How to Write a Snow Removal Contract That Wins Clients

While the sweeping drifts of snow that winter brings about are undoubtedly a blessing for snow removal companies, removing all that snow is no easy feat. As beautiful as the snow-laden landscapes might appear, clearing it takes serious time and effort. That’s where your business (and contracts) come in. 

If you’re a snow removal or landscaping company, one of the most effective ways to grow your business and secure that sought-after steady revenue during the chillier months is by offering well-structured snow removal contracts. Without well-thought-out contracts, you might struggle with low-margin jobs and stop-and-go cash flow. If that sounds like you, it might be time to rethink your strategy. 

Drafting winning snow removal contracts doesn’t have to be overwhelming or take hours upon hours. In fact, it shouldn’t! With a bit of know-how, you can produce top-notch, hard-to-refuse snow removal contracts in no time. Here’s how to make a snow removal contract that clients just simply can’t resist!

Learn How to Create a Snow Removal Contract That Works

What is a Snow Removal Contract, and Why Do You Need One?

A snow removal contract is a documented agreement between you and your client on what your particular service actually covers. It’s there for the purpose of helping ensure that all parties know exactly what to expect, when services will be done, and how the payments are to be made.

A well-structured snow removal agreement offers all sorts of benefits, including:

• Ensuring consistent cash flow through the winter months
• Limiting misunderstandings and disputes that could arise from vague language or unrealistic expectations
• Protecting your business by outlining clear liability and insurance clauses

With one of these well-written contracts in place, you’ll save time and effort, setting your business up for smoother operations and more satisfied customers. 

How Do Snow Removal Contracts Work?

There are different types of snow removal contracts, all targeting different client needs. The specific workings of each contact vary based on the type. The most typical snow removal contracts include:

Per Push/Per Event Contract

A per-push or per-event contract charges clients only when snow removal services are necessary. In most cases, the services are triggered when snow accumulates to a set depth, such as 2-4 inches. 

This type of contract is ideal for properties with unpredictable snowfall. It allows the client to only pay for the services rendered, potentially saving them money on a seasonal contract they might not use to the fullest. 

Seasonal Contract

A seasonal contract is one with a fixed price that encompasses the entire snow season, usually extending 3-5 months out of the year. Sometimes, these contracts will span multiple years for added stability for both parties. 

With this option, clients get predictable costs they can factor into their budgets. It’s best for areas with more consistent winter weather and budget-conscious customers who prefer to plan their expenses. 

Full-Service Contract

A full-service contract offers comprehensive coverage, including plowing, shoveling, de-icing, and similar snow management services. With this option, clients don’t have to sweat the details. Instead, you take care of it all for them. 

This type of agreement is perfect for clients who want complete peace of mind and need all-inclusive snow removal solutions. 

Time and Materials Contract

A time and materials contract, as the name implies, bases its pricing on time spent, materials used, and the amount of snow removed during each service. This model is more flexible for the client since they’ll only pay for the services rendered, but it’s a bit riskier for the contractor since it depends heavily on unpredictable snowfall amounts. 

Time-Based Contract

The name of time-based contracts gives them away—pricing is based on time. Generally, it’s a predetermined fee for snow removal during a specific timeframe, such as the entire winter season. This sort of contract is more popular among commercial clients who require consistent snow removal services throughout the season to ensure safety and accessibility. 

How to Write a Snow Removal Contract That Wins Clients

Writing a contract that truly speaks to the needs of the clients doesn’t have to be an insurmountable task. It doesn’t need to be complicated, but it does need a few must-have inclusions. Here’s how to make a snow removal contract that wins clients:

1. Add Business and Client Information

First things first, clearly identify your business and client information. Your business information should include the basics, including your business name, logo, address, phone number, email address, and insurance and license information. 

The client’s information should include their basic details, including their name, address of the property, and contact information. This sets the stage for the clarifying information you’ll provide later in the contract.

2. Define the Scope of Services

Next, focus on the scope of the services. What will you provide as part of the contract? This could include:

• Snow plowing
• Shoveling sidewalks
• De-icing or salting
• Snow removal from parking lots or roofs

Pro tip: A property map works wonders when clearly defining the area of service. It’s a handy visual tool that definitively illustrates what areas of the client’s property your services will apply to.

3. Set Clear Service Triggers

Outline definitive service triggers. How much snow needs to fall before your services will kick in? Will you respond in weather emergencies, like ice storms or blizzards?

