You’ve scheduled a landscaping consultation. Finally, the outdoor space you’ve been picturing is about to become real.
But what should you actually ask? How do you tell if a landscaper can handle what you’re envisioning? And how do you avoid ending up like your neighbor, six months into a project that’s nowhere near done and looks nothing like the plan?
Most people show up to consultations, flip through portfolios and cross their fingers. Bad idea.
At The Site Group, we’ve spent 30 years transforming properties across the Miami Valley. We know what makes the difference between a stunning result and a frustrating disaster.
This article walks you through nine questions that will guide your decision making. The answers will reveal whether a landscaper has the skills, process and integrity to deliver what you want.
Why a Landscaping Consultation Is Important
A landscaping consultation is the foundation of any successful outdoor project, especially when you’re planning a significant investment in your property.
Just like you wouldn’t build a house without blueprints, this planning step is crucial to the success of your project. A proper landscaping consultation ensures your vision aligns with what’s actually possible on your property. It’s where dreams meet reality in the best possible way.
During a landscaping consultation, a qualified landscaper evaluates your property’s unique characteristics, such as soil conditions, drainage patterns, sun exposure, existing vegetation and how your outdoor space connects to your home. These factors directly impact what can be built, where it should be placed and how much it will cost.
But it’s not just about the physical space. A good consultation reveals whether a landscaper truly understands your lifestyle and how you plan to use your outdoor areas.
Are you envisioning:
- Intimate family dinners on a covered patio?
- A resort-style pool surrounded by native plantings?
- An outdoor kitchen for entertaining?
The consultation is where you share these goals and gauge whether the landscaper can bring them to life.
For homeowners investing in a major project, the consultation also answers critical questions about the team’s process. You’ll discover how they approach design, what level of communication you can expect during the build and whether they offer maintenance services to protect your investment long-term. Without this conversation, you’re essentially hiring blind.
A thorough consultation saves you time, money and frustration. It prevents costly redesigns, ensures realistic timelines and helps you avoid landscapers who overpromise and underdeliver. Most importantly, it gives you confidence that you’re partnering with professionals who will transform your outdoor space into something extraordinary.
With that in mind, here are the nine questions you should ask during a landscaping consultation, and what you want to hear.
Question 1: What’s Your Landscaping Experience?
Experience matters, especially when you’re investing in transforming your property.
When you ask about a landscaper’s experience, dig deeper than just years in business.
- Have they completed projects similar in scale and complexity to yours?
- Do they have specific expertise with the features you’re envisioning, such as custom pools, extensive hardscaping or intricate outdoor lighting systems?
The best landscapers will walk you through their background with confidence and specificity. They’ll share relevant examples that demonstrate their capabilities.
What you want to hear: A landscaper should discuss projects that align with your vision and budget range. They should speak knowledgeably about technical challenges in large-scale installations. If they’ve worked on properties with similar characteristics to yours (challenging terrain, specific soil conditions or drainage issues), that’s a strong indicator they can navigate potential obstacles.
Red flags to watch for: Vague answers, reluctance to discuss specific projects or a portfolio consisting mostly of small maintenance jobs when you’re planning a major transformation.
Question 2: Can You Provide References or Portfolio Samples?
A landscaper’s portfolio is a visual résumé. It shows you what they’re capable of creating and gives you insight into their design aesthetic, craftsmanship and attention to detail.
Examine the details of the photos.
- Are the paver patterns precise?
- Do the plantings look thoughtfully composed?
- Is there evidence of creative problem-solving, like terraced retaining walls on sloped properties or innovative drainage solutions?
These details reveal whether a landscaper simply installs features or truly designs cohesive outdoor spaces.
What you want to hear: A confident presentation of recent projects similar to yours, with high-quality photos showing completed work from multiple angles. The landscaper should be able to walk you through their design decisions and explain how they solved challenges specific to each property. They should also readily provide client references you can contact.
Red flags to watch for: Reluctance to share specific project examples, low-quality or outdated portfolio images or projects that don’t match the scope of what you’re planning. If they can’t show you work that demonstrates they’ve successfully completed projects at your investment level, that’s a clear warning sign.
Question 3: What Is Your Design Process?
Understanding a landscaper’s design process tells you whether they’re organized professionals or winging it project by project.
A solid design process ensures your vision translates accurately from concept to completion. The best landscapers follow a structured approach that includes thorough site analysis, collaborative design development, detailed planning and clear communication at every stage.
At The Site Group, our process follows three key phases: dream, develop and delight. We start with an on-site consultation where our designers learn about your vision, goals, budget and timeline. Then we create high-quality 3D concept drawings that help you visualize the possibilities before any shovel hits the ground. This eliminates guesswork and costly surprises during construction.
What you want to hear: A clear, step-by-step explanation of how they move from initial consultation to finished project. The landscaper should describe how they conduct site analysis (evaluating soil conditions, drainage, sun exposure and existing features). They should explain their design revision process and how many rounds of changes are included.
