Introduction

1. Grass Cut Guidelines Introduction

2. Objectives In this module you will learn about: • Lawn Service Guidelines • Reporting Lawn & Lot Size • Bidding Expectations • Reporting Damages • Photo Documentation • Time Frame Compliance

3. Lawn Care Service Guidelines • Cut all grass to two inches maximum in height • Rake and remove all clippings from the property including sidewalks, driveways, lawns, etc. • Trim weeds from the fence lines, foundation of the home, driveways, and flower beds without damaging the existing plants • Do not submit a bid to provide any of the services above, complete as part of the grass cut work order

4. Lot & Lawn Area Document the lot and lawn size on all grass cut work orders. Use a measuring wheel and websites such as the county auditor's website or Zillow to get exact measurements of the lot. Subtract the size of the house from the lot size to get the lawn area. Refer to specific client guidelines to find the allowable for height of grass and size of lot that can be cut. For instance, some clients have a 12” allowable, meaning the grass would be cut if it is 12” or under, and bid if over 12”. Or, some clients ask that if a lot is over 1 acre, the first acre is cut and the rest is bid (Or it may ask to complete a full cut on the entire lot and you will be paid additional monies). Refer to client specific guidelines or call your processor for clarification.

5. Calculating Size Measurements • • Lot size is calculated by the total square footage of the property including all dwelling structures and driveways • • Lawn area is calculated by subtracting the size of the dwelling structures from the lot size. • For example: • The Lot Size is 200x200’ = 40,000sqft • The House Structure is 50x30’ = 1,500sqft • The Lawn Area Size is 40,000 – 1,500 = 38,500sqft

6. Lot Conditions Always be sure to report the height of the grass before cutting it. If this information is not provided, the client may not pay for the work completed. This is why it is so important to always include ALL requested information the FIRST time. *The below list is common lot conditions and their definitions. If you go to a property and it does not have “normal” grass, document the condition using one of these terms.

7. Bid Conditions Submit bids to perform grass cuts under the following circumstances: • Height of grass exceeds client allowable • Lot size exceeds client allowable (if there is no allowable to cut a perimeter, etc.) • Measurement discrepancies exist between the current and previously reported lot size affecting the pricing allowable • The work order specifically requests to bid to perform work instead of completing the assignment

8. Bid Guidelines Include the following information on all bids: • Property lot size • Property lawn area size • Grass height • Bid for initial cut • Bid to re-cut • Provide substantial photo documentation supporting the bid, lawn size, and height of grass.

9. Reporting Damages It is so important to READ EACH WORK ORDER. Some grass cuts require entering the interior of the property to take photos documenting the condition and bidding on all issues/damages. However, if the grass cut does not require entry inside the home, exterior damages need to be documented as well. Submit a damage report every time you come across any damages at a property. Photo Guidelines • Provide sufficient photos for each damage reported

10. Photo Documentation Lack of proper photo documentation is one of the main reasons for receiving follow-ups. Provide photo documentation to support the height of grass, lot size, lawn area size, and completion of work. Provide full, wide-angled photos taken from the same angle of the front, back, and sides of the house. Photos should clearly show the grass has been cut. It is recommended to use a grass cut checklist. Please refer to the “Forms & Docs” in PPW for a grass cut checklist.

11. Photo Expectations Upload a minimum of 12 photos with each grass cut completion. Address Photo • 1 photo of the house address Street Sign Photo • 1 photo of the street sign Before Photos and After Photos: 4 photos capturing the lawn on each side of the property before the grass cut and after the grass cut (total of 8 photos) • 1 photo of the front yard • 1 photo of the back yard • 1 photo of the right side yard • 1 photo of the left side yard Action Photos: 2 photos capturing the lawn being mowed • 2 action photos

12. Photo Documentation Properties over a ¼ acre may need more than 12 photos to properly document the size of the lawn and to support the cost of the grass cut. If no work is completed, provide detailed notes as well as sufficient photos to support the lot condition being reported. Bid photos cannot be used as “before” photos when completing grass cut bid approvals. When a grass cut is not needed due to limited growth, provide photos documenting that the grass height is less than 2 inches. If an abundance of exterior debris obstructs the grass cut, provide photos demonstrating the location, quantity, and extent of the debris.

13. Time Frame Compliance Complete grass cut assignments by the due date specified on each work order. If there is any reason why the grass cannot be completed by the due date, call the Orders Department IMMEDIATELY to alert them of the delay. Rain is a common reason as to why grass cuts cannot be completed by the due date. Failure to communicate may result in the order being reassigned. The Vendor who failed to completed the grass cut on time or communicate any delays may be issued a chargeback. ALWAYS alert Universal immediately of any delays with work orders. Universal has a zero-tolerance policy for grass cuts that are cancelled by the client due to lateness. Any Vendor who has a grass cut order reassigned due to lateness will be held responsible for any violations that may occur as a result.

14. Thank you for Completing this Module! During this module you learned about: • Lawn Service Guidelines • Reporting Lawn & Lot Size • Bidding Expectations • Reporting Damages • Photo Documentation • Time Frame Compliance