How to Plan a Commercial Landscape Installation Project in Chicagoland

As a property manager, developer, or business owner of a Greater Chicago commercial facility, you’re always looking to improve the appearance of your site and better serve your visitors.

Whether customers come to a retail facility, tenants live and use the amenities at an HOA, students attend an educational institution, workers and businesses report to an office park or industrial facility, or patients visit a healthcare site, you can’t sacrifice aesthetics, safety, and function when refining your commercial grounds.

While you may have a grasp on the commercial landscape maintenance services you need regularly, you might feel a bit lost when it comes to commercial landscape design/build, what these services entail, what they can do for your property, and how to get started with any landscape installation or landscape construction projects.

Table of Contents

• What Is Commercial Landscape Installation?
• Why It’s Smart to Hire a Company That Offers Both Design/Build and Maintenance
• Elements to Include in a Commercial Landscape Construction Contract
• Getting Your Property Ready for Landscape Installation
• Working With Your Project Manager During Landscape Construction
• How to Conduct a Final Walkthrough After Landscape Installation
• Maintaining Your Landscape After Installation: Protecting Your Investment
• Partner With a Trusted Commercial Landscape Design & Build Firm in Chicagoland

Bringing in a professional commercial landscaping company can help you plan for these projects – whether big or small – and appropriately budget dollars and time for them.

In this guide, we’ll cover the entire commercial landscape construction process from start to finish so you can better understand what it entails and properly and professionally plan for the best outcome for your facility.

What Is Commercial Landscape Installation?

Commercial landscape installation refers to the design and construction of outdoor spaces for business, municipal, and institutional properties. This can include planting trees and shrubs, installing turf, constructing hardscapes like walkways and retaining walls, building drainage systems, and setting up irrigation and lighting.

Unlike residential landscaping, commercial projects must account for greater usage, safety standards, accessibility, and local regulations — especially in a region like Greater Chicago where climate extremes and zoning rules can vary widely by municipality.

This process is often referred to as “design/build”, meaning one company handles both the landscape design and the physical installation. For many commercial property managers, working with a design/build firm streamlines the project from planning through execution.

Property Types That Benefit Most

• Commercial landscape construction is commonly used for:
• HOAs and multi-family developments upgrading shared spaces
• Retail centers improving curb appeal and flow
• Industrial parks enhancing security and access
• Medical and institutional campuses complying with safety and ADA standards
• Municipal parks or public-facing facilities requiring aesthetic upgrades

Whether the goal is to refresh an entryway, meet drainage code requirements, or build a full outdoor amenity space, commercial landscape installation is about creating safe, functional, and lasting improvements to high-traffic properties.

Why It’s Smart to Hire a Company That Offers Both Design/Build and Maintenance

You know the stakes are high if you manage or own a Greater Chicago commercial property. First impressions matter, and your property’s landscape greatly communicates professionalism and business acumen.

But as you think about upgrading, renovating, or adding new outdoor spaces, you may have one big question: Should I hire a company that handles commercial landscape design/build and maintenance? Let’s explore why this combination can be a game-changer.

Commercial landscapes, as you know, can’t just look good; they also need to function efficiently and safely to attract tenants, guests, and customers and stand up to Chicago’s unpredictable weather.

When you choose a company that can handle landscape construction and maintenance, you’re setting your property up for long-term success. There are quite a few benefits to choosing a company that can do both:

Greater Efficiency and Site Knowledge

By the time the design/build team you work with is finished with the installation, they will already know the ins and outs of your commercial property. This familiarity ensures that their maintenance plan is tailored to your site.

Chicago-Ready Seasonal Expertise

Chicago winters can be brutal, while summers can be hot and humid. Spring can be wet, and fall can be a mixed bag. A unified team understands what’s needed to keep your property thriving year-round, from choosing the right plants for drought and salt tolerance to keeping your property clean.

Fewer Mistakes and Budget Control

When one company handles key services for you, you eliminate miscommunication between teams, reduce redundancies, and avoid costly mistakes like overwatering on the maintenance side or poor plant selection on the design/build side. You’ll also have a partner who understands how to stay within your budget without sacrificing results.

Long-Term Performance and Plant Survival

You have a large commercial property with big landscape beds, open green spaces, and paved walkways. If a maintenance company is unfamiliar with the newly installed low-maintenance plants, you could end up with dead plants due to incorrect watering or pruning — resulting in unexpected replacement costs and lost curb appeal.

