Landscaping Estimate Template: Free Examples for Lawn and Landscape Jobs

A landscaping estimate template is a written quote you send after the site visit, so the customer sees the scope, materials, price, and what is left out before any work starts. The 7 templates below cover weekly mowing, a seasonal maintenance plan, cleanups and mulch, planting and sod, patios and walkways, irrigation repair, and a change order.

The rule that matters most is to price in the units you buy and work in. Mowing goes per visit, mulch per cubic yard, sod and pavers per square foot, and sprinkler work per head or zone. Then the customer can check every line.

What every landscaping estimate needs

The FTC tells homeowners that a written estimate should include a description of the work, the materials, the completion date, and the price. Landscaping adds two things on top. You need the units behind each price, and you need the site conditions that can change the job, like a narrow side gate, a steep slope, or a dog in the yard.

Part	What to write	Example line
Header	Business name, phone, email, license number if your state requires one, estimate number, date	"EST-2051 · Oct 19, 2026"
Customer and property	Name, service address, gate and access notes, lot or bed size	"Corner lot, 36 in side gate"
Scope	Type of work, area, frequency or start window	"Front beds, 400 sq ft, 3 in mulch"
Line items	Description, quantity, unit, rate, amount	"Hardwood mulch · 4 · cu yd · [Rate]"
Exclusions and site risks	Work not in the price, and what could change it	"Buried rock removal billed if found"
Terms and acceptance	Valid until, deposit and payment timing, warranty, approval line	"Valid until Nov 18. Deposit to schedule."

Keep recurring work and project work on separate estimates. A weekly mowing price and a one-time patio do not belong in one total, because the customer pays them on different schedules and compares them against different bids.

Use the same unit for the same item every time. Mowing and trimming go per visit. Mulch, topsoil, compost, and gravel go per cubic yard. Sod, pavers, fabric, and turf removal go per square foot. Edging goes per linear foot. Plants go per plant, listed with container size. Sprinkler work goes per head, per valve, or per zone. Labor on install jobs goes in crew hours.

The six parts that belong on every landscaping estimate before you send it. Diagram only.

If you are still deciding which services to sell, the steps to start a landscaping business cover licensing, insurance, and how to price a full visit before you write your first estimate.

How to fill in and price a landscaping estimate

Every template below uses the same five moves. Do them in this order, and the line items come straight from your site notes.

1. Walk and measure the property. Measure lawn and beds with a wheel or an online map tool. Photograph each area you will quote. Note gate width, slope, drainage, sprinkler heads near the work, and anything you must not touch.
2. Turn area into material quantity. Texas A&M AgriLife gives a simple formula for mulch, soil, and compost: square feet times depth in inches times 0.0031 equals cubic yards. A 400 square foot bed at 3 inches comes to 3.72 cubic yards, so you order 4.
3. Price materials from your supplier's current list. Use the price you pay, then add your markup. Put delivery on its own line so the customer sees it.
4. Price labor in crew hours. Multiply the hours you expect by the crew size and your hourly rate. That rate has to cover wages, fuel, insurance, and drive time, not only time on the mower.
5. Add equipment, disposal, and dig prep. Rentals, dump fees, and haul-away get their own lines. For any digging, contact 811 a few business days before you dig, including planting trees and shrubs, and build that wait into the start window.

For mowing, price by lot size and drive time instead of crew hours. The lawn care startup guide walks through lot-size tiers and why weekly and biweekly visits get different prices.

Example quantities only. Rates are placeholders for your own costs. Diagram only.

When to send each estimate

Situation	Send when	Channel
New mowing customer	After you measure or time the lawn	Email, with a short text
Seasonal maintenance plan	Before the first visit of the season	Email (PDF or plain text)
Cleanup and mulch	Within a day of the site visit	Email
Planting, sod, or hardscape	After you measure, before you set a dig date	Email
Irrigation repair	After you run and check every zone	Email or text, then save the written copy
Change on site	Before the extra work starts	Email or text, then save the written copy

From site visit to a scheduled job. The 811 step applies to any job that breaks ground. Diagram only.

1. Weekly or biweekly mowing estimate

When to use it: For a new maintenance customer who wants regular mowing, trimming, and edging. Start here if you run a mowing route.

