Signs it's time to switch
- Visits get skipped or shortened, and you find out from residents or tenants
- The crew changes every few weeks, so nobody knows the property
- Irrigation problems go unreported until the water bill shows up
- Proposals for extra work are vague, late or always "urgent"
- You can't get a straight answer, or a call back, when something goes wrong
One bad week happens to everyone. A pattern is the signal. If you've already raised the issues in writing and nothing changed, it's time to look at your options.
Step 1: Read the contract before anything else
Your current agreement decides the timeline. Look for the termination clause, how much written notice is required (many landscape contracts ask for 30 to 90 days), whether you can terminate for cause or for convenience, and any auto-renewal date that might be coming up.
For HOAs, the board usually needs to vote on the change and the community manager sends the notice. If the contract language is unclear, ask your manager or the association's attorney before giving notice.
Step 2: Line up the new landscaper first
Get proposals before you send notice, so there's no gap in service. Give every bidder the same scope, then compare line by line. Our guide on how HOA boards compare landscape proposals covers what to look for.
- Ask each bidder to walk the property and point out what they'd fix first
- Confirm license, bonding and insurance, and ask for a certificate of insurance naming the association or owner
- Ask who your account manager will be and how often you'll hear from them
- Agree on a start date that lines up with your notice period
Step 3: Document the property's condition
Before the old company leaves, walk the site and take dated photos of turf, trees, shrubs, irrigation controllers and any damage. This protects you if there's a dispute about the condition the property was left in, and it gives the new crew a baseline.
Step 4: Collect everything the new crew needs
This is where most handoffs go wrong. Gather these before the switch date:
- Gate codes, keys and access instructions for every area
- Irrigation controller locations, passwords and any smart controller app logins
- An irrigation map or zone list, if one exists
- Backflow test dates and records for each assembly
- Water meter locations and recent water bills
- Any open work orders, warranties on recent plantings or projects, and the tree pruning history
Smart controller logins are often set up under the old landscaper's account. Ask for them early, or plan to reset the controllers on day one.
Step 5: The first 30 days with the new company
A good landscaper uses the first month to catch up and set expectations, not just mow. Expect a catch-up visit to clear weeds, debris and overgrowth, a full irrigation check with repairs listed and priced, a written scope with the visit day and frequency, and a short report on anything that needs a decision.
At Pro Turf we start every takeover with a walk-through, photos and an irrigation check, then roll the property into a regular landscape maintenance schedule with the same crew every visit.
Thinking about switching?
Tell us about the property and your contract timeline. We'll walk it, show you what we'd do first, and help plan a handoff that residents and tenants won't even notice. Request a proposal or call (602) 922-8873.
