Property manager & HOA pitch builder

Make a short list of managers and HOAs in your service area. Send each one a short email that offers a free walk-through, with a one-page capability sheet attached. Follow up a few days later. When they say yes, walk the property, then send a written plan with prices. This tool writes the email, the sheet and the follow-up for you.

Most HOAs have a board and many use a management company. The community manager is often the person who hires vendors and brings bids to the board. If there is no manager, contact the board president or the landscape or grounds committee.

In plain terms: proof of insurance, a crew that shows up when it says it will, clear written prices, one person to call, and fast help after a storm. They also need paperwork that is easy to pass on to an owner or a board, which is what the capability sheet is for.

A one-page summary of your company: who you are, where you work, what services you do, your insurance and your contact details. Managers keep it on file and pass it to owners or boards. Print it to PDF from this page and attach it to your email.

It is up to you. A starting price helps the manager judge fit quickly, but every property is different. This tool lets you add a sample annual plan price, clearly marked as a starting point, or leave prices out and offer a free walk-through instead.

Work out what one visit costs you to do well, using your crew cost, equipment, disposal and margin. Our tree job estimator helps with that. Multiply by the number of visits per year. Some companies give a small discount for a signed yearly agreement because the work is steady. The numbers in this tool are starting points only, change them.

Many commercial clients ask to be named as an additional insured on your liability policy. Ask your insurance agent what it costs and how fast they can issue a certificate. Only tick that box in this tool if it is true for you. Short explanation, not legal or insurance advice.

Be careful. Texting rules in the US are strict, and a cold marketing text can get you into trouble. Send the follow-up text only to someone who gave you their cell number and said texting is fine, for example after a call or a walk-through. For a cold contact, follow up by email or phone instead. Short explanation, not legal advice.

A simple plan is: the email, a follow-up a few days later, then one more a week or two after that. Stop if they say no. Keep each message short and offer the same easy next step: a free walk-through.

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