The landscaping crew handoff checklist

The crew needs the right address and the current scope. Check that site notes, customer commitments, and the latest approved plan refer to the same job. Make revisions visible so an old printout does not become the working instruction.

• Property address, site contact, and arrival window.
• Access instructions, parking arrangements, and customer preferences.
• Approved scope and current plan or reference photos.
• Questions that still need an owner’s or customer’s decision.

Review the crew assignment against the work planned for the day. Then confirm the equipment and materials required for that scope. A purchase order is not the same as a confirmed pickup: check what is actually ready and where the crew should collect it.

• Crew lead and assigned people.
• Truck, trailer, and equipment assignments.
• Plant varieties, sizes, and quantities checked against the approved list.
• Pickup location, timing, contact, and any shortage or substitution needing approval.

Separate confirmed items from unresolved ones. Give each open dependency a responsible person and a decision time. If the missing item prevents useful work, the office should review the schedule before dispatching the crew.

• Materials and equipment availability confirmed.
• Site access and timing confirmed.
• Required project approvals reviewed by the responsible team member.
• Crew lead knows where to find the current job details.

Rain, delayed materials, or a changed scope can affect more than one job. Review the revised date alongside pickups, equipment reservations, customer commitments, and crew assignments. Confirm who received the change and record the next action before considering the update complete.

• Keep the reason for the change with the job.
• Update affected commitments and assignments.
• Use the agreed team communication channel.
• Get acknowledgment from the person responsible for the next step.