Understanding the Landscape Design Process: From Initial Consultation to Final Plan Approval

Every good landscaping project should start with a good plan.  But, how does that process work?  

I am an independent Landscape Designer in based in New Hampshire, so there are no ties to any particular Landscape Installation Contractors when you work with me.  I do, however, work alongside several local contractors, so I can refer you to one of them if you’d like.  Here is the basic process I use.

The first contact you will have with any landscape designer is usually over the phone although it is sometimes in person.  The initial phone consultation if free.  This is where I will discuss your thoughts and needs and we will set an appointment time to come out and do an on-site consultation visit.  I use a Landscape Design Contract and you will be provided with a copy of that for more information.  This initial consultation visit typically takes about one hour.  Be prepared for this site visit by having all of your wants and needs written down so you don’t forget anything.  Also be prepared with any relevant documents that may be useful such as a property survey map, or a house plan.  Let me know where your septic system and well are.  If you write down all of your thoughts it can be very enlightening to me.  These can be things that you might not think of right away.  Here are some ideas.  1.  The patio needs to be able to seat 10 people.  2.  There are exposed roots in the path I normally walk to the lake, so I’d like to make that safer.  3.  There is a spot on the front walk that has sunken.  4.  Where should I plan on having my vegetable garden?  5.  I want to keep maintenance as low as possible.  6.  There is a ‘problem spot’ where the roof lines meet and dump lots of water and ice.  7.  I want to incorporate the following features and specific plants if possible.

These thoughts and many more are a good way to start the conversation.

At your initial consultation visit, I will walk the site with you and discuss all aspects of your project.  We will discuss your needs and tastes as well as a host of other pertinent subjects such as product choices, our suggestions, permitting if needed, etc.  I always suggest that you come to this meeting prepared.  Prepare for the meeting by having a list of your goals clearly made out as was mentioned above, and also have a budget in mind.  I could design a million-dollar landscape for you, but if you are more reasonable than that, as I am, then let me know some thoughts on it.  Keep in mind that I, as the designer, do not do cost estimating because this is always done by your installation contractor, but I can design your plan to be a more reasonably priced solution if requested.  There will almost always be options that can be chosen, even after the plan is completed, that can reduce costs too.  These can be things such as choosing smaller plan sizes or choosing less expensive hardscaping materials.  At the end of this initial consultation appointment, the designer will quote you a price for your individualized plan.  If you decide to go ahead with the planning process, you will be required to pay the first half of the design fee before any design work commences.  This includes the measuring of the site by the designer.  So, please have the first half of the design fee on hand so that the designer can start immediately with measuring your site.  If not, of course you can always think it over and get back to me.  I’ll get started as soon as you’re ready.

It's always a good idea to be present when the designer is taking site measurements.  This way, I can inform you of some design choices such as where the retaining wall may be located, how the steps will curve up a slope or any number of other things.  Having you present on site during the measuring will help to streamline the design process.  It is not necessary though.  If you are there, please try to leave the designer alone to concentrate as much as possible without interruptions and just be available for questions and discussions if needed.

A plan will be drawn up and will usually appear to be fairly ‘complete’.  This will be referred to as the “Preliminary Plan”.  The preliminary plan will be emailed to you in PDF format for you to closely review.  This first preview of the plan is when you may make as many changes to the plan as you desire.  After that, subsequent versions of the plan will allow you to make ‘minor’ changes without incurring any additional hourly design fees.  Minor changes are considered to be things such as a plant variety changes.  Minor changes are NOT things that involve basic layout changes or hardscape changes.  If you make ‘major’ changes after the first preview, you may be subject to additional hourly design rates.

As your Landscape Designer, I will be in contact with other subcontractors as needed for your project(s), or I will refer you to other contractors as needed.  Some items on your plan will require that you contact another specialist (such as having a deck designed by a carpenter).  I will place the deck on your plan, but the final deck design is to be done by a carpenter.  Other contractors may include DES permitters, surveyors, irrigation contractors, fencing contractors, etc. I may refer you to other contractors for you to hire separately as your circumstances dictate.  Landscape design projects often do involve bringing in other professionals.  If you want a granite light post, for example, an electrician needs to inspect it during installations.  If you want to have a fenced area, a fencing company will be called in.  This is the usual process and is to be expected.  For example: The plan will show things such as the location for the desired fence, but the final fence details are to be done by that contractor.  These other contractors can be brought in after the plan is completed in many instances.  For instance, I can place your future garage on the plan, but of course it is to be designed by others.

When your plan is deemed to be ‘final’ by you, then you will owe the second half of the Landscape Design Fee.  It is at this point that the proposal for your project can be done by your installation contractor.  I will be glad to send the plan to any contractor you choose.  I, as the designer, do not do any costing or proposals.  

I, as your Landscape Designer, may be available for an hourly rate for any work needed after the plan is finalized.  Typically, I might be hired for tasks such as meeting with the installation crew to review the plan and answer questions.  Also, I can paint out (on the ground) the locations and outlines of certain features on the plan such as where the outline of the walk or patio is, etc.  

I think you will appreciate the Landscape Design process that I implement and see just how valuable of a communication tool it is.  You can get ‘apples to apples’ bids from contractors, or you can do the work yourself.  It’s a win-win!