For large-scale projects, you also want to know how they handle project phasing if needed, coordinate with other contractors and manage timelines. A professional firm will have answers ready because they’ve refined their process over dozens of projects.
Red flags to watch for: Vague descriptions like “we’ll figure it out as we go” or an unwillingness to share their process. If they can’t articulate how they take a project from consultation to completion, you’ll likely experience confusion and miscommunication during your build.
Question 4: What’s the Timeline for the Project?
Timeline matters, especially when you’re planning around events or simply eager to enjoy your new outdoor space.
A professional landscaper should provide a realistic timeline for every phase, from design and permitting to material procurement and installation. For large-scale projects, expect several months from initial consultation to completion.
What you want to hear: A detailed breakdown of each phase with estimated timeframes. Your landscaper should explain what factors could affect the timeline (weather delays, material lead times for custom elements and permit approvals).
They should also describe how they’ll keep you informed. At The Site Group, we provide regular updates and follow an agreed-upon schedule so you always know what’s happening and when.
Red flags to watch for: Vague answers like “it depends” without explaining specifics, or unrealistically short timelines that suggest they’re rushing to win your business. A landscaper promising to complete a major transformation in just a few weeks likely isn’t accounting for quality craftsmanship or proper design development.
Question 5: Do You Have Experience With Native Plants?
Tired of babying plants that struggle to survive Ohio’s weather roller coaster? There’s a better way, and it’s using native plants to create low-maintenance landscaping. They’re smart landscaping that reduces maintenance costs, supports local ecosystems and thrives in Ohio’s climate.
A landscaper experienced with native plants understands which species work best in the Miami Valley region. They know that plants like purple coneflower, black-eyed Susans and Ohio buckeye are adapted to local soil conditions and weather patterns. They require less water, fewer fertilizers and minimal pesticides once established, which saves you money and maintenance time while creating a sustainable landscape.
Native plants also provide critical habitat for pollinators, songbirds and beneficial insects. They have deeper root systems that improve drainage and prevent erosion, which is especially valuable for properties with challenging topography or drainage issues. For high-end landscapes, natives can be incorporated beautifully alongside cultivated varieties to create visual interest while maintaining ecological benefits.
What you want to hear: Specific examples of native plants they’ve successfully used in local projects and why they selected them. Your landscaper should be able to discuss how they balance native species with other design elements to achieve both aesthetic appeal and environmental benefits.
Red flags to watch for: Dismissing native plants entirely or only offering generic non-native options without considering your property’s specific conditions. A landscaper who can’t discuss the benefits of native plants or how to incorporate them may not be thinking about the long-term health and sustainability of your landscape.
Question 6: What Ideas Do You Have for My Outdoor Space?
This is where you separate visionaries from order-takers.
A great landscaper should listen to your ideas and then elevate them to an entirely new level. During your consultation, they should walk your property, ask thoughtful questions about how you’ll use the space and start thinking creatively about possibilities you may not have considered.
- Maybe you mentioned wanting a patio, but they suggest positioning it to capture sunset views while incorporating a pergola for shade and a built-in fire feature for extending the season.
- Perhaps they see an opportunity to create multiple outdoor rooms, such as an intimate dining area, a lounge space with a water feature and a separate zone for morning coffee.
- They might identify how to solve drainage issues while adding visual interest with terraced plantings.
What you want to hear: Specific, thoughtful suggestions based on your property’s unique characteristics. Your landscaper should reference things they observed during the consultation, such as the slope of your yard, existing trees worth preserving, sight lines from your home or areas that need privacy screening.
Red flags to watch for: Generic suggestions that could apply to any property, or worse, simply agreeing with everything you say without adding professional insight. If a landscaper can’t offer creative ideas or improvements to your initial vision, they’re not bringing expertise to the table, they’re just taking orders.
Question 7: What Is the Estimated Cost and Payment Structure?
Money conversations can feel uncomfortable, but transparency about costs is essential for a successful project.
A professional landscaper should provide a detailed, itemized estimate that breaks down costs by category. These could include things like design fees, materials, labor, permits and any additional services. The estimate should specify materials by name and quality level, not just generic descriptions, so you know what you’re paying for.
Payment structure matters as much as the total cost. Many reputable firms require a deposit to begin design work, followed by progress payments tied to project milestones rather than a large upfront payment. This protects both you and the landscaper, ensuring work progresses as planned before additional funds change hands.
What you want to hear: A transparent breakdown of all costs with clear explanations. Your landscaper should discuss how they handle potential cost variations, i.e. what happens if material prices change or unexpected site conditions require adjustments? They should also explain their payment schedule up front.
Red flags to watch for: Vague estimates without itemization, pressure to pay large sums upfront before work begins or reluctance to put pricing in writing. If a landscaper can’t clearly explain their costs or seems evasive about budget discussions, that’s a serious warning sign. Also be wary of estimates that seem unusually low. Quality materials and skilled craftsmanship cost money, and lowball bids often lead to cut corners or change orders later.
Question 8: Are You Licensed and Insured?
