Hiring a landscape contractor for a significant outdoor project — whether it's a new patio, a full backyard renovation, planting a tree line, or installing an irrigation system — is a meaningful investment in your property. In North Carolina, the law requires landscape contractors to be licensed through the NC Landscape Contractors' Registration Board (NCLCRB). Knowing how to find, vet, and hire a properly licensed contractor protects both your investment and your property. This guide is an independent informational resource and is not affiliated with the NCLCRB or any government agency.
Start With License Verification
Before you request a quote, consider a proposal, or sign anything, verify that any contractor you are considering holds a valid NC landscape contractor license. This is the single most important step in the hiring process. A license confirms that the contractor has passed the required examination, met experience requirements, and is accountable to the NCLCRB.
Ask every contractor you are considering for their license number. A legitimate, licensed contractor will provide this number readily — it is a standard professional credential and nothing to be defensive about. Once you have the license number, verify it directly with the NCLCRB. The board maintains records of active licensees and can confirm whether a given license number is valid, current, and in good standing, or whether it has been suspended, revoked, or has lapsed.
Do not rely on a contractor's website, business card, or verbal assurance as proof of licensing. These are easy to misrepresent. Verification means contacting or checking with the NCLCRB directly. This step takes only a few minutes and can save you significant trouble later.
Ask for Proof of Insurance
A valid landscape contractor license is necessary but not sufficient on its own. You should also require proof that the contractor carries adequate general liability insurance before allowing any work to begin on your property.
General liability insurance covers property damage and bodily injury caused by the contractor's operations. Without it, if a worker is injured on your property or the contractor's equipment damages your home, you may face costs that are difficult to recover. Ask the contractor for a Certificate of Insurance (COI), which is a document summarizing their coverage, including the policy limits and the policy's effective dates.
Review the COI to confirm:
- The coverage type includes general liability
- The policy is currently active and has not expired
- The coverage limits are reasonable for the scope of work you are having done
- The name on the policy matches the contractor's business name
For larger projects, consider asking to be added as an additional insured on the contractor's policy for the duration of the work. This provides an extra layer of protection if a claim arises.
Workers' compensation insurance is also relevant if the contractor has employees working on your property. Ask whether the contractor carries workers' comp coverage. In NC, employers with three or more employees are generally required to carry workers' compensation insurance. If a worker is injured on your property and the contractor does not have workers' comp, you could potentially be exposed to a claim.
Get Multiple Written Quotes
For any project of meaningful scope, obtain written quotes from at least three licensed contractors. This serves two purposes: it gives you a realistic sense of the market price for the work you want done, and it gives you an opportunity to evaluate how different contractors communicate, approach the project, and present their proposals.
When soliciting quotes, provide each contractor with the same description of the project. Standardizing the scope makes the quotes more directly comparable. Ask each contractor to break down their quote by major components — materials, labor, equipment — so you can see where the costs are coming from and make apples-to-apples comparisons.
Be cautious about automatically choosing the lowest bid. A bid that is substantially below all others may indicate that the contractor is cutting corners, using inferior materials, underestimating the scope of work, or planning to request change orders once the project is underway. Price is an important factor, but it should be weighed alongside the contractor's qualifications, experience, references, and the detail and clarity of their proposal.
Review the Contract Carefully
Never agree to landscape work without a written contract, regardless of the size of the project. A proper contract protects both you and the contractor by clearly documenting what was agreed upon. Before you sign, read the contract in full and make sure it addresses the following:
Scope of work. The contract should describe in specific terms what work will be performed, what materials will be used (including plant species, quantities, and sizes), and what is explicitly excluded from the scope. Vague language like "landscaping improvements" is not sufficient — the more specific, the better.
Payment schedule. The contract should state the total price and when payments are due. A reasonable payment structure for landscape projects typically involves an initial deposit, one or more milestone payments as work progresses, and a final payment upon satisfactory completion. The amounts and timing should be clearly specified.
Project timeline. The contract should include a start date and an estimated completion date, or at minimum a good-faith timeline for major phases of the work. It should also address what happens if the timeline is delayed due to weather, material availability, or other factors.
Warranty or guarantee. Ask about the contractor's policy on plant survival, workmanship defects, and material failures. Some contractors offer a limited warranty on plants and installations — the terms should be spelled out in writing.
Change order process. If the scope changes after work begins, the process for authorizing and pricing additional work should be documented. No additional work should proceed without a written change order that you have reviewed and signed.
Dispute resolution. Some contracts include provisions specifying how disputes will be handled — for example, through mediation before litigation. Review any such clause carefully.
If you are uncertain about any provision of the contract, consult an attorney licensed in NC before signing.
