask them for clear response timelines, emergency job pricing, and the process of contacting them during non-business hours.

HOA Landscaping Vendor Selection FAQs

What are the most important HOA landscaping company questions?

In order for a professional relationship between a landscaping company and your HOA community to thrive, you must ask questions related to the scope of their services, the pricing structures they use, their licensing and insurance, and their communication methods.

While other questions can help you choose the right fit for your landscaping needs, these are the basics that should be used to narrow your search.

Why is the landscaping company selection process so important for HOA boards?

Who you entrust your HOA property to is one of the most impactful decisions you will make as an HOA board member. The appearance, functionality, health, and quality of your landscaping are some of the primary factors differentiating your community from another. It also sets the tone for your residents, improving their quality of life and pride in their home.

Landscaping is one of the most visibly noticeable aspects of an HOA community, and the budget often reflects this. The landscaping company you hire can consume a large portion of your funds, so the process should be taken seriously to get it right the first time.

What landscaping company red flags should HOA communities avoid?

Watch out for landscaping companies that are hesitant to provide you with documentation of their work, evidence of their certifications and insurance coverage, a detailed quote, and a clear contract. Poor communication is another serious issue that can quickly destroy a professional relationship.

How to Choose a Landscaping Company for an HOA Community

Partnering with a professional landscaping company is a long-term commitment that should benefit your community and provide real value to your residents. Rather than opting for the lowest bid or choosing the first search result you find, be thorough in your hiring process by using the questions above as you interview potential service providers.

Alan Horticulture has been serving the Chicagoland area since 1978. In that time, we have built lasting relationships with many HOA communities thanks to a 90% client retention rate. It’s safe to say that our local experience and expertise are second only to our amazing partnerships with the people we’re privileged to call clients and friends.

To learn more about our HOA landscaping services and how we can help your community flourish, feel free to contact us today!