LAWN MAINTENANCE ESTIMATE
[Business name] · [Phone] · [Email]
License #: [If your state requires one]
Estimate #: EST-[Number]    Date: [Date]
Valid until: [Date]

CUSTOMER
Name: [Customer first name] [Last name]
Service address: [Address]
Preferred contact: [Phone or email]

PROPERTY
Mowable area: [Sq ft or acres]
Gate width: [Inches]   Gate code: [Code]
Dogs or toys in yard: [Notes]
Slopes or wet spots: [Notes]

SCOPE
Service: Mow, trim, edge, and blow hard surfaces
Frequency: [Weekly / Biweekly]
Season: [Start month] to [End month]
Clippings: [Mulched / bagged and hauled]

LINE ITEMS
Qty  Description                    Rate     Amount
1    Mow, trim, edge, blow / visit  [Rate]   [Amount]
1    First cut of season (tall)     [Rate]   [Amount]
[#]  Bagging and haul-away / visit  [Rate]   [Amount]

PRICE PER REGULAR VISIT: [Amount]
FIRST VISIT TOTAL: [Amount]

NOT INCLUDED
Leaf removal, bed weeding, shrub trimming,
fertilizer or weed control, and storm debris.

TERMS
- Rain days move to the next open day
- Skip a visit with [X] hours notice
- Payment: [After each visit / monthly]
- Price holds through the valid-until date

Approve: ________________  Date: ________
Print name: [Customer name]

How to customize it:

• Price biweekly visits on their own line. Two weeks of growth takes longer to cut cleanly than one.
• For a text follow-up, keep it short: "Hi [Customer first name], weekly mowing at [Address] is [Amount] per visit. Full estimate is in your email. Reply YES to start [Date]."
• Don't promise a fixed weekday. Rain moves the route, and the terms already say so.

2. Seasonal maintenance plan estimate

When to use it: For a customer who wants one price for the whole season, with mowing, cleanups, and trimming bundled and billed in equal monthly payments.

SEASONAL MAINTENANCE ESTIMATE
[Business name] · [Phone] · [Email]
Estimate #: EST-[Number]    Date: [Date]
Season: [Start date] to [End date]
Valid until: [Date]

CUSTOMER / PROPERTY
[Customer name] · [Address]
Lawn: [Sq ft]   Beds: [Sq ft]   Shrubs: [#]

INCLUDED IN THE SEASON
- Mowing, trimming, edging: [#] visits
- Spring cleanup: 1 visit in [Month]
- Shrub trimming: [#] times
- Bed weeding: [Frequency]
- Fall cleanup and leaves: [#] visits
- Fertilizer / weed control: [#] rounds,
  applied by [Certified applicator name]

LINE ITEMS
Qty  Description                    Rate     Amount
[#]  Maintenance visits             [Rate]   [Amount]
1    Spring cleanup                 [Rate]   [Amount]
[#]  Shrub trimming                 [Rate]   [Amount]
[#]  Fall cleanup                   [Rate]   [Amount]
[#]  Fertilizer / weed rounds       [Rate]   [Amount]

SEASON TOTAL: [Amount]
Billed as [#] equal payments of [Amount]
on the [Day] of each month

NOT INCLUDED
New plants, mulch, irrigation repairs,
storm cleanup, and snow work.

TERMS
- Visits missed for weather are made up
  within [X] days
- Either side may cancel with [X] days
  written notice. Work done to date is billed
- Price holds through the valid-until date

Approve: ________________  Date: ________
Print name: [Customer name]

How to customize it:

• Keep the fertilizer and weed control lines only if you or a subcontractor hold the right certification. Federal law requires certification for anyone who applies restricted use pesticides, and EPA notes that many states require it for all commercial applicators.
• Show the season total before the monthly payment. The customer should see the full price first.
• Pair this estimate with the one-page service agreement described in the landscaping startup steps, so cancellation and payment terms match.

3. Spring or fall cleanup and mulch estimate

When to use it: For a one-time cleanup, a fresh mulch layer, or both. Measure the beds on site, because mulch quantity drives most of the price.

