How to Prepare for Contacting a Tree Service and Compare Written Proposals

Document the Tree and the Site Before You Call

Before contacting anyone, write down the basics a provider will need to quote the work: how many trees are involved, roughly how tall and wide each one appears, and whether you know the species. Take photos from several angles, including one that shows the whole tree and at least one that shows the base of the trunk. If you can do it safely from the ground, note the approximate trunk thickness at chest height, but you do not need a precise measurement. The provider's arborist will measure and assess in person.

The space around the tree matters as much as the tree itself. Note what stands nearby: your house, a neighbor's structure, a fence, a driveway, a garden, a play area, or a street. Note overhead obstacles such as powerlines, service drops to your house, or other utility lines, and note how a crew and equipment would reach the tree: through a gate, across a lawn, down a shared drive. Record whether you want the wood, the wood chips, or both removed or left on site, and whether you want the stump ground and to what outcome you expect, such as grinding below the surrounding soil surface. These details change the equipment, crew size, and price, so consistent notes keep every quote on the same footing.

• Is the tree leaning, or has anything changed recently, such as cracks in the ground around the base, new dieback in the crown, or storm damage?
• Do any branches hang over a structure, a property line, or a powerline?
• Is there a safe, legal place for a truck and equipment to park and stage near the tree?

Find Providers and Verify What You Can

Large tree services and smaller local companies can both be legitimate options, so cast a wide net and screen each one the same way. Start with each company's own website to confirm what services they publish, such as residential tree removal, pruning, and planting, and use their official contact form or listed phone number to reach them. Coverage varies by branch and address, so confirm on the company's site that they actually serve your address rather than assuming from a brand name. For example, Davey Tree describes residential services including tree removal, trimming and pruning, and tree health inspection, and directs residential customers to a contact page where you confirm availability for your location.

Use the ISA Find an Arborist resource linked in our directory as one way to research a named professional. Ask who will assess your tree and who will do the work. Request the provider’s current insurance documents and ask whether any work would be subcontracted. A directory listing alone does not establish suitability for your job.

• Will an arborist visit my property before quoting, and is that visit free or is there a fee?
• Who holds the insurance policy that would cover work on my property, and can you send a current certificate directly?
• Would any portion of the job be performed by a subcontractor, and if so, who?

What the Site Visit Should Cover

The on-site assessment is where a proposal becomes specific instead of generic. Ask the assessor to walk the whole tree with you and explain how the work will be performed: whether the crew will climb and rig sections down, whether a crane is planned, and how they will protect structures, plantings, lawn, and hardscape during the work. If any part of the tree is near a powerline, ask who is responsible for coordinating with the utility and what that process involves for your address. Coordination rules differ by utility and jurisdiction, so the provider should explain the process for your situation rather than you guessing.

Also ask about permits. Some municipalities require a permit to remove certain trees, and some situations require an arborist report. The provider may know the local process, but the permit requirement is set by your local government, so you can independently confirm it by calling or checking your city or county website. Ask whether removal, stump grinding, and debris handling are priced together or separately, and ask what happens to the wood and wood chips. If a provider quotes a price over the phone without seeing the tree, treat that as a preliminary range at best and ask for a written proposal after an in-person visit.

• How will you protect my roof, siding, fences, and plantings while the work is underway?
• Does my municipality require a permit for this removal, and who obtains it?
• Is a crane necessary for this tree, and if so, where would it be positioned and what access does it need?

What a Complete Written Proposal Should Describe

A comparable written proposal should be specific enough that another company could read it and bid the same job. It should identify the exact trees by location and species, state what work is included for each one, and separate distinct tasks such as removal, pruning, stump grinding, and debris cleanup. It should state the planned method in general terms, such as climbing and rigging or crane use, and it should describe site protection: what will be safeguarded and how. It should state what happens to logs, branches, and wood chips, and if stump grinding is included, it should state the depth and whether surface roots or backfill are part of the scope.