This is the time to iron out these details. Determine your snowfall accumulation thresholds, such as two inches or more. Additionally, let your clients know how you’ll respond in weather emergencies, like an ice storm that doesn’t bring any snowfall but coats their property in a sheet of ice. 

4. Describe Performance Standards

Now that you’ve defined when you’ll respond, set expectations for response time and quality service. Think this through carefully because you’ll need to consistently follow through on your promises. Don’t make any lofty promises you can’t keep—that only sets you up for failure. 

You might say:

• “Snow removal within four hours after the snow stops falling.”
• “De-icing immediately after clearing the snow.”
• “Shoveling completed immediately after plowing.”

Let your clients know what they can expect from you. Again, be cautious about giving time frames because if you have more than a few clients who expect you to complete their property within it, you might not be able to fulfill your promises. 

5. Include Payment Terms

Provide the prices and payment instructions your clients will need to use. The details will probably vary based on the type of contract but might include:

• Price models: Peak season flat, event-related charges, per-hour charges
• Payment frequency: Month-to-month, bi-weekly, one-time
• Methods accepted: Credit cards, checks, and transfers

Learn more: Snow removal pricing formulas and how much to charge

6. Add Liability and Insurance Clauses

As is the case for most businesses, liability and insurance clauses are a must. So, when drafting your contract, include clauses that protect your business against any mishaps. You should:

• Clearly state who is responsible for damages that might occur during snow removal.
• Provide proof of your insurance coverage.
• Add a hold-harmless agreement to shield your company from liability in case of accidents on the client’s property.

These clauses help clearly define responsibilities, limiting the risk of disputes in the unfortunate event of property damage or accidents. Insurance coverage can help boost client confidence in your professionalism and preparedness, and hold-harmless agreements shield your business from liability for unforeseen incidents (like a slip-and-fall accident) that occur after your services have been completed. 

So, they’re a must-have because they protect both the client and your business. 

7. Highlight Optional Add-On Services

If your client is choosing a service that doesn’t include your full scope of services, now is your time to shine. Upsell additional services you offer to boost your revenue. Give your client a quick rundown of optional offerings, such as roof snow removal, ice melt applications for sidewalks, or even 24/7 emergency snow clearing services. 

This way, you give the client the opportunity and flexibility to customize their snow removal package to their unique needs. Plus, you let them know about offerings they might’ve been completely unaware of—it’s a win-win!

Pro Tip:  Upsell your add-on services (or whichever services aren’t in the package your client chose) to increase your revenue.

8. Set Cancellation Terms

Next, steer your focus to the event that your client cancels the contract. Your contract should clearly define the rules for canceling the contract. In including this, you protect your revenue and manage expectations. 

For example, let’s say you require a 30-day notice period for cancellations, which you include in the contract. If your client were to cancel without providing that notice, you would charge them X amount in a termination fee (include this in your contract, too).

9. Include a Property Description

Provide a detailed description of the property to avoid miscommunication and similar mishaps that arise from differing expectations. This should include the size and scope of whatever areas you’ll be responsible for clearing, including parking lots, driveways, sidewalks, and entrances. 

Throw in a few photos or diagrams of the property to ensure things are crystal clear and minimize the risk of disputes. 

Pro Tip:  Make things clear by adding labeled photos of the property for additional clarity and documentation. 

10. Finalize with Signatures

Wrap things up with a section for signatures. Every contract should have a space for these to make it legally binding. Leave designated spaces for both your representative’s signature and date as well as the client’s signature and date. 

11. Review and Customize

Before you send your contract over to the client, proofread it. A contract riddled with grammar, spelling, and accuracy errors doesn’t particularly reflect well on you, so take a few minutes to review it. If you’re using a premade template, double-check that you’ve added details to suit the specific property and client needs. 

Once you’re done, glance through it one more time. Your attention to detail demonstrates professionalism, and since it usually only takes a few minutes to review a contract for glaring errors, it’s well worth the extra time. 

12. Deliver and Follow Up

Last but not least, deliver your contract in person or via email. Walk your client through the terms and conditions to ensure they’re on board with every aspect of the contract. Remember to let your client know that you’re available to review it with them or answer any questions as they arise.

After sending it, give your client two days to review it and address any questions or concerns. If you don’t hear back, follow up with a quick email or phone call to showcase your commitment to outstanding customer service. Be kind and courteous, giving the client the space and time they need to review it without feeling like you’re breathing down their neck and making them decide right away. 