Check References and Past Work
A contractor's credentials and insurance tell you they are qualified; references and past work tell you how they actually perform. Ask every contractor you are seriously considering to provide references from past clients, ideally from projects similar in scope and type to what you are planning.
When you contact references, ask specific questions:
- Was the project completed on time and within the quoted price?
- How did the contractor communicate during the project — were they responsive and easy to reach?
- Were there any problems, and if so, how did the contractor handle them?
- Is the work holding up over time?
- Would you hire this contractor again?
If possible, ask the contractor for photos of completed projects or, better yet, ask if there are past projects you could visit in person. Seeing finished landscape work firsthand — especially work that is a year or two old — gives you a much more accurate picture of quality and durability than photos alone.
Review the contractor's online presence as well. Customer reviews on third-party platforms can provide additional perspective, though you should weigh individual reviews in context and look for patterns rather than focusing on any single review.
Understand Payment Expectations
Payment practices are one of the most common sources of disputes between contractors and property owners. Understanding reasonable payment norms before you hire helps you avoid the most common pitfalls.
Never pay the full amount upfront. A request for full payment before any work begins is a major red flag. Legitimate contractors typically request a deposit — commonly 25 to 33 percent of the total contract price — to secure materials and schedule the project. The remainder should be paid in stages tied to project milestones or upon completion.
Milestone-based payments are standard practice. For larger projects, a payment schedule tied to specific milestones — such as completion of grading, delivery and installation of hardscape materials, or substantial completion of planting — is a fair and professional approach. This structure aligns your payments with progress and gives you leverage if work stalls.
Protect your final payment. Retain a final payment — commonly 10 to 15 percent of the contract price — until the project is fully complete and you have inspected the work and confirmed that it meets the agreed-upon specifications. Do not release the final payment until you are satisfied. Once the money is paid, your negotiating leverage is gone.
Get receipts for all payments. Keep records of every payment, including the date, amount, and method. If payments are made by check, your bank statement serves as documentation. For cash payments — which, as noted below, are a red flag — obtain a signed receipt from the contractor.
Red Flags to Watch For
Experience teaches certain warning signs that a landscape contractor may not be trustworthy or competent. Watch for the following:
No license or refusal to provide a license number. This is the most fundamental disqualifier for regulated landscape work. Do not proceed.
No insurance or inability to produce a Certificate of Insurance. Working with an uninsured contractor puts your property and your finances at risk.
Cash-only payment requirements. Insisting on cash with no documentation makes it difficult to prove what you paid and is a common pattern among contractors who are operating informally or who want to avoid accountability.
No written contract. Any contractor who resists providing a written contract is a contractor who wants to avoid holding up their end of the bargain. Do not proceed without written documentation.
Unusually low bids. If one bid is dramatically lower than all others, ask why. The answer may be inferior materials, inexperienced labor, an underestimated scope, or a plan to generate change orders that inflate the final price.
High-pressure sales tactics. Legitimate contractors do not typically pressure you to sign a contract immediately or threaten that the price will increase if you don't commit today. Take the time you need to evaluate proposals properly.
No local references. A contractor who cannot provide references from work done in your area may not have the track record in your market that they claim.
Door-to-door solicitation after storms. Storm-chasing contractors who appear unsolicited after severe weather events and pressure homeowners for quick decisions have a poor track record in many markets. If you need work done after a storm, seek out established local contractors through normal channels.
After the Project: What to Do If You Have Issues
Even with a licensed, insured, reputable contractor, disputes or quality concerns can arise. Here is how to address them:
Start with the contractor. Contact the contractor directly and in writing — email is ideal, as it creates a record. Describe the issue specifically and give them a reasonable opportunity to respond and correct the problem. Most disputes can be resolved through direct communication, and it is worth making a good-faith effort before escalating.
If the contractor is licensed and the issue is not resolved, you can file a complaint with the NCLCRB. The board has authority to investigate complaints against licensees and can impose disciplinary action, including suspension or revocation of the contractor's license. Be aware that the NCLCRB cannot award you financial damages — that requires civil court action. But a board complaint creates an official record and may prompt resolution.
For financial disputes, consider small claims court for smaller amounts. NC's small claims court (Magistrate's Court) handles disputes up to $10,000 as of recent years — check the current limit. For larger amounts, you may need to retain an attorney and pursue a civil suit in district or superior court.
Consult an attorney if the situation involves significant money, a contractor who is unresponsive or has disappeared, work that has caused property damage, or contract provisions that you are not sure how to interpret. An attorney licensed in NC can advise you on your legal options and help you assess whether the cost of pursuing legal action is proportionate to the potential recovery.
Document everything throughout the process: photographs, written correspondence, payment records, and the original contract. Good documentation makes any subsequent complaint or legal action far more effective.