A scored quality audit of a landscape maintenance contract: each area walked (lawn, beds, hardscape, trees, sports or play, parking) with its standard and a photo, mowing quality and measured height, edging and trimming, beds weeded and mulched, pruning and hedges, trees and clearances, litter and bins, paths and trip hazards, drainage, play and sports areas, leaf and snow work when in season, equipment, pesticide and crew PPE, and the contractor's performance, ending in dated corrective actions and two signatures.
Audit Details
Which site, whose contract, who is auditing, and why today.
Judge each item against the maintenance specification in the contract, not against how you would like it to look. A touch-up earns half marks and still goes on the actions list.
Audit title
Site address
Property owner or manager
Landscape contractor
Auditor
Date of audit
What prompted this audit — Scheduled monthly audit, Start of a new contract, Follow-up of a complaint, Before the contract renews, Seasonal changeover, Other
Contractor's last service visit
Ground conditions today — Dry and firm, Wet after rain, Drought stress showing, Frost or snow on the ground, Leaf fall under way
Specification or contract reference used
Areas Walked
Every area of the grounds you covered, with an overall standard and a photo from a fixed spot.
Add each area as you reach it. Take the photo from the same spot every audit so the record shows change over time.
Areas
Area name
Kind of area — Lawn or turf, Planting beds and shrubs, Hardscape and walks, Trees, Sports field or play area, Parking lot and islands, Natural or meadow area
Overall standard of this area — Meets the spec, Touch-up needed, Not done or below spec, N/A
What stands out here
Fixed-point photo
Mowing, Edging and Turf
Cut quality, measured height, clean edges and turf in the condition the contract expects.
Even cut — no scalped spots, ruts, uncut strips or clumps of clippings left lying — Meets the spec, Touch-up needed, Not done or below spec, N/A
Mowed height measured
Mowed height within the range the contract sets — Meets the spec, Touch-up needed, Not done or below spec, N/A
Hard edges along walks, curbs and drives cut clean and straight — Meets the spec, Touch-up needed, Not done or below spec, N/A
Trimming done round posts, signs, fences and tree trunks — no bark scarred by string — Meets the spec, Touch-up needed, Not done or below spec, N/A
Clippings blown off walks, parking and building entrances — Meets the spec, Touch-up needed, Not done or below spec, N/A
Bare, thin or worn patches repaired as the schedule requires — Meets the spec, Touch-up needed, Not done or below spec, N/A
Weeds in the turf kept to the level the specification allows — Meets the spec, Touch-up needed, Not done or below spec, N/A
Turf photos
Notes on mowing and turf
Beds, Shrubs and Hedges
Weeding, mulch, bed edges, pruning and plant health in the planted areas.
Planting beds free of weeds and grass runners — Meets the spec, Touch-up needed, Not done or below spec, N/A
Mulch depth measured
Mulch at the depth specified and kept clear of trunks and stems — no volcano piles — Meets the spec, Touch-up needed, Not done or below spec, N/A
Bed edges defined where beds meet turf — Meets the spec, Touch-up needed, Not done or below spec, N/A
Shrubs pruned to their natural shape at the right time of year — Meets the spec, Touch-up needed, Not done or below spec, N/A
Hedges trimmed to the height and line agreed, with clippings cleared — Meets the spec, Touch-up needed, Not done or below spec, N/A
Plants cut back from walks, signs, lights and driver sightlines — Meets the spec, Touch-up needed, Not done or below spec, N/A
Dead or failing plants reported or replaced as the contract requires — Meets the spec, Touch-up needed, Not done or below spec, N/A
Seasonal color beds planted, watered and deadheaded — Meets the spec, Touch-up needed, Not done or below spec, N/A
Bed and shrub photos
Notes on beds, shrubs and hedges
Trees
Clearances, visible hazards and care of young trees — what a grounds walk can see from the ground.
A look from the ground only. A tree that worries you needs an arborist's assessment, not a score on this form.
Limbs raised clear over walks, drives and parking spaces — Meets the spec, Touch-up needed, Not done or below spec, N/A
Which trees, and where
No hanging, broken or dead limbs left over areas people use — Meets the spec, Touch-up needed, Not done or below spec, N/A
Which trees, and what you saw
Young trees watered, with stakes and ties loosened or removed on time — Meets the spec, Touch-up needed, Not done or below spec, N/A
Tree bases mulched and free of mower or trimmer damage — Meets the spec, Touch-up needed, Not done or below spec, N/A
Suckers and sprouts at the base and on the trunk removed — Meets the spec, Touch-up needed, Not done or below spec, N/A
Tree photos
Notes on trees
Litter, Paths and Drainage
A clean site, walks people can use safely, and water that goes where it should.