Key Elements to Include in a Commercial Landscape Construction Contract

Successful landscape construction projects start with a detailed agreement that sets expectations and protects your investment — especially when working on complex commercial properties in Greater Chicago, where weather and municipal regulations can affect timelines and processes.

When comparing proposals from potential partners, make sure your contract covers more than just basic pricing. It should be clear, complete, and built to help your project stay on track from start to finish.

What to Include in Your Landscape Contract

The commercial landscape contract should clearly define what your landscape service provider will do — from design and grading to planting, irrigation, and hardscape construction.

You should see a detailed project timeline with milestones, material specifications (plant types, hardscape materials, etc.), and work standards, including compliance with industry best practices and local building codes.

Budgeting, Payment Terms, and Scheduling

A well-structured contract should include a full breakdown of costs, including labor, materials, applicable taxes or permits, and a clear payment schedule. This often includes percentages due at the project’s start, midway point, and completion.

It should also outline your project’s anticipated duration, factoring in seasonal constraints and site access. This level of clarity allows both parties to plan confidently and avoid surprises.

Permits, Insurance, and Local Compliance

In Chicagoland, your contract should spell out who is responsible for securing necessary permits and ensuring compliance with local ordinances. This includes things like stormwater management plans, detention pond compliance, and tree preservation regulations.

You’ll also want confirmation that your landscape contractor carries proper liability and workers’ compensation insurance to protect you in the event of accidents or damage during the project.

Red Flags to Watch Out For

If a company requests full payment upfront or offers no written contract at all, these are serious warning signs. Other red flags include vague scopes of work, missing communication expectations, or a lack of clarity around who handles permitting and compliance.

You should also steer clear of providers who can’t show proof of adequate insurance — this can put your organization at risk of liability costs if something goes wrong on-site.

Getting Your Property Ready for Landscape Installation

Once you know what kind of commercial landscape design services near Chicago you’re embarking on and have signed a contract, it’s time to prepare for the start of the project.

Your level of preparation can also change based on your property type, so working with a professional who understands municipal landscaping, for instance, can really help.

Whether you’re revitalizing an existing space, starting from scratch, or renovating sections of your site, there are some steps you can take to streamline the process and ensure a smooth, efficient project.

Site Clearance and Crew Access

You want your commercial site to be ready for the installation crew.

This work may involve clearing debris, such as removing any trash or things in a way that could impede project progress.

It will also include marking utility lines, such as gas, electricity, and water, to prevent accidental damage during installation. Your commercial landscape professional may help you do these clearing or marking tasks; ask about this upfront to prepare you.

Utility Marking and Staging Areas

If your commercial landscape construction company needs areas set aside for parking, materials, and equipment, you’ll want to designate parking spaces or close off some pedestrian spaces to ensure safety for both your service provider and your property's guests.

Communicate With Your Stakeholders

You want to involve key stakeholders, including owners, other property managers, tenants, and other interested parties, in the upcoming project.

Include information about the project timeline, especially if access to certain areas will be restricted or noisy equipment will be used during certain hours.

Reviewing Permits and City Regulations

Your commercial landscape design/build firm should be able to check local regulations for your project and keep you posted on things like permits needed for hardscape elements.

They should also adhere to city ordinances and keep you abreast of these issues so you are comfortable and confident knowing the project meets municipal requirements.

Pre-Construction Assessments

Your project may begin with a visit from your commercial landscape construction professional as they assess the state of some elements on your site and identify any obstacles.

These can include soil testing to determine pH levels and nutrient content. They can also involve a drainage assessment to identify areas prone to pooling water.

This process may also include an inventory of any existing elements, such as trees, shrubs, or hardscapes, that you want to remove and replace or incorporate into the new design.

If you're tackling a particularly large commercial project, safety assessments and other tasks may be incorporated because of the extended timeline and scope of work. Regarding public spaces like playgrounds, safety considerations will be an extensive part of the design and installation process to ensure compliance and reduce liability.

Working With Your Project Manager During Landscape Construction

Clear and consistent communication with your landscape construction team ensures your project stays on schedule, meets your standards, and avoids preventable delays.

Once work begins, communication with your commercial landscape construction company is your next step to ensure you stay in sync with how the project is progressing.

