Hi all,
Reading through the thread on broken windows caused by flying stones, I thought I'd copy this document I give all tenants when they take on a property where I'm responsible for the garden. It's more specifically aimed at tenants, as I'm paid by the landlord so they need to understand that my costs are based on them following some guidelines in order to avoid me wasting time.
It's never good to get in to disputes with clients after something's gone wrong. I don't know if this could be useful to anyone if re-written to suit your business, but it's got me out of situations several times as the tenant really has no argument if they forget to unlock the gate regularly, leave their dog mess on the lawns, or any of the other problems I often come across. Private customers are no different, and setting out a few ground rules in advance is much better than falling out over something later. I've always found that the good clients prefer to know what I can and can't do, and what I expect from them.
I'd be very interested to know if anyone has other suggestions as to what should be included, I'm sure I've not covered everything!
Tenant’s information for your garden maintenance contract:
Your agent will have informed you of the regular day I visit your garden. Whilst I always try to ensure visits are on the same day every week, occasionally an alternate day may be necessary. The day and time is allocated to fit in with other nearby properties, but if for any reason it is not convenient please let me know. It would be helpful if you could give me contact details, preferably including email, in order for me to be able to advise of any changes.
Please ensure access to the property is available from 8am, gates are left unlocked and the access to the rear of the property kept clear. It is helpful if washing is not hung out when I’m due to visit, as my machinery can create a lot of dust.
Please keep your lawns clear of stones and other potentially dangerous objects that can cause expensive damage to my machinery. I cannot accept any responsibility for damage caused to windows by stones etc. on the lawn.
In the interests of hygiene, please ensure your garden is kept clear of dog mess. Lawns should be cleared of all furniture, toys etc. in advance of each visit. Large trampolines need to be moved to a different part of the lawn weekly to avoid damage to the grass, this is not something I can do unless agreed in advance. Any damage caused to the lawn will be charged to the tenant.
If, for any reason, I am unable to carry out work due to the tenant’s failure to observe the above points it may be necessary to reschedule work at extra cost. The tenant will be responsible for any costs that are not the Landlord’s responsibility.
If a programme of lawn treatments is part of the maintenance schedule I will always advise you in advance, as the lawn will need to be avoided for a few days afterwards. Weedkillers are used where necessary as part of regular garden maintenance. If you have any concerns about chemical treatments please discuss them with me.
I am a licensed waste carrier, but can only dispose of regular garden waste. The cost of this is considerable, so please don’t be offended if I have to charge for disposing of things like Christmas trees.
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Replies
I wouldn't give the tenant the chance to say the day is not convenient. You must have too many clients to allow 1 to chop and change your schedule.
Good overall list. Do the properties not have council green recycling/compost bins?
Good point, Duncan. I rarely see people at gardens I do, with most of them being at work, but school holidays are different.
Dan, I'm always pretty flexible with new customers within reason. Sometimes the day I have set aside might not suit them, and I only really work two areas so moving a day for a good reason isn't impossible (and often gives me a chance to shuffle things around a bit better for me as well). I've always tried to be helpful where I can, for instance if they have a big party on a weekend I will give the garden a once-over on the Saturday morning if I've got a free hour. It's all about starting the relationship with the householder or tenant on a good footing, whilst still ensuring they know that I have to have some "rules".
Compost areas are fine, but again it's an issue if the tenant fills it with things like christmas trees as I often get asked to clear them after the tenant moves out! I don't tend to use customer's wheely bins where they have them unless the customer suggests it themselves; I find they tend to forget to put them out and it ends up a smelly mess of rotting grass that I have to clean out.
Contrarily I always use client's green bins as it saves them money when they get a 'free' council service. It also saves me using the trailer a lot of the time; waste does NOT go inside my van unless it's dry and in bags.
I agree get on good terms with clients, but to me tenants are often the most demanding despite not being the client. For this reason I ALWAYS refer them to the landlord/property manager rather than entertain any of their enquiries as my day is too busy to cater to them.
Paul,
When do you give out the tennant info letter?? Do you do an inital visit/consultation??
Like Dan Frazer Gardening I always, always try to use customers green bins. If they don't have one then I ask for garden bags to be left out and I bag up and leave for them to take to the tip.
Cheers
Debbie
I charge all separately, per bag and try and take weight into consideration. Always give bagging up/filling bins an option.
Hi Debbie,
It's all in the tenant's pack when they move in, assuming the letting agent is doing their job!. I always mention it when I first meet a new tenant, although I often don't ever see them.
Although this came up through the thread on who pays for broken windows, my biggest issue is people leaving stuff all over the lawn. The record was 2 BBQs, a fire pit, stacks of wood and kindling, 2 football goals, a trampoline, paddling pools, and around 20 chairs and 6 tables. Plus numerous footballs, golf balls, water pistols, toy cars, paper plates and plastic cups etc. All on a lawn I get paid for one hour to cut, tenants often just don't treat the house, or the trades, as they would if they owned it and paid for us! I walked away that week and left a stroppy note....
I've found using green bins a pain with most customers; as I said, unless they are very keen to offer it to me I find they forget to put them out. The way I look at it, a contract worth, say, £1k to£2K per year isn't worth risking over a bag of grass cuttings each week when I take so much to the dump anyway. I'm even cautious about using existing compost heaps unless I know it's a manageable size, and isn't going to look like a pile of rubbish after a couple of seasons. I recently picked up three nice properties because the gardener was leaving all the rubbish piled up in a corner, and the tenants thought that was unacceptable. It also rotted through two fences where it was piled up. I know there's a green argument, and fair enough if the householder wants a proper composting area, but I find most people don't want trades to leave rubbish behind, be they plumber, electrician, decorator or gardener. I can't imagine tenants happy to put bags of grass cuttings in the Aston and going to the tip for me!
Debbie Merryweather said:
Hi again Paul
Thanks for the info... the most that I have to move from the lawns I cut are usually a couple of footballs!! and check for slow-worms.
Out of interest how much does it cost to take all the cuttings, prunnings etc to a commercial tip?? Is it per tonne, van load or other??
Thanks
Debbie
Paul McNulty said:
They do vary. I go to a composting centre, that's around £48 per 1000KG from memory. I went today with a van packed to the top with grass, and a large trailer full of hedge cuttings, and it was 660KG. That's probably what I average every fortnight in busy season as a one-man setup.
Just got my renewal for my waste transfer licence today, £105 for three years.
Debbie Merryweather said:
Some of my clients have green bins and tell us to use them but most have us removing the waste. Depending on the job depends on how I charge, ie for regular maintenance I include disposal in the price, but for one off jobs I calculate the approx amount and charge accordingly. If it's too much to take in one go then I use skips.
Most of the mowing we do is done using mulching/recycling mowers so we don't have to cart piles of grass about.
I currently pay £25.00 + VAT per tonne or part thereof to dispose of waste.