Litter picked across the whole site, including under shrubs and along fence lines — Meets the spec, Touch-up needed, Not done or below spec, N/A
Trash and pet waste stations emptied and clean — Meets the spec, Touch-up needed, Not done or below spec, N/A
Walks, steps and entrances swept or blown clear of debris — Meets the spec, Touch-up needed, Not done or below spec, N/A
Weeds and moss cleared from paving joints, cracks and curb lines — Meets the spec, Touch-up needed, Not done or below spec, N/A
Walks free of trip hazards — lifted slabs, loose pavers, potholes, raised edges — Meets the spec, Touch-up needed, Not done or below spec, N/A
Exact location of each trip hazard
Storm inlets, grates and ditches clear of leaves, mulch and clippings — Meets the spec, Touch-up needed, Not done or below spec, N/A
Which inlets or ditches
No standing water on walks, turf or beds a day after rain — Meets the spec, Touch-up needed, Not done or below spec, N/A
Downspout outlets and splash blocks in place, draining away from walks — Meets the spec, Touch-up needed, Not done or below spec, N/A
Benches, signs, fences and gates clean and undamaged — Meets the spec, Touch-up needed, Not done or below spec, N/A
Photos of paths and drainage
Notes on litter, paths and drainage
Play and Sports Areas
Upkeep of play equipment surrounds, courts and fields — a visual check, not a certified inspection.
Does this site have a playground, court or sports field?
This records upkeep only. A playground safety inspection by a certified inspector is a separate record.
Loose-fill surfacing topped up and raked level, especially under swings and slide exits — Meets the spec, Touch-up needed, Not done or below spec, N/A
Play equipment free of obvious damage, sharp edges or missing parts — Meets the spec, Touch-up needed, Not done or below spec, N/A
Sports turf mowed, lined and free of holes, with goals and nets secure — Meets the spec, Touch-up needed, Not done or below spec, N/A
Courts swept, nets tensioned and free of debris and moss — Meets the spec, Touch-up needed, Not done or below spec, N/A
Fencing sound and self-closing gates shutting by themselves — Meets the spec, Touch-up needed, Not done or below spec, N/A
Were records of the play area's routine inspections seen?
Play and sports area photos
Notes on play and sports areas
Seasonal Work
The tasks the schedule sets for this time of year, and leaf and snow work when they apply.
Tasks the schedule sets for this period were done — aeration, overseeding, fertilizing, bed changeover — Meets the spec, Touch-up needed, Not done or below spec, N/A
Scheduled tasks not yet done
Is it leaf season, or were there leaves to clear since the last visit?
Leaves cleared from lawns before they mat down — Meets the spec, Touch-up needed, Not done or below spec, N/A
Leaves cleared from beds and from the base of shrubs — Meets the spec, Touch-up needed, Not done or below spec, N/A
Walks, steps and inlets kept clear of wet leaves — Meets the spec, Touch-up needed, Not done or below spec, N/A
Leaves hauled away or composted as agreed — not piled in a corner — Meets the spec, Touch-up needed, Not done or below spec, N/A
Was there snow or ice since the last audit, with clearance in the contract?
Walks, steps, ramps and entrances cleared within the response time agreed — Meets the spec, Touch-up needed, Not done or below spec, N/A
Ice melt spread at the agreed points and not heaped on turf or beds — Meets the spec, Touch-up needed, Not done or below spec, N/A
Plowed piles kept off inlets, hydrants, sightlines and accessible parking spaces — Meets the spec, Touch-up needed, Not done or below spec, N/A
No plow damage to curbs, turf edges or irrigation heads left unreported — Meets the spec, Touch-up needed, Not done or below spec, N/A
Snow events and visit times from the contractor's log
Seasonal work photos
Equipment, Chemicals and Crew Safety
Safe working by the crew and lawful, recorded use of pesticides and herbicides.
Did you see the crew at work during this audit?
Eye and hearing protection worn while mowing, trimming and blowing — Meets the spec, Touch-up needed, Not done or below spec, N/A
High-visibility clothing worn near traffic and in parking lots — Meets the spec, Touch-up needed, Not done or below spec, N/A
Mower deck guards, discharge chutes and trimmer shields in place — Meets the spec, Touch-up needed, Not done or below spec, N/A
Trimmers and blowers stopped or turned away when people or cars passed — Meets the spec, Touch-up needed, Not done or below spec, N/A
Cones or signs set out round work beside walks and drives — Meets the spec, Touch-up needed, Not done or below spec, N/A
Crew members on site
Were any pesticides or herbicides applied since the last audit?
Application records available — product, rate, area, date and applicator
Treated areas posted or neighbors notified where your state or local rules require it — Meets the spec, Touch-up needed, Not done or below spec, N/A
No sign of spray drift or burn on plants that were not the target — Meets the spec, Touch-up needed, Not done or below spec, N/A
Chemicals carried locked and secured on the truck, never left unattended on site — Meets the spec, Touch-up needed, Not done or below spec, N/A
Any damage to the property by the crew since the last audit — chips on cars, broken glass, damaged heads or lights?
Safety photos
Notes on crew safety and chemical use
Contractor Performance
How the contractor is running the account, beyond what is in the ground today.