Some of this will depend on the size of your project—a small enhancement may not need much oversight beyond confirmation of initiation or completion. In contrast, larger projects require regular, comprehensive communication, especially if subcontractors or municipal oversight are involved.

Let’s examine how to maintain clear communication so you can stay informed and promptly address any challenges.

Establishing a Communication Schedule

Your commercial landscape contract will outline a regular update schedule from the start.

This may include weekly check-ins to discuss projects, upcoming tasks, or issues. Alternatively, you may want more interaction and request brief daily reports via email or text to stay aware of fast-moving project elements.

You can also ask for photos to visually represent the progress.

Whatever you agree to at the beginning should be adhered to by your commercial service provider to ensure you remain informed throughout the project.

Tracking Project Milestones

Work with your landscape construction company on the critical phases of the installation that you want them to share.

These milestones can include site preparation to ensure grading, debris removal, and utility marking are done according to your specifications. They can also outline a planting schedule to confirm key plant or turf installation dates. They can even identify hardscape progress for essential elements like patios, walkways, or retaining walls.

These updates can help you monitor whether your project is on schedule so you can check in on areas you're most concerned about and keep key stakeholders updated on progress.

Asking the Right Questions

As a project manager, you are always encouraged to ask about the work's specifics. This proactive approach shows you’re invested in your commercial landscaping for businesses. This can also help resolve issues faster.

Some questions to keep in mind:

• Are materials being delivered on time?
• Are we facing any weather-related delays, and how are we handling them?
• Are there any unexpected site conditions, such as poor soil quality or drainage issues?

Be Clear About Your Expectations

Commercial landscape design services near Chicago are investments, so you should communicate your standard preferences to your service provider.

These can include things like:

• Quality Checks: Clarify how and when you want to review work for quality assurance.
• Aesthetic Goals: Ensure your commercial contractor understands your vision for the project's final look.
• Disruption Management: Discuss how the project team will minimize disruptions to tenants, customers, or business operations.

Remain Flexible But Firm

Challenges are inevitable, especially in Greater Chicago’s unpredictable climate.

Flexibility is a good thing, but you should also be firm on essential aspects of the landscape architecture project.

For instance, regarding deadlines, you can negotiate reasonable extensions if necessary but hold the team accountable for avoidable delays.

Concerning budget, monitor costs carefully to avoid overcharges, especially for add-ons or unforeseen conditions.

Document Everything

Don’t be afraid to keep records of your communication and project updates. You can do this by maintaining a shared document or email thread that summarizes key discussions and decisions.

Save your photos, invoices, and receipts for reference and potential warranty claims.

Discuss Long-Term Plans Early

It’s never too early to discuss maintaining your commercial landscape design/build project after completion. This is the best way to ensure your investment is well-protected and has an extended life.

Your commercial service provider should be able to discuss what maintenance tasks are necessary to keep your property looking great year-round.

How to Conduct a Final Walkthrough After Landscape Installation

Once your commercial landscape construction project is complete, a thorough walkthrough with your service provider should occur. This is your opportunity to ensure every detail meets your expectations.

This is a collaborative process between the landscape contractor and the property manager, so navigating the walkthrough means being prepared with your key questions.

Review the Original Landscape Design Plan

Before stepping outside, ask your commercial landscape contractor to review the original design plan and identify any deviations or modifications from the initial proposal.

Key Questions to Ask:

• Can you walk me through how each element of the plan was implemented?
• Were any adjustments made due to unforeseen site conditions?

Inspect Hardscaping and Structural Features

Your next walkthrough point of focus will be hardscaping and structural features, such as paths, patios, retaining walls, and other hardscapes. These landscaping for business areas are critical for both function and appearance, so how they look and how they are installed matter on your commercial site.

Check the paths and edges for alignment, stability, and cleanliness.

Key Questions to Ask:

• Are the materials durable and appropriate for Greater Chicago’s climate?
• Were the hardscapes installed with proper drainage to avoid pooling or erosion?

Examine Plants and Turf Installation

Review the trees, shrubs, grasses, and seasonal plantings installed across the property. Evaluate their health, spacing, and adherence to the design.

Key Questions To Ask:

• Are all plants in healthy condition and properly spaced for growth?
• Do the plant selections match the approved design and meet any special requests? 
• Can you explain the maintenance requirements for these plants moving forward?
• Are any of the plants part of a low-maintenance landscape design?

