Landscaping Employee Handbook Template

Running a landscaping business means managing outdoor crews, heavy equipment, and seasonal fluctuations — often across multiple job sites each day. A landscaping employee handbook helps you document safety procedures, equipment protocols, and the policies that protect your crew, customers, and business.

This guide covers everything you need to include in a landscaping-specific handbook, plus a free template to get you started.

Why landscaping companies need a specialized handbook

Generic employee handbooks don't address the unique hazards and operational challenges of landscaping work. Your business has specific needs that standard templates miss:

• Equipment safety — Mowers, trimmers, chainsaws, and other power tools
• Chemical handling — Pesticides, herbicides, and fertilizers require proper training
• Heat illness risks — Outdoor work in summer heat requires specific protocols
• Vehicle operations — Trucks, trailers, and equipment transport
• Customer property — Working on private property with unique access needs
• Seasonal workforce — Managing layoffs and rehires each year

A landscaping-specific handbook addresses all of these while helping you avoid workplace injuries, equipment damage, and customer complaints.

Download the template

Get started with our free employee handbook template. It includes all the standard sections, which you can customize with landscaping-specific policies.

This is our general template. Add the landscaping-specific sections outlined below to make it complete for your business. Need help? See our step-by-step handbook guide. Also check out our construction handbook template for additional outdoor safety policies.

Key sections for landscaping handbooks

Beyond standard handbook content, landscaping companies need these specialized sections:

Equipment safety procedures

Power equipment causes serious injuries when used improperly. Your handbook must document safe operating procedures:

Mower operation

• Walk the area first to identify debris, holes, and obstacles
• Never operate on wet grass or slopes steeper than [X] degrees
• Keep bystanders at least 50 feet away during operation
• Disengage blades before crossing driveways or sidewalks
• Never leave running equipment unattended
• Perform daily inspection before first use (blades, belts, fluid levels)

Trimmer and edger safety

• Wear safety glasses and hearing protection at all times
• Check line guard before each use
• Keep firm grip with both hands during operation
• Watch for thrown objects — keep others clear of work area
• Never use damaged or worn line

Chainsaw protocols

• Only trained and authorized employees may operate chainsaws
• Required PPE: chaps, face shield, hearing protection, cut-resistant gloves
• Two-person minimum for any tree work
• Check chain tension and sharpness before use
• Establish drop zone and clear area before cutting
• Never cut above shoulder height

Heat illness prevention

Outdoor work during summer months creates serious heat illness risks. California and other states have specific heat illness prevention requirements:

Water requirements

• Fresh, cool water available at all times
• Minimum one quart per employee per hour
• Water must be in a location employees can easily access
• Encourage drinking water frequently, even when not thirsty

Shade and rest

• Shade must be available when temperatures exceed 80°F
• Shade area large enough for all employees on break
• Employees may take preventative cool-down rest when needed
• Rest breaks do not count against other break time

Heat illness symptoms

• Heat cramps: Muscle pain or spasms — move to shade, drink water
• Heat exhaustion: Heavy sweating, weakness, nausea — rest, cool down, hydrate
• Heat stroke: Hot dry skin, confusion, unconsciousness — call 911 immediately

Seasonal employment policies

Most landscaping businesses have busy and slow seasons. Clear seasonal policies prevent misunderstandings and help retain good workers:

Season expectations

• Typical season: [March through November] (adjust for your region)
• Hours may vary based on weather and workload
• Overtime common during peak spring and fall seasons
• Reduced hours or temporary layoff possible during slow periods

End of season

• Advance notice of seasonal layoff when possible
• Final paycheck includes all earned wages and unused PTO (if applicable)
• Equipment return and checkout procedures
• Information about unemployment insurance

Rehire policy

• Returning employees in good standing have priority for rehire
• Contact information must be kept current during off-season
• Returning employees must complete any updated training
• Seniority for scheduling based on total seasons worked

Template vs. digital handbook

Landscaping crews work across multiple job sites and rarely return to an office. They need access to policies and safety information in the field:

Frequently asked questions

What should be in a landscaping employee handbook?

A landscaping handbook should include equipment safety procedures, pesticide and chemical handling policies, heat illness prevention, vehicle and trailer operation rules, customer property protocols, seasonal employment terms, uniform and PPE requirements, and crew communication procedures.

What safety training do landscaping employees need?

Landscaping employees need training on power equipment operation (mowers, trimmers, chainsaws), pesticide application if applicable (state certification may be required), heat illness prevention, proper lifting techniques, PPE usage, trailer and vehicle safety, and emergency procedures for injuries on job sites.

How do landscaping companies handle seasonal employment?

Seasonal employment policies should clearly state the expected season duration, rehire preferences for returning workers, how layoffs are communicated, any benefits that continue or end during off-season, and expectations for availability when the season resumes. Document these clearly to avoid misunderstandings.

Do landscaping employees need pesticide licenses?

It depends on your state and the type of applications. Many states require a commercial pesticide applicator license for anyone applying restricted-use pesticides or applying for hire. Some allow unlicensed workers to apply under a licensed supervisor's direct supervision. Check your state's Department of Agriculture requirements.

How do I get crew members to acknowledge the handbook?

Have each employee sign an acknowledgement form confirming they've received and read the handbook. For seasonal workers, get new acknowledgments at the start of each season — policies and equipment may have changed.