CLEANUP AND MULCH ESTIMATE
[Business name] · [Phone] · [Email]
Estimate #: EST-[Number]    Date: [Date]
Valid until: [Date]

CUSTOMER / PROPERTY
[Customer name] · [Address]
Access: [Gate width, where the truck can park]

SCOPE
[Spring / Fall] cleanup of beds and lawn edges
Mulch: [Type and color], [Depth] in deep
Bed area measured: [Sq ft]

MATERIAL MATH
[Sq ft] x [Depth in inches] x 0.0031
= [Cubic yards], rounded up to [Order qty]

LINE ITEMS
Qty  Description                    Rate     Amount
1    Cleanup: leaves, sticks, and   [Rate]   [Amount]
     cut back perennials
[#]  Hand-weed beds, per bed        [Rate]   [Amount]
[#]  Re-cut bed edges, linear ft    [Rate]   [Amount]
[#]  Mulch installed, cu yd         [Rate]   [Amount]
1    Mulch delivery                 [Rate]   [Amount]
[#]  Haul-away and dump fee, load   [Rate]   [Amount]

TOTAL: [Amount]

NOT INCLUDED
Removing old mulch, shrub removal, new
plants, and gutter cleaning.

TERMS
- Start window: [Date range]
- If beds need more mulch than measured,
  we confirm the extra yards before spreading
- Payment: [Due on completion]

Approve: ________________  Date: ________
Print name: [Customer name]

How to customize it:

• Leave the material math on the page. A customer who sees "400 sq ft x 3 in" trusts the yard count more than a bare number.
• If the old mulch is thick, add a removal line instead of spreading new mulch on top of it.
• Price leaf cleanup by the load or by crew hours, not as a guess. Fall leaf volume changes a lot from yard to yard.

4. Planting and sod install estimate

When to use it: For bed renovations, new shrubs and perennials, or replacing turf with sod. These jobs break ground, so the 811 step and a change order clause both belong on the page.

LANDSCAPE INSTALL ESTIMATE
[Business name] · [Phone] · [Email]
License #: [If your state requires one]
Estimate #: EST-[Number]    Date: [Date]
Valid until: [Date]

CUSTOMER / PROPERTY
[Customer name] · [Address]
Access: [Gate width, slope, parking]

PROJECT
[Front bed renovation / backyard sod]
Area: [Sq ft]
Utilities: 811 locate requested before digging
Start window: [Date range]

SITE PREP
Qty  Description                    Rate     Amount
[#]  Remove existing turf, sq ft    [Rate]   [Amount]
[#]  Topsoil or compost, cu yd      [Rate]   [Amount]
[#]  Grade and rake, sq ft          [Rate]   [Amount]

PLANTS AND SOD
[#]  [Shrub name], [#] gal          [Rate]   [Amount]
[#]  [Perennial name], [#] qt       [Rate]   [Amount]
[#]  Sod, [Grass variety], sq ft    [Rate]   [Amount]

FINISH
[#]  Mulch installed, cu yd         [Rate]   [Amount]
[#]  Bed edging, linear ft          [Rate]   [Amount]
1    Debris haul-away               [Rate]   [Amount]

SUBTOTAL: [Amount]
Tax (if applicable): [Amount]
TOTAL: [Amount]
Deposit to schedule: [Amount]
Balance due: [On completion]

PLANT WARRANTY
Plants replaced once within [X] days if they
die with watering done as instructed. Loss
from drought, pests, or animals is not covered.

NOT INCLUDED
Irrigation changes, rock or roots found
below grade, and permits if required.

TERMS
- Watering after install is the customer's job
- If we hit hidden rock, roots, or debris,
  we stop and send a change order first
- Price holds through the valid-until date

Approve: ________________  Date: ________
Print name: [Customer name]

How to customize it:

• List every plant with its name and container size. "Shrubs" as one line invites a dispute about what was promised.
• Write a warranty you will actually honor, with the watering condition spelled out. Leave the section out if you don't offer one.
• Set the start window after the 811 wait. Utilities need time to mark their lines before anyone breaks ground.

5. Patio and walkway (hardscape) estimate

When to use it: For paver patios, flagstone walkways, and other hardscape jobs where base prep, materials, and a staged payment schedule all need to be in writing.