Test Irrigation and Drainage Systems

Proper water management is essential to your landscape’s long-term performance. Your provider should demonstrate how irrigation zones are set up and how water is being directed away from structures and walkways.

Key Questions To Ask:

• Can we discuss how the irrigation zones operate and adjust?
• Are there any areas where water pools or runoff occurs?
• Can we discuss maintenance plans that include seasonal adjustments and spring and winter startup and shutdowns?

Evaluate Landscape Lighting

Outdoor lighting contributes to safety, visibility, and nighttime appeal. If your installation includes lighting, conduct a site visit during the evening hours if possible.

Key Questions To Ask:

• Are all fixtures positioned and functioning properly?
• How do we adjust the timers or sensors for seasonal changes?
• Is that part of our maintenance plan moving forward?

Request Final Documentation and Support

Your walkthrough should also include receiving final documentation that helps you manage warranties, seasonal adjustments, and future maintenance.

Key Questions To Ask:

• Can you provide warranties, maintenance guides, and care schedules?
• Will you offer a follow-up visit to assess plant establishment or system performance?
• Who should I contact if I notice issues after today’s walkthrough?

Maintaining Your Landscape After Installation: Protecting Your Investment

Completing a commercial landscape installation is a major milestone — but long-term success depends on how you care for that investment after the work wraps up.

Whether you manage a medical facility, HOA, retail center, or industrial campus in Greater Chicago, your post-installation goal is the same: preserve the function and appearance of your new landscape while staying on budget and avoiding costly rework.

The sooner you implement a proactive maintenance strategy, the better. Waiting until issues arise — such as poor plant health or irrigation failures — can lead to higher costs and reduced curb appeal.

Why It Pays to Maintain Your Installation Right Away

Some property managers delay maintenance during the first year, thinking warranty coverage is a safety net. But warranties are often limited, and most plant health issues are caused by avoidable factors like poor watering or missed inspections.

KD Landscape emphasizes early intervention — whether it's adjusting irrigation zones, reinforcing plant health with strategic pruning, or inspecting drainage to prevent erosion.

We’ve found that consistent, knowledgeable upkeep during the first 6–12 months makes a dramatic difference in long-term cost control and site appearance.

How Strategic Maintenance Supports Your Business Goals

Maintaining your property’s landscape is about more than keeping things tidy. Here’s how it directly supports your bottom line:

• Increased Professionalism & Property Value: A consistently clean and healthy landscape sends a message of attention to detail and care — values that reflect positively on your business or brand.
• Tenant & Customer Satisfaction: Whether you manage a multi-tenant facility or a retail location, a visually appealing property contributes to retention, satisfaction, and positive perception.
• Risk Reduction: Proper maintenance reduces liability risks. Clearing sightlines, managing stormwater, and maintaining walkways can help prevent injuries and safety complaints.
• Operational Efficiency: When the same company that built your landscape also maintains it, they bring insight into plant selection, system setup, and intended design performance — reducing the risk of miscommunication and plant loss.

Set the Stage for Success with a Maintenance Plan

At KD Landscape, we encourage commercial property managers to discuss post-installation maintenance before the project is complete. This allows us to:

• Proactively schedule site inspections
• Monitor warranty-covered plant and turf performance
• Adjust systems seasonally (especially for Chicagoland’s extreme weather shifts)
• Ensure ongoing safety and aesthetic quality

Our team works with property managers to create tailored plans that address your specific property needs — including snow and ice removal, seasonal pruning, stormwater management, and year-round plant care.

Partner With a Trusted Commercial Landscape Design & Build Firm in Chicagoland

We hope this guide has helped clarify what goes into a successful commercial landscape installation — from choosing the right partner and creating a clear contract to preparing your site, managing construction, and ensuring long-term success with a solid maintenance plan.

At KD Landscape, we specialize in landscape design/build projects exclusively for commercial properties in the Greater Chicago area. We’ve worked with property managers across a wide range of sites — from HOAs and industrial campuses to retail centers and medical facilities — and we understand how to meet high standards under real-world conditions.

Our team is responsive, proactive, and focused on making your life easier by delivering reliable results you don’t have to chase down. Whether you need a full installation or want to transition smoothly into ongoing maintenance, we’re ready to help.

It's important to research which landscape company in Greater Chicago is a good fit for your commercial property. Having trouble with this process? We’d love to help you and learn more about your facility. Get started today with an on-site consultation. We’ll review your options together so you can feel confident and make a great choice.