While Ohio doesn’t require state-level landscaping licenses for general installation work, professional landscapers should carry comprehensive insurance coverage. At a minimum, they need general liability insurance and workers’ compensation if they have employees.
General liability protects you if something goes wrong during the project. If a crew member accidentally damages your home’s siding, breaks a window or causes injury to someone on your property, their insurance covers it. Workers’ compensation ensures that if an employee is injured on your property, you’re not held liable for medical expenses or lost wages.
What you want to hear: Clear confirmation that they carry current general liability and workers’ compensation insurance, and a willingness to provide certificates of insurance before work begins. Professional firms will readily share this information and ensure you’re listed as an additional insured on their policy for the duration of your project.
Red flags to watch for: Reluctance to discuss insurance, vague answers about coverage amounts or inability to provide proof of insurance. If a landscaper isn’t properly insured and something goes wrong on your property, you could be held financially responsible.
Question 9: How Will Maintenance Be Handled?
Your investment doesn’t end when installation is complete. Ongoing maintenance is what keeps your landscape looking stunning year after year.
A comprehensive maintenance plan protects the value of your investment. Without proper care, even the most beautifully designed landscape can deteriorate quickly. Plants need pruning, irrigation systems require seasonal adjustments, hardscaping needs periodic cleaning and sealing and your entire outdoor space benefits from regular professional attention.
Ask how the landscaper approaches long-term maintenance. Do they offer annual service packages that cover everything from spring cleanup and mulch installation to fall leaf removal and winter preparation? What about regular visits throughout the growing season for pruning, weeding and plant health assessments?
What you want to hear: A clear explanation of their maintenance services and how they’re structured. At The Site Group, we offer professional garden services designed to honor your original design and keep your space looking fresh season after season. Our maintenance packages are customized for each property and include essential services like edging beds, selective pruning, weed control, plant health assessments, spring and fall cleanups, mulch installation, and even seasonal container programs for year-round color.
Red flags to watch for: “We don’t offer maintenance services” or vague answers about ongoing care. If your landscaper designs and installs but doesn’t maintain, you’re left scrambling to find someone who understands your landscape’s specific needs and the designer’s original vision.
What Happens After A Landscaping Consultation
After completing consultations with potential landscapers, take time to compare what you’ve learned. Consider the quality of their portfolio, the thoughtfulness of their design ideas, how well they communicated throughout the consultation and whether they demonstrated genuine understanding of your goals.
Pay attention to how you felt during each consultation.
- Did the landscaper listen carefully, or just talk at you?
- Did they ask insightful questions about your lifestyle and property?
- Did they offer creative solutions you hadn’t considered?
Trust your instincts because you’ll be working closely with this team for months. Check references, especially from clients who completed projects similar in scope to yours. Ask those references about communication during the build, how the landscaper handled unexpected issues and whether the final result matched expectations.
Making Your Decision
Once you’ve gathered all this information, choose the landscaper who demonstrated the strongest combination of experience, creativity, transparency and professionalism. The right partner will make your project smoother, protect your investment and deliver results that exceed your expectations.
What Happens When Site Group Does a Landscaping Consultation
At The Site Group, the consultation is where your outdoor transformation begins, and it’s much more than a quick walkthrough.
The On-Site Meeting
One of our experienced designers visits your property to see your space in person and understand your vision. During this meeting, we ask detailed questions to clarify what matters most to you:
- How do you want to use the space?
- What’s your lifestyle like?
- Do you entertain frequently, or prefer quiet family time?
- What’s your budget and timeline?
While we’re talking, we’re also carefully assessing your property. We observe sun exposure throughout the day, evaluate drainage patterns, note existing features worth preserving and identify opportunities you may not have considered. We take measurements, photos and document everything needed to create an accurate design and begin discussing what you’d like to see in your conceptual design. Whether that’s a simple two-dimensional plan or a more detailed rendering, we tailor the approach to your needs and budget.
What You Walk Away With
By the end of the consultation, our designer has everything needed to start developing a conceptual design that addresses the problem you’re trying to solve and aligns with the budget you’ve allocated. This early concept may evolve over multiple visits and refinements before moving into a proposal or final plan. There’s no pressure, just a clear understanding of possibilities and next steps.
What Comes Next
After the consultation, we build out the agreed-upon conceptual design—whether 2D or a higher-level rendering—and provide a transparent proposal for your project with clear pricing. This is all part of our “dream, develop, delight” process, where the consultation is the critical first step in creating an outdoor space you’ll love for years to come.
Start Your Landscaping Consultation With Confidence
The consultation gives you confidence that you’re working with a team that listens, understands your goals and has the expertise to deliver exceptional results from design through installation and ongoing maintenance.
By asking these nine essential questions, you’ll quickly identify landscapers who have the experience, process and expertise to transform your outdoor space into something extraordinary. And separate them from those who simply can’t deliver at your level.
When you’re ready to start your landscaping journey with a team that offers proven design expertise, exceptional craftsmanship and comprehensive maintenance services, The Site Group is here to help you bring your vision to life.
Schedule your free design consultation today and discover what’s possible for your outdoor space.