HARDSCAPE ESTIMATE: PATIO / WALKWAY
[Business name] · [Phone] · [Email]
License #: [If your state requires one]
Estimate #: EST-[Number]    Date: [Date]
Valid until: [Date]

CUSTOMER / PROPERTY
[Customer name] · [Address]
Access: [Machine access, gate width]

PROJECT
[Paver patio / flagstone walkway]
Size: [Length] x [Width] = [Sq ft]
Material: [Paver style and color]
Pattern: [Pattern]   Border: [Yes / No]
Base: [Inches] compacted gravel
Utilities: 811 locate requested before digging
Permit: [Not needed / pulled by us / owner]

LINE ITEMS
Qty  Description                    Rate     Amount
[#]  Excavate and haul off, sq ft   [Rate]   [Amount]
[#]  Gravel base, cu yd             [Rate]   [Amount]
[#]  Bedding sand, cu yd            [Rate]   [Amount]
[#]  Pavers, sq ft (with waste)     [Rate]   [Amount]
[#]  Edge restraint, linear ft      [Rate]   [Amount]
[#]  Joint sand, bags               [Rate]   [Amount]
[#]  Labor, crew hours              [Rate]   [Amount]
1    Equipment rental               [Rate]   [Amount]

TOTAL: [Amount]

PAYMENT SCHEDULE
At signing: [Amount]
At material delivery: [Amount]
At completion: [Amount]

NOT INCLUDED
Steps, walls, lighting, drainage beyond the
patio area, and lawn repair past [X] ft.

TERMS
- Start date depends on utility marks
  and material delivery
- Changes after signing need a written
  change order with the new price
- Price holds through the valid-until date

Approve: ________________  Date: ________
Print name: [Customer name]

How to customize it:

• Write the base depth on the estimate. A customer comparing three bids can then see what sits under the pavers on each one.
• Check your state's rules on deposits before you set the first payment. The FTC notes that some states limit how much a contractor can ask for as a down payment.
• Price the paver line with your waste allowance included, and say so, so nobody counts pieces later.

6. Irrigation repair estimate

When to use it: After you run each zone and find broken heads, leaks, or valves that won't close. Send it before you replace parts beyond a basic service call.

IRRIGATION REPAIR ESTIMATE
[Business name] · [Phone] · [Email]
Estimate #: EST-[Number]    Date: [Date]
Valid until: [Date]

CUSTOMER / PROPERTY
[Customer name] · [Address]
Controller location: [Garage / side wall]

SYSTEM CHECK ([Date])
Controller: [Brand and model]
Zones tested: [#] of [#]
Findings:
- Zone [#]: [Broken head / leak / clog]
- Zone [#]: [Head tilted, spraying driveway]
- Valve box [#]: [Valve not closing]

LINE ITEMS
Qty  Description                    Rate     Amount
1    Service call and system check  [Rate]   [Amount]
[#]  Replace spray or rotor head    [Rate]   [Amount]
[#]  Repair line leak               [Rate]   [Amount]
[#]  Replace valve or diaphragm     [Rate]   [Amount]
[#]  Adjust or redirect heads       [Rate]   [Amount]
1    Controller schedule reset      [Rate]   [Amount]

TOTAL: [Amount]

NOT INCLUDED
Main line repair, backflow testing, new
zones, and digging under hardscape.

TERMS
- Parts outside this list are priced and
  approved before we install them
- Payment: [Due on completion]

Approve: ________________  Date: ________
Print name: [Customer name]

How to customize it:

• Follow the EPA WaterSense sprinkler checkup steps: inspect for breaks and leaks, check the connections at heads, pipes, and valves, direct heads away from pavement, and select a smarter controller or schedule. Each finding becomes a line.
• Keep the schedule reset line. WaterSense says homes with clock-timer irrigation use about 50 percent more water outdoors than homes without irrigation, and more when the schedule is wrong.
• If sprinkler work is a big part of your business, see what a sprinkler system website should show customers before they call.

7. Change order or revised estimate

When to use it: When you find something the site visit could not show, like buried concrete or a dead root mass, or when the customer adds work. Send it before the extra work starts.

