What should a housing cooperative require from its garden contractor?
By Service Plus Stockholm AB6 min read
Short answer
What should a housing cooperative require from its garden contractor?
The board should require a registered F-tax certificate, valid liability insurance covering damage to property and people, at least two references from similar associations, and a written agreement that clearly states scope, frequency, price and notice period. Just as important is a fixed point of contact with a reasonable response time, routines for how extra work is ordered and priced, and that the contractor has its own machinery so the work does not depend on hired-in staff. Always ask for the quote in writing before work starts and check whether waste handling is included or invoiced separately, since waste removal does not qualify for the RUT deduction.
What basic requirements should the board set before signing a contract?
Before the board signs a contract, it should ask whether the contractor is registered for F-tax, since this determines how the invoice should be handled for tax purposes and shows that the company is operating properly as a business. The board should also ask for proof of liability insurance covering damage to property, vehicles and people, since work with chainsaws, hedge trimmers and heavy machinery on a courtyard always carries a certain risk.
References from other housing cooperatives (BRFs) or property companies give a better picture than the price list alone. Ask how long the contractor has held the assignment with the reference and whether the scope or frequency has changed over time, as this shows how flexible the collaboration works in practice.
- Valid F-tax certificate
- Liability insurance covering property, vehicles and personal injury
- At least two references from comparable assignments, preferably a BRF or joint property association
- Own machinery and own staff, not solely subcontractors
- Experience specifically with multi-family housing and shared outdoor areas
How should responsibility and contact channels be regulated in the agreement?
A good agreement names a specific contact person at the contractor whom the board or a property manager can reach directly, rather than a general customer service line. This makes it easier to quickly