Home › Guides › Grounds maintenance contracts: what to include
Before asking for quotes or signing a contract with a grounds maintenance contractor, it pays to know what should be in the specification. A clear, detailed specification protects both you and the contractor, sets expectations about frequency and quality, and makes it much easier to compare quotes fairly.
Define the scope of work
The specification should list exactly what work is included. For most properties this means: grass cutting, verges and edges, shrub bed maintenance, hedge trimming, hard area maintenance (paths, patios, driveways), litter management, and leaf clearance. If the property has specific features—sports pitches, play equipment, water features, tree work—these must be named separately with their own frequency. Be explicit about what is not included, such as planting work, pest control, or repairs to fencing.
For housing associations and schools especially, separate the routine work from one-off tasks. A contractor’s schedule for mowing every two weeks looks very different from quarterly hedge cutting or annual mulching of flower beds. Each task needs its own frequency requirement written into the contract.
Set out visit schedules and frequency
Most grounds maintenance contracts specify visits by frequency rather than exact dates. A typical schedule for a small office or housing estate might be: weekly grass cutting during the growing season (April to September), fortnightly in autumn, and as needed in winter. Hedge cutting often happens twice yearly—late spring after growth starts, and late summer before autumn. Leaf clearance frequency depends on tree coverage; heavily planted areas may need weekly collection during autumn, while lighter sites need monthly sweeps.
Write the visit schedule clearly for each task, including what triggers “as needed” work—for example, leaf clearance when the ground is “no longer visible” or pathways “present a slip hazard.” This removes ambiguity later.
Specify quality standards and methods
Quality standards tell the contractor what finished work should look like. Grass should be cut to a named height (typically 20–30mm). Hedge work should leave a neat, tapered profile. Beds should be free of weeds and trimmed edging. These standards help prevent disputes and allow you to check that work meets what you paid for.
The specification should also require the contractor to use appropriate equipment for the site—professional cylinder mowers for fine turf, ride-ons for large areas, and strimmers for edges. If the property has sensitive areas—young trees, water features, or nesting birds—the contractor needs written guidance on how to work around them.
Cover waste removal and disposal
Grounds maintenance generates waste: grass clippings, hedge trimmings, dead leaves, and occasionally larger branches. The contract must state clearly who removes this waste and where it goes. Some contractors include waste removal in their price; others charge separately. Even if the contractor removes it, confirm that they are a registered waste carrier with the Environment Agency—you have a legal “duty of care” to know that waste is disposed of lawfully. You can check the Environment Agency’s public register of waste carriers online.
Specify whether grass clippings should be composted on site (saving disposal costs but requiring space), bagged for collection, or carried away. The same applies to other green waste. If the site is near the Cotswolds or chalk grassland like the Marlborough Downs, you may want to discuss whether clippings or mulch materials could benefit the local habitat rather than going to landfill.
Require proper insurance and credentials
A contractor carrying out grounds maintenance on your property should have public liability insurance of at least £5 million to cover accidental damage. Ask to see a current certificate before signing. If the contractor employs staff, they must also have employers’ liability insurance, which is a legal requirement in the UK.
Beyond insurance, check whether the contractor is a member of a professional body such as the Arboricultural Association (if tree work is involved), BALI (British Association of Landscape Industries), or holds accreditation from TrustMark or APL (Association of Professional Landscapers). These memberships show that the contractor works to professional standards and has taken relevant training.
Request a Risk Assessment and Method Statement (RAMS)
For any grounds maintenance work, the contractor should provide a Risk Assessment and Method Statement (RAMS)—a document that identifies hazards (overhead cables, slopes, play equipment, etc.) and explains how they will work safely. This is a legal requirement for any site-based work, and reviewing it shows the contractor takes health and safety seriously. The RAMS should cover how staff will work safely near roads, buildings, or electrical equipment, and what personal protective equipment (PPE) they will use.
Set performance standards and monitoring
Performance indicators help you measure whether the contractor is delivering what was agreed. Examples might include: no grass longer than 40mm at the start of any visit, hedge trimming completed within two weeks of the agreed date, or emergency repairs to damaged areas made within 48 hours of notification. Specify how often you will inspect the work—weekly, fortnightly, monthly—and how performance will be reviewed (for example, a quarterly meeting or monthly site walk-round).
Some contracts include a small percentage (perhaps 2–5%) of the monthly fee held back as a retention, released only when all work meets the standard for a full month. This encourages quality.
Key points
- A grounds maintenance specification should list every task, its frequency, and the expected standard of work, preventing misunderstandings later.
- Waste removal, disposal costs, and responsibility for environmentally safe disposal must be written into the contract.
- Always verify that the contractor has current public liability insurance and, if they employ staff, employers’ liability insurance; check they are a registered waste carrier if they remove waste.
- Request a RAMS before work starts to confirm the contractor has identified and planned for site-specific hazards.
- Define clear performance standards and explain how progress will be monitored, ensuring the work you receive matches what you paid for.