Service visits made at the frequency the contract sets, per the visit log — Meets the spec, Touch-up needed, Not done or below spec, N/A
Actions from the last audit closed out by their due date — Meets the spec, Touch-up needed, Not done or below spec, N/A
Contractor reports problems they find (damage, dying plants, broken irrigation) without being asked — Meets the spec, Touch-up needed, Not done or below spec, N/A
Requests and complaints answered within the time agreed — Meets the spec, Touch-up needed, Not done or below spec, N/A
Complaints from occupants or residents since the last audit
Your overall view of the contractor this period — Delivering the contract well, Mostly delivering — a few gaps, Falling short — needs a meeting, Seriously short — escalate
Notes for the contract review
Actions and Sign-off
What the contractor needs to put right, by whom and by when — signed by both sides.
Corrective actions
What needs doing
Exactly where
Priority — Safety — today, Before the next visit, Within two weeks, Next season
Owner — a person, not a company
Due by
Photo
Summary of the audit
Next audit date
Auditor — signature
Contractor's representative — signature
Facilities Management
Grounds Maintenance Checklist
A scored quality audit of a landscape maintenance contract: each area walked (lawn, beds, hardscape, trees, sports or play, parking) with its standard and a photo, mowing quality and measured height, edging and trimming, beds weeded and mulched, pruning and hedges, trees and clearances, litter and bins, paths and trip hazards, drainage, play and sports areas, leaf and snow work when in season, equipment, pesticide and crew PPE, and the contractor's performance, ending in dated corrective actions and two signatures.
✓Free — no account, no trial, no card.
Fill this in and download the finished PDF. Your answers stay on this device as you type. We ask for an email address once, at the download.
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Dry patches, soggy beds or water running across the parking lot? Audit the sprinkler system zone by zone: Irrigation audit
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A grounds maintenance checklist is how a property manager checks that the landscape contract they pay for is the one being delivered. It follows the site the way you walk it — the areas first, then the turf, beds, trees, paths and drainage, any play or sports areas, the season's work and the crew's safety — and rates each item against the specification as meeting it, needing a touch-up, or not done. The score and the list of shortfalls give you something specific to put in front of the contractor at the next meeting. Fill it in here and download the PDF without an account, or speak while you walk, and the document writes itself.
Audit against the specification, not against taste
Every landscape contract has a specification, even if it is only a page: mowing frequency and height, how often beds are weeded, mulch depth, when hedges are cut, how quickly leaves and snow are cleared. The audit is only fair if it judges the work against that document. Keep a copy open when you walk, and when a check fails, say which part of the spec it misses.
Each check has three answers. Meets the spec is full marks. Touch-up needed is half marks — a missed strip of edging, a bed that needs a quick weed. Not done or below spec scores nothing. Both of the lower answers become findings, so nothing slips off the list because it was only a small thing.
Measure what you can
Mowing height and mulch depth are the two arguments a ruler settles. Push a ruler into the turf in a few places and record the height; push a finger or probe through the mulch to the soil. The form records the measurement and then asks, separately, whether it is within the contract range, so the report shows both the number and the judgment.
Photos do the rest. One photo per area, taken from the same spot each audit, builds a record of how the site has looked month by month, which is what you need if the contract is ever disputed.
Trip hazards, trees and drainage
Most grounds faults are cosmetic. Three are not. A lifted slab, a pothole or a loose paver on a walk is how a visitor gets hurt; low or hanging limbs over walks and parking are how a car or a person gets hit; a blocked inlet or a downspout emptying onto a path is how ice forms in winter. Each has its own check, and a shortfall opens a box for the exact location so the repair crew can find it.
Play areas are checked for upkeep only — surfacing topped up and level, no obvious damage, the gate closing. That is not a playground safety inspection, which needs a certified inspector and its own record.
Seasonal work and crew safety
Leaf season and snow each have a gated section that appears only when it applies, along with a check that the season's scheduled tasks — aeration, overseeding, fertilizing, the bed changeover — were done when the schedule said.
If you saw the crew working, a short section records eye and hearing protection, high-visibility clothing near traffic, guards on mowers and trimmers, and whether blowers and trimmers were kept away from people and cars. If anything was sprayed since the last audit, the form asks whether the application records exist and the treated areas were posted where your state or local rules require it.
Common questions
Who uses a grounds maintenance checklist?
Property managers, HOA boards, facility managers, school and campus grounds supervisors, and the landscape contractor's own account managers checking their crews before the client does. The same form works for any of them; only the signatures change.
How often should grounds be audited?
Monthly during the growing season is common, with one audit in each winter month where snow and ice clearance is in the contract. Audit more often in the first few months of a new contract, and after any complaint.
How is the score worked out?
Each check that applies scores 2, 1 or 0, and the score is the total earned out of the total possible. N/A answers and the sections for things the site does not have, such as a play area, are left out, so a small site is not marked down for having less to check.
Can the contractor sign the audit?
Yes. There is a signature for the auditor and one for the contractor's representative. The contractor signing confirms they have seen the findings, not that they agree with every one of them.
Does this cover irrigation?
Only as far as what you see on the walk, such as water running onto a path. A full sprinkler check, zone by zone with the controller and backflow device, is the irrigation audit template.