A step-by-step playbook for HOA boards changing landscape contractors — timelines, contract overlap, resident communication, and quality benchmarks.
Switching landscape vendors is one of the highest-stakes decisions an HOA board makes. A botched transition leads to overgrown common areas, angry homeowners, and potential fines. This 30-day checklist covers: Day 1-7 — finalize new contract, confirm insurance certs (minimum $2M GL, workers comp, vehicle), and schedule a joint property walk-through with both outgoing and incoming crews. Day 8-14 — secure irrigation system credentials, gate codes, chemical application records, and as-built drawings from the outgoing contractor. Day 15-21 — incoming crew performs baseline assessment: document existing plant health, irrigation coverage gaps, hardscape condition, and turf density with photos. Day 22-30 — first full service cycle under new contract with board member present for quality check. Critical overlap: maintain at least 7 days of dual-vendor coverage to prevent service gaps. Communication template for residents should go out at Day 1 and Day 22 with new crew photos and contact information.