If you've been managing commercial properties for any length of time, you've probably experienced the frustration of working with a landscape vendor who overpromises and underdelivers. Missed visits, no documentation, slow responses, and inconsistent quality are so common in the industry that many property managers have simply accepted them as normal.
They're not normal. They're signs of a vendor that lacks systems, accountability, and professional standards. Here's what you should actually expect.
Communication Within 24 Hours
When you send a request, you should get a response within 24 hours. Not a week. Not 'when they get around to it.' Twenty-four hours. This is a basic professional standard that separates organized operations from informal ones.
Documented Proof of Service
Every visit should be documented. At minimum, you should receive confirmation that the crew was on-site, what work was performed, and any issues observed. Photo documentation is the gold standard — it provides visual proof that work was completed to standard and gives you something to reference if questions arise.
Consistent Quality Regardless of Crew
Quality shouldn't depend on which crew shows up. A professional landscape operation uses documented standards, checklists, and quality control processes that ensure consistent results regardless of personnel. If your property looks great one week and terrible the next, your vendor has a systems problem.
Proactive Communication
Your vendor should be telling you about issues before you notice them — not the other way around. Dead trees, irrigation leaks, drainage problems, and safety hazards should be identified and reported proactively. If you're always the one discovering problems, your vendor isn't doing their job.
Transparent Pricing
Proposals should include clear scope definitions and line-item pricing. You should know exactly what you're paying for and what's included. If your vendor regularly surprises you with add-on charges or scope changes, that's a pricing transparency problem.
A Dedicated Point of Contact
You should have one person you can call who knows your property, understands your expectations, and can make things happen. Being passed around between dispatchers, crew leaders, and account managers wastes your time and leads to miscommunication.
Technology and Visibility
In 2026, there's no excuse for a landscape vendor that can't provide digital reporting, service tracking, or a client portal. Technology enables visibility, accountability, and efficiency. If your vendor is still operating on paper and phone calls, they're behind.
The Standard You Accept Is the Standard You Get
If you're tolerating poor communication, inconsistent quality, or lack of documentation from your current vendor, nothing will change until you raise the bar. The landscape industry has operators who take their work seriously and invest in systems, technology, and people. You just have to find them — and hold them accountable.