How Landscaping Companies Find Property Manager Emails

Why Commercial Contracts Transform Landscaping Businesses

Residential lawn care is competitive, seasonal, and often a race to the bottom on pricing. Commercial landscaping contracts, on the other hand, offer larger contract values, more predictable revenue, and longer contract terms. A single commercial property management contract can be worth as much as 20 to 50 residential accounts.

The key commercial clients for landscaping companies are property management firms, homeowner associations (HOAs), commercial real estate companies, apartment complexes, office parks, and retail centers. Landing these contracts requires reaching the property manager or facilities director who makes landscaping decisions.

Easy Email Finder helps landscaping companies find these decision-maker emails by searching for property management firms and commercial properties in their service area.

Finding Property Management Company Emails

Property management firms manage multiple properties, which means landing one relationship can lead to contracts for multiple locations. Here is how to build your prospect list:

• Search "property management companies in [city]" for residential and commercial property managers
• Search "real estate management in [city]" for firms managing commercial properties
• Search "apartment complexes in [city]" for multi-family housing managers
• Search "HOA management in [city]" for homeowner association management firms
• Search "commercial real estate in [city]" for office and retail property managers

A mid-sized metro area might have 50 to 100 property management firms, each managing anywhere from 5 to 100 properties. Building a complete list of these firms costs $15 to $25 and gives you access to decision makers who control millions of dollars in annual landscaping budgets.

Targeting HOAs and Community Associations

HOAs are one of the most valuable segments for landscaping companies. There are over 370,000 HOAs in the United States, managing common areas, entrances, medians, and community green spaces that all require professional landscaping.

Many HOAs are managed by professional management companies, which you can find through the property management searches above. Others are self-managed by volunteer board members. For self-managed HOAs:

• Search "homeowners associations in [city]" or "community associations in [city]"
• Search for the neighborhoods themselves, as many HOAs have simple websites with contact information

HOA contracts are typically annual with automatic renewal, making them highly predictable revenue. A single HOA contract for a 200-home community might be worth $3,000 to $8,000 per month.

Commercial Property Outreach

Beyond property management firms, reach out directly to businesses with visible landscaping needs:

• Office parks: Search "office buildings in [city]" or "business parks in [city]"
• Retail centers: Search "shopping centers in [city]" or "strip malls in [city]"
• Hotels: Search "hotels in [city]" for hospitality properties with grounds to maintain
• Churches and schools: Search "churches in [city]" or "private schools in [city]"
• Medical facilities: Search "hospitals in [city]" or "medical offices in [city]"

These properties often hire landscaping companies directly rather than through property managers, and the person who makes the decision is usually the office manager or facilities coordinator.

Writing Effective Landscaping Sales Emails

For property management firms: "Hi [Name], I run [Company Name], a commercial landscaping company serving [area]. We specialize in property management accounts and currently maintain [number] properties in [city]. Our clients value our reliability, detailed reporting, and competitive pricing. I would love to discuss how we can support [Company Name]'s properties. Do you have 10 minutes for a call this week?"

For HOAs: "Hi, I am [Name] from [Company Name]. We provide landscaping and grounds maintenance for several HOA communities in [area], including [community name if you have one]. We understand the unique needs of community associations, including board communication, seasonal planning, and budget-conscious service delivery. I would be happy to provide a free property assessment and competitive bid for your community's landscaping needs."

For commercial properties: "Hi [Name], I noticed [Property/Business Name] on [street] and wanted to introduce our commercial landscaping services. We serve [number] commercial properties in [area] and specialize in [specific service like year-round maintenance, irrigation, or snow removal]. Can I stop by for a quick walkthrough and provide a free estimate?"

Seasonal Bidding Strategy

Commercial landscaping contracts are typically awarded at specific times of year. Time your outreach to align with the bidding cycle:

• October-November: Property managers solicit bids for the upcoming year. This is the most important outreach window.
• February-March: Spring cleanup and seasonal contracts are finalized. Second most important window.
• Year-round relationship building: Even outside bidding seasons, stay in touch with property managers. When their current landscaper disappoints, you want to be the first call they make.

Scaling Your Commercial Landscaping Business

A landscaping company that systematically prospects 100 property managers and commercial properties per month will grow faster than one relying solely on referrals. At $0.25 per email, monthly prospecting costs $25. One new commercial contract worth $2,000 per month pays for four years of prospecting in the first month.

Use Easy Email Finder's CSV export to load prospects into your CRM, track follow-ups, and manage the bidding process. For companies expanding into new service areas, simply run the same searches in new cities and suburbs.

For more on writing effective outreach emails, read the complete guide to cold email prospecting. And if you are also looking to find emails for digital agencies that serve property management firms, see our post on finding digital marketing agency emails.

Start building your commercial prospect list today with the 5 free lookups on Easy Email Finder.