You finally have a detailed proposal file in your inbox and a number at the bottom that makes your stomach flip. Maybe it is higher than you hoped. Maybe it looks temptingly low and you cannot tell what is missing. Either way, the document is dense with plant codes, notes about stone not yet selected, and a schedule that mentions weeks you already promised for a graduation party. You are not failing if you feel lost. Most homeowners see a landscape proposal only a few times in life, while a professional team writes them every week.
This article gives you a calm way to read that packet if you live in Pittsburgh or the surrounding townships we serve from our Cheswick operations base and our Millvale Outdoor Living Studio. It mirrors how we talk about listening first, planning clearly, and building with intent on our introduction to the Eichenlaub design build process page and in our broader landscape design overview. Nothing here is legal advice. It is a practical checklist so you ask better questions before you sign.
Start with the story the site tells
A strong proposal should reflect a site story you recognize. That means sun and shade patterns, slope, existing trees you want to keep, utilities you already know about, drainage quirks after heavy rain, and how you actually move across the yard when you carry groceries or chase a dog. If those details are absent, the price may be built on guesses that get expensive later as change orders.
Compare what you read to what you told the team during your first walk. If you mentioned a soggy corner every spring and the write up never references grading, swales, or pipe work, pause. Our article on outdoor drainage maintenance can help you describe symptoms in plain language before you go back to the designer.
Separate design fees from build numbers
Some proposals bundle design and construction into one figure. Others split a design or planning deposit from the install total. Neither approach is automatically wrong, but you should be able to point to the line where drawings end and shovels begin. If you cannot find that line, ask for it in writing.
Design work might include base plans, planting plans, material palettes, and revisions. Build work should reference quantities, sizes, depths, and installation standards for patios, walls, steps, and lighting. When lighting appears only as a single allowance with no fixture count, ask what happens if you add path lights after the trenching is finished. Our landscape lighting service page describes the kind of detail that belongs in a complete scope.
Read the plant list like a budget, not a poem
Botanical names matter because they lock the species. Common names alone can hide mismatched expectations. Check caliper or container size for trees, spacing for mass plantings, and whether seasonal color is included for the first year only or on a longer rhythm. If you see “assorted perennials,” ask how many individual plants and what happens if one cultivar is unavailable during procurement.
If your goals include lower maintenance or more habitat value, tie those words back to the list. Our sustainable landscapes page explains how we think about resilient plant communities in Western Pennsylvania. Use that language when you ask whether the proposal matches your values or simply repeats last year’s popular shrubs.
Hardscape numbers need units you can picture
Square feet of patio, linear feet of wall, depth of base material, and drainage pipe size should appear somewhere. “Flagstone patio” without area is not enough to compare bids apples to apples. If one proposal assumes a concrete base and another assumes compacted gravel only, the prices will not mean the same thing even if the bottom line looks close.
When you want to feel materials before you commit, plan a visit to the Outdoor Living Studio so stone and wood samples match what the drawing promises. That step often prevents expensive swaps after construction starts.
Phasing should name what happens in each chapter
Large properties frequently split into phases so you can spread cost and live through less mud at once. A good phased proposal states what is included in phase one, what depends on weather or permit timing, and what must wait because another trade still needs access. If phase two is vague, ask what triggers it and whether design fees cover revisions when you pause between phases.
If you are trying to align construction with spring growth or fall establishment windows, read our notes on timing in when does landscaping season start so your expectations match realistic crew scheduling in this climate.
Allowances are placeholders, not promises
An allowance is a budget bucket for something not fully specified yet, such as a fountain kit or a specialty gate. Treat each allowance as homework. Ask what happens when the real selection costs more or less than the placeholder. Ask whether shopping trips are included or whether you are expected to pick materials on your own timeline.
Warranty and care notes belong in the same conversation
Ask how long plant material is covered and what watering you must provide so that coverage stays valid. Hardscape warranties often address workmanship rather than natural stone variation. If long term care matters to you, compare the proposal to what we describe under residential landscape management so you know whether a separate maintenance agreement is wise after the install crew leaves.
Questions worth emailing before you approve
- Which items require a permit or utility locate, and who schedules those steps?
- What happens if we hit unexpected rock or poor soil when we dig?
- How many revision rounds are included in the design fee?
- Which line items assume irrigation work, and should we coordinate with irrigation services separately?
- What is the payment schedule, and when does the clock start for each phase?
When you are ready to talk with Eichenlaub
Bring your proposal draft, photos, and a short list of must haves and nice to haves. If you want background on our team first, read who we are and browse portfolio projects that feel close to your site. General policy questions often appear on frequently asked questions. When you want a direct line, use contact and mention that you are reviewing a proposal so we can route you efficiently.
Reading carefully does not mean you need to become a contractor. It means you enter the project as a partner who knows which parts are firm, which parts are flexible, and which parts still need a real conversation. That is how outdoor spaces stay on budget, on time, and true to the way you actually live.