The proposal should also show the business details you need to hold the company to: the company's full legal name and contact information, whether the crew is employees or subcontractors, the insurance coverage the company carries, the expected schedule and duration, payment terms and when payment is due, and what happens if hidden conditions are found once work begins. It should state what is not included as clearly as what is. Proposals that leave cleanup, stump depth, or equipment access vague are the ones that generate disputes, so vagueness is a signal to ask questions before signing, not after.

• Which trees, limbs, and stumps are included in this price, and which are excluded?
• What is not covered if you discover decay, a hollow trunk, or unexpected access problems once work starts?
• When is payment due, and is any portion due before work begins?

How to Ask for Missing Details

When a proposal leaves something out, ask for it in writing rather than accepting a verbal answer, because the written version is what you will compare and, later, what you will rely on. A practical approach is to email the company a short list: state that you are comparing proposals and need the specific item added so the bids are equivalent. For example, if one proposal does not state stump depth, ask the company to state the depth they will grind below the surrounding grade and whether chips and backfill are included. If another proposal does not name the crew arrangement, ask them to state in writing whether employees or subcontractors will perform the work.

If a response leaves a question unanswered, list that gap in your comparison. Ask for specific written terms for scope, access, cleanup, and changes before you decide whether the proposal provides enough information.

• Can you send a revised written proposal that includes the items we discussed?
• Is the price in this proposal firm, and what circumstances would change it?
• Who is my single point of contact if questions come up before the work date?

Compare Proposals Side by Side

Once you have written proposals, compare them on the same rows rather than by total price alone. Build a simple two-column or multi-column sheet, one column per provider, and work through the checklist below. Two proposals rarely differ only in price; they usually differ in whether stump grinding is included, how debris is handled, what equipment is planned, and how site protection is described. A lower price that omits the stump or cleanup is not the same job as a higher price that includes them.

Pay attention to how each company handled your questions during the quoting stage, because that behavior usually predicts how they handle the job itself. Note which assessor actually visited, whether written responses came promptly, and whether each provider confirmed availability for your address through their official channels. The comparison is educational for you, not a certification of any company, and the final choice is yours based on the scope, the answers you received, and your own comfort with each business.

• Do both proposals include the same trees, the same tasks, and the same cleanup?
• Which proposal explains how the work will be performed, not just what will be performed?
• Are the payment terms and schedules comparable, and do either include deposits?

Your proposal comparison checklist

• Tree list: each proposal identifies the same trees by location and species, with trunk size or diameter noted
• Scope per tree: removal, pruning, and stump work are listed separately and match across proposals
• Stump details: depth below grade is stated, and backfill, surface roots, and chip removal or reuse are defined
• Method and equipment: climbing and rigging, crane use, or other planned equipment is described for each tree
• Powerline coordination: the proposal states who handles any utility coordination and what the process is
• Site protection: fencing, ground protection, or other safeguards for structures, lawn, and plantings are described
• Debris and wood: what happens to logs, branches, and wood chips is stated, including any leave-behind you requested
• Crew and subcontractors: the proposal states whether employees or subcontractors perform the work
• Insurance and credentials: current insurance certificate is provided in writing, and any arborist credential is verifiable
• Permits: the proposal states whether a permit or arborist report is needed and who is responsible for obtaining it
• Schedule and access: expected dates, duration, equipment access route, and parking are stated
• Price and payment: total price, payment timing, deposits, and circumstances that would change the price are stated in writing
• Exclusions: what is not included is written as clearly as what is included
• Contact and cancellation: a named contact, a phone or email for changes, and cancellation terms are included

Provider sources and limitations

These first-party websites support the directory’s provider identities and published contact routes. The preparation questions above are editorial suggestions, not a diagnosis, repair specification, treatment recommendation, or professional review.

• Davey Tree official website — checked 2026-09-06
• ISA Find an Arborist official website — checked 2026-09-06