Describe the bed before ordering plants
Start with a wide picture that shows the full edge of the bed. Mark existing plants to keep and show how they sit against the proposed planting space. If a previous planting has been removed, show the soil and any part of the bed that has been compacted or covered. Where there is an obstruction, give a separate close picture so preparation can be considered before the planting date is set.
Keep plant supply and planting as separate decisions. If the plants are already chosen, share the labels and sizes and say when they can be on site. If you want supply included, agree the list before booking. Mark the places where each group will go and identify what should remain available for access. A bed beside a path may need a different stopping line from a bed that reaches a fence.
Agree who will look after the new planting and how they will reach it. The person responsible for aftercare should know which plants have been put in and which parts of the bed have been changed. The quote can identify a separate aftercare arrangement where one is agreed. Keep a copy of the planting layout so later requests can distinguish existing plants from anything added during the visit.
Give each bed an identifier if several will be planted. A view looking along the edge helps show how close the proposed plants sit to a path or gate. Add a photo of labels or a list if you already have the plants. If you want advice on supply, describe the outcome rather than assuming the same plant suits every spot. Make the final plant list part of the agreed scope. At handover, record the areas changed and who will carry out aftercare. If the property will be empty after planting, agree who can look after the bed during that period.
Prepare the bed and agree aftercare
For shrubs, the RHS planting guidance for trees and shrubs explains assessing soil conditions and planting with the top of the rootball level with the surrounding surface. Use that as a basis for discussing the agreed plants and their placement. Aftercare is the owner’s responsibility unless separately agreed. Keep plant labels and the final layout for that handover.