CHANGE ORDER / REVISED ESTIMATE
[Business name] · [Phone] · [Email]
Change order #: CO-[Number]
Original estimate: EST-[Number] dated [Date]
Date: [Date]

WHAT CHANGED
[Found buried concrete under the north bed /
customer added a second walkway]
Photo attached: [Yes / No]

ORIGINAL TOTAL: [Amount]

CHANGES
Qty  Description                    Rate     Amount
[#]  [Added item]                   [Rate]   +[Amount]
[#]  [Removed item]                 [Rate]   -[Amount]

NEW TOTAL: [Amount]
Schedule effect: [None / adds [X] days]

Work on this change starts after you approve.
Everything else in EST-[Number] stays the same.

Approve: ________________  Date: ________
Print name: [Customer name]

How to customize it:

• Attach a photo of what you found. It answers the "why is it more now" question before it is asked.
• Put anything you agreed to out loud into the change order. The FTC tells homeowners a contract should include promises made in conversation about scope and the cost of labor and materials.
• If the change removes work, show the minus line too. Customers notice when a change order only ever goes up.

Mistakes that cost landscapers the job

• One lump sum for an install. A single number for "front yard redo" gives the customer nothing to compare. Break out prep, plants, materials, and labor.
• Leaving out disposal. Turf, old mulch, and broken concrete have to go somewhere. Put haul-away and dump fees on their own lines.
• No valid-until date. Supplier prices change. If the estimate expires, send a fresh one instead of quietly raising the old number.
• Promising a dig date before utilities are marked. The start window should come after the 811 wait, not before it.
• Recurring and project work in one total. Keep the mowing price and the patio price on separate estimates.

If you send a lot of estimates each week, lawn care software that builds estimates and invoices can save you from retyping the same lines.

Questions landscapers ask about estimates

What should a landscaping estimate include?

Your contact details, the customer and service address, an estimate number and date, the scope, itemized lines with quantity, unit, and rate, exclusions, a valid-until date, payment terms, and an approval line. The FTC says a written estimate should describe the work, materials, completion date, and price. Add a license number where your state requires one, and note site conditions like gate width or slope.

How do you calculate mulch or soil for a landscaping estimate?

Measure the bed in square feet, then multiply by the depth in inches and by 0.0031 to get cubic yards. That is the Texas A&M AgriLife shortcut. A 400 square foot bed at 3 inches needs 3.72 cubic yards, so you order 4. The same math works for topsoil and compost. Show it on the estimate.

Should you charge for a landscaping estimate?

That is your call, and it depends on the work. Free estimates are simple for mowing and cleanups, where the visit is short. For installs that need a drawing, you can charge a design fee and take it off the job total if the customer hires you. Say which applies before you book the visit.

Is a landscaping estimate the same as a contract?

No. The estimate is the price you offer for a described scope. The contract is what both sides sign, with start and completion dates and a payment schedule. For a contract signed in the customer's home, the FTC says it should include a written statement of the right to cancel within three business days. Check your state's rules too.

How long should a landscaping estimate stay valid?

Long enough for the customer to decide, and short enough that your supplier prices still hold. Mowing estimates can run longer because your costs move slowly. Install and hardscape estimates should be shorter, since material prices and your calendar both change. Write the date on the page, and send a new estimate once it passes.

Give customers a way to book the site visit

Every estimate above starts with a site visit. If you want a site where customers can see your services and book a time for that visit, you can get a site customers can book from with Kejoola. Customers can put the gate code, the dog's name, and the beds they want redone in the booking notes box. Already have a Google Business listing? Paste your listing link to get a first draft of your site, then finish it with your own services, towns, and photos. For what that site should cover, see what a landscaping website needs.

14-day free trial, no card needed. Online booking starts on the Starter plan.

Sources

• How To Avoid a Home Improvement Scam (FTC Consumer Advice)
• 811 Before You Dig (Common Ground Alliance)
• How Much Compost, Soil or Mulch? (Texas A&M AgriLife Extension, Travis County)
• How to Get Certified as a Pesticide Applicator (U.S. EPA)
• Sprinkler Spruce-Up (EPA WaterSense)