Quick rules
- A scope change is anything not listed in the signed estimate/agreement.
- All scope changes require written approval (text or email). No verbal approvals.
- No work outside the original scope will proceed without written approval.
- Hidden conditions may require a pause, photos, options, and written approval before we continue.
Reminder: For definitions and notice timing rules used across policies, see policies. Written notices sent outside business hours are treated as received at 8:00 AM CT on the next business day. Please confirm receipt.
What counts as a scope change
A scope change is anything that is not listed in your signed estimate/agreement.
Your estimate/agreement (Square documents) is the starting scope. Any additions or changes must be approved in writing and added to the official record.
Common landscaping examples of scope changes include:
- Extra grading or leveling beyond what was included
- Expanding square footage for sod, turf, rock, mulch, topsoil, or other materials
- Adding or extending edging or borders
- Additional drainage work (extra trenches, additional catch basins, extra pipe runs, or tie-in changes)
- Adding new areas, beds, or installation zones not listed in the agreement
- Material substitutions or upgrades requested after signing (which can change lead times and cost)
Note: We do not assign pricing in this policy. Pricing is handled through written approvals and updated Square documents.
Written approval required (no verbal approvals)
All scope changes require written approval by text or email. Verbal approvals are not valid.
Written approval must clearly state:
- What is being added, removed, or changed
- That the change can affect the price and/or schedule
Official approval channels:
- TODO[CONFIRM: What is the official business phone number for texts?]
- TODO[CONFIRM: What is the official business email for approvals?]
Clear rule: No work outside the original scope will proceed without written approval.
Change thresholds and documentation
We use the following standard thresholds to keep changes clear and documented:
- Changes ≤10% of the original contract amount: may be added with written approval and updated line item notes.
- Changes >10%: a formal change order is required (still approved in writing by text/email, with updated Square documents).
- Changes >20% OR adds a new service category/type: an updated estimate/agreement is required, and the project may need to be rescheduled.
These thresholds protect both parties by ensuring larger changes are documented and agreed to before work continues.
Schedule and material impact
Scope changes can affect:
- Start dates and crew scheduling
- Completion timelines (especially for multi-day projects)
- Material availability and vendor lead times
- Delivery scheduling and staging
If a change affects timing, we will confirm a revised schedule in writing.
Hidden conditions and how we handle them
Hidden conditions are issues discovered after work begins that were not visible or known during estimating.
Common hidden conditions include:
- Irrigation issues (broken zones, poor coverage, buried heads, wiring issues)
- Buried debris/construction waste (rock, concrete, old edging, trash)
- Shallow private lines (low-voltage wire, irrigation wiring, homeowner-installed lines)
- Unexpected soil/base/grade conditions (soft spots, heavy clay behavior, compaction needs)
- Drainage tie-in limitations (no viable discharge point/slope constraints)
When hidden conditions are found, the process is:
- Pause (when necessary for safety or quality)
- Document the issue (usually photos)
- Propose options to address it
- Get written approval before proceeding
How changes are documented (source of truth)
The official record of project scope is:
- Signed estimate/service agreement
- Written change approvals (text or email)
- Updated Square documents/invoice line items
If there is ever a question about what was approved, we refer to the items above as the source of truth.
Reminder: For definitions and notice timing rules, see policies. Written notices sent outside business hours are treated as received at 8:00 AM CT on the next business day. Please confirm receipt.
What this policy does not cover
This policy covers scope changes and how they are approved and documented. It does not replace other policies:
- Deposit tiers and payment timing: see Deposits & Payments Policy.
- Cancellations, rescheduling, and refunds: see Cancellations & Rescheduling Policy.
- Warranty rules and defect reporting: see Warranties Policy.
- Project-day expectations (arrival windows, access, multi-day work, etc.): see Project Guidelines Policy.
For site-wide definitions, see /policies/.
Definitions and notice timing
M-F 9am to 5pm. Written notices sent outside business hours are treated as received at 8:00 AM CT on the next business day. Please confirm receipt.