Whether you manage a school, office park, industrial estate or retail site, the condition of your external grounds speaks volumes to staff, visitors, and clients alike.
Choosing the right grounds maintenance contractor is therefore a key decision. The right team will deliver consistent results, keep your site looking its best year-round, and adapt to your specific requirements. Unfortunately, many businesses learn the hard way that not all contractors live up to expectations.
To help you make an informed choice, here are five red flags to watch out for when hiring a grounds maintenance contractor in the UK.
Why Does My Company Need Grounds Maintenance?
Grounds maintenance isn’t just about appearances, it’s a vital part of running a safe, professional and compliant business. First impressions count, and the condition of your outdoor spaces often sets the tone before anyone steps through your door. Overgrown lawns, littered car parks, or poorly maintained pathways can reflect badly on your organisation and even pose health and safety risks.
Regular grounds maintenance helps to preserve your assets, prevent damage to external features, and reduce the likelihood of costly repairs further down the line. For some businesses, especially those with public access or high footfall, it's also essential for meeting legal obligations around site safety and accessibility.
Whether it’s for aesthetic value, reputation, compliance, or practical upkeep, investing in professional grounds maintenance supports your business image, protects your people, and helps create a space you can be proud of.
1. No Evidence of Previous Work
A reputable contractor should be able to demonstrate a proven track record. If they can’t provide examples of previous jobs, client testimonials, or references, that’s a major warning sign. Without this, you have no real insight into the quality of their work or their ability to deliver on what they promise.
Always ask for site photos, case studies or references, particularly from businesses in similar sectors or with comparable site requirements.
2. Lack of Accreditations and Insurance
Grounds maintenance involves the use of specialist equipment and often requires work in public or high-traffic areas. For that reason, proper health and safety procedures are essential. A contractor without recognised accreditations, such as CHAS, and up-to-date insurance cover may be putting your business at risk.
Don’t hesitate to ask for certificates and insurance documentation. A professional contractor will be happy to provide them.
3. Vague or Overly Complex Contracts
Clarity is key when it comes to service agreements. If a contractor is reluctant to provide a written contract, or if the one they offer is full of unclear language and loopholes, it’s best to walk away. You need to know exactly what services are included, how often they’ll be carried out, and how issues will be resolved if standards aren’t met.
Everything from the cost to the services provided needs to clear. Make sure the agreement is tailored to your site and spells out expectations in plain English.
4. Poor Communication
If a contractor is slow to respond to your initial enquiry or fails to follow up with requested information, that’s usually a sign of what’s to come. Delayed replies, unanswered emails, and missed appointments early in the process often lead to bigger problems once the contract is underway.
Reliable contractors will keep communication prompt, professional and consistent. You should feel confident that your queries will be addressed and your service will be properly managed.
If a contractor goes quiet for days, avoids answering direct questions, or fails to give you clear timelines, that’s a major red flag. This is especially true when you're managing commercial or public sites where delays can affect safety or operations. Rejus has seen how poor communication can lead to unnecessary disruption or even non-compliance. A reliable contractor should give you a named point of contact, reply promptly, and explain things clearly without jargon or the need for constant follow-ups.
You should know what works has been done when and why. At Rejus, we pride ourselves on ownership, acceptance, and responsibility. Our bespoke KPI system puts you in the drivers seat while keeping the process hassle-free.
5. No Site Audit OR Inspections
Leaving one of the most damning, but easy to catch, red flags till last.
A site visit should be a fundamental part of the quotation process. If a contractor is willing to provide pricing without first inspecting your grounds, they’re making assumptions about the scale, condition, and complexity of the work. That often leads to unexpected costs, incomplete coverage, or services that simply don’t meet your requirements.
A professional contractor will take the time to walk your site, assess its unique needs, and discuss your expectations before offering a tailored proposal.
Let Rejus Handle It For You
At Rejus, we go beyond grounds maintenance. As an experienced facilities management provider, we take the entire headache out of sourcing and managing contractors. Instead of dealing with multiple suppliers, chasing paperwork, and handling inconsistent service delivery, you can rely on one dedicated partner to oversee it all.
We carry out full site inspections, manage all compliance and documentation, and ensure every contractor working on your premises meets our strict quality and safety standards. Whether you need regular grounds maintenance, soft services like cleaning, or more complex facilities support, our integrated approach means you can focus on your business, while we handle the rest.
If you're looking for a reliable, professional team to manage your grounds, Rejus is here to help.
Get in touch today to book a free site survey and discover how we can simplify your facilities management from the ground up.