Grounds Caretaker Templates

Grounds Caretaker Templates

There is a huge number of templates that someone in the Grounds Caretaker role uses in their daily work. In this article, we’ll outline the main templates they use.

Documents & Spreadsheets

These templates are some of the most commonly used templates by a Grounds Caretaker. Documents are often built in tools like Word, Google Docs, Notion & others while spreadsheets are often built in Excel, Google Sheets, Airtable & others.

1. Monthly Maintenance Schedule
2. Equipment Inventory Spreadsheet
3. Work Order Request Form
4. Daily Task Checklist
5. Safety Inspection Report
6. Planting and Landscaping Plan
7. Pest Control Log
8. Irrigation System Maintenance Checklist
9. Budget and Expense Tracker
10. Grounds Maintenance Log

Reports

Reports are often prepared by a Grounds Caretaker to track business performance for themselves or for their management team. They can be created in a variety of tools and can be static or dynamic templates.

1. Monthly Equipment Maintenance Report
2. Landscape Inspection Report
3. Pest Control Report
4. Irrigation System Performance Report
5. Grounds Inventory Report
6. Safety Inspection Report
7. Plant Health Report
8. Weed Control Report
9. Fertilizer Application Report
10. Monthly Budget Report

SOPs

At the heart of businesses with solid systems and processes are SOPs (standard operating procedures). These should be living documents that outline what a Grounds Caretaker does and how they do it.

1. Daily Equipment Inspection SOP
2. Lawn Mowing SOP
3. Weed Control SOP
4. Tree Pruning SOP
5. Irrigation System Maintenance SOP
6. Flower Bed Maintenance SOP
7. Leaf Removal SOP
8. Trash Collection SOP
9. Playground Equipment Inspection SOP
10. Snow Removal SOP

Presentations

Grounds Caretaker presentations can be delivered either to internal or external stakeholders. Often created in tools like PowerPoint, Google Slides, Canva, Adobe or others, they are important for visually communicating important business information.

1. Monthly Grounds Maintenance Report
2. Seasonal Landscaping Updates
3. Equipment Maintenance and Repair Summary
4. Pest Control and Weed Management Overview
5. Grounds Improvement Proposal

Legal Docs

There are several key times when a Grounds Caretaker needs to create and complete legal documents. By using templates set up as documents, signable PDFs or esignature software templates, they can speed up this process.

1. Employment Agreement Template
2. Non-Disclosure Agreement Template
3. Liability Waiver Template
4. Equipment Rental Agreement Template
5. Property Damage Release Template

Health & Safety Templates

Health & Safety templates for a Grounds Caretaker ensure that the correct forms are completed to protect from harm and record any incidents at work.

1. Monthly Safety Inspection Checklist
2. Hazard Identification and Risk Assessment Form
3. Incident Report Form
4. Personal Protective Equipment (PPE) Checklist
5. Emergency Evacuation Plan Template

Calendars

Setting up Grounds Caretaker calendars ensures that they can visually see what’s coming up and plan events successfully.

1. Monthly Maintenance Calendar
2. Equipment Maintenance Calendar
3. Planting and Harvesting Calendar
4. Irrigation Schedule Calendar
5. Pest Control Calendar

Invoice Templates

Several types of Grounds Caretaker invoice templates can be used and these are generally set up as Word docs, PDFs or accounting software templates.

1. Monthly Grounds Maintenance Invoice
2. Lawn Mowing and Trimming Invoice
3. Tree and Shrub Care Invoice
4. Irrigation System Maintenance Invoice
5. Landscape Design and Installation Invoice

Survey Templates

For a Grounds Caretaker to get insights related to the work they do, they need to send out Grounds Caretaker surveys. These templates can be set up as documents, fillable PDFs or survey software templates.

1. Customer Satisfaction Survey
2. Equipment Maintenance Survey
3. Grounds Maintenance Survey
4. Safety and Compliance Survey
5. Landscape Design Survey

Meeting Agendas

Having premade Grounds Caretaker meeting agenda and meeting notes templates can save time and ensure you run efficient meetings. They are usually set up in tools like Word, Google Docs, Notion & others.

1. Monthly Staff Meeting
2. Safety Training Meeting
3. Equipment Maintenance Meeting
4. Landscape Planning Meeting
5. Budget Review Meeting

Budget Templates

To manage finances well, a Grounds Caretaker would need to have budget templates they can used on a monthly, quarterly and yearly basis.

1. Monthly Expense Budget Template
2. Equipment Maintenance Budget Template
3. Supplies and Materials Budget Template
4. Labor Cost Budget Template
5. Landscaping Project Budget Template

Dashboards

Dashboards are a useful way for a Grounds Caretaker to monitor business performance and they can be set up as static documents or dynamic online documents/views.

1. Equipment Maintenance Dashboard
2. Work Order Tracking Dashboard
3. Inventory Management Dashboard
4. Landscape Maintenance Dashboard
5. Staff Performance Dashboard

Proposal Templates

For bidding or requesting work, a Grounds Caretaker needs a boilerplate proposal template that they can use over and over again. These templates can be set up as documents, fillable PDFs or proposal software templates.

1. Monthly Lawn Maintenance Proposal
2. Seasonal Flower Bed Enhancement Proposal
3. Irrigation System Installation Proposal
4. Tree Trimming and Pruning Proposal
5. Landscape Design and Renovation Proposal

Get Your Template Made

We’ve brought together some of the best template builders in the world to help people like you get your templates built. We’ve seen that using a solid set of templates in business will help you streamline your systems and processes. Whether you’d like your Grounds Caretaker templates built in Word, Google Docs, Excel, Google Sheets, PDF, Notion, Airtable, Canva, PowerPoint or other software, we’re here to help. Request your template and we’ll get your request in the hands of a 3D Animator Template designer.