Residential vs. Commercial Snow Removal Contracts

The type of property you’re servicing can significantly impact your contract. So, if you serve both residential and commercial customers, be prepared to tweak your contracts to adapt. Here’s a quick overview of what might look different:

Residential Snow Removal Contracts

Residential contracts usually cater to residents in whatever city you’re serving. They might live in single-family homes, condos, or small residential complexes. These clients often lean toward shorter-term agreements. They might prefer your per-push, seasonal, or full-service contract tailored to their property size and budget. 

Commercial Snow Removal Contracts

Commercial properties like grocery stores, office complexes, hospitals, apartment complexes, and government buildings often require more extensive services. They often lean toward full-service agreements that cover everything from sidewalk snow removal and entrance clearing to parking lot and roadway plowing. 

They might favor your time-based, full-service, or seasonal agreements that ensure consistent maintenance and safety during the winter months. 

Making Snow Removal Contracts a Breeze with Housecall Pro

Let’s face it—writing contracts for your snow removal business can feel like shoveling snow in a blizzard: time-consuming and frustrating. But it doesn’t have to be that way. Housecall Pro gives you the tools to create, send, and manage contracts so effortlessly you’ll wonder how you ever did it the old-school way.

Here’s how we make the process simple and stress-free:

Get Signatures Without the Paper Chase

Remember the days of printing contracts, chasing signatures, and scanning them back into your system? Yeah, we don’t either. With digital signatures, you can send contracts for legally binding signatures in seconds. It’s as simple as clicking a button—no pen, paper, or waiting involved.

Tailor Contracts to Fit Every Job

Every snow removal job is unique. One customer might need their driveway cleared while another needs a parking lot maintained all winter. Housecall Pro’s custom fields let you include all the nitty-gritty details, like specific service areas or pricing. Think of it as building the perfect snowplow for each client’s needs.

Keep Everything in One Place

Have you ever sent a contract and then had to email three follow-ups with additional info? With file attachment options, you can include all the extras—insurance details, service maps, or terms—right in the original contract. It’s like packing all your snow gear in one bag: nothing gets left behind.

Give Clients a One-Stop Shop

Clients love simplicity. With the client portal, they can view, sign, and store their contracts online. It’s their personal snow removal HQ, keeping everything they need just a few clicks away. No more digging through emails or papers—everything is neat, tidy, and ready to go.

Set it and Forget it with Automated Follow-ups

Forgotten contracts are a thing of the past. Automated follow-ups are like friendly reminders that keep everything on track, whether it’s an unsigned contract or a renewal that’s coming up. Think of it as your virtual assistant giving clients a polite nudge.

Handle Contracts from Anywhere

Snow doesn’t wait, and neither should your contracts. Whether you’re at a job site or grabbing coffee, you can create, review, and send contracts straight from your phone. It’s like having your office in your pocket.

Make Payment Terms Crystal Clear

Nobody likes awkward payment conversations. Housecall Pro lets you tie payment terms directly into the contract, so everyone’s on the same page. Clients know what’s due, and you can sit back knowing you’ve got your bases covered.

Track Everything Without Breaking a Sweat

Wondering who’s signed, who hasn’t, or when a renewal is due? Reporting tools make it easy to keep tabs on every contract. It’s like having a snowplow that clears the way for you to focus on growing your business instead of chasing paperwork.

Recurring Service Plans

Housecall Pro supports creating service agreements that can function as ongoing contracts, helping snow removal businesses build customer loyalty and generate steady income throughout the year.

Secure More Snow Removal Contracts With Housecall Pro

Creating professional, detailed contracts doesn’t have to be a headache. With the right approach, you can craft stellar contracts for snow removal that stand out from competitors, build trust with clients, and ensure steady revenue all winter long. 

And when you’re ready to take your snow removal business to the next level, Housecall Pro has tools to help. With these tools, you can streamline your business, reduce disputes, and focus on what you do best—delivering outstanding snow removal services. Your contract is more than just paperwork; it’s a reflection of your professionalism and dedication to your clients. 

Take the next step in growing your business with Housecall Pro’s snow removal software. It boasts all sorts of handy features, including easy contract creation, streamlined invoicing, and efficient scheduling to help you save time and boost client satisfaction. Give it a try today and discover how simple managing your snow removal business can be with a free 14-day trial.

Share this on:

• Facebook
• Twitter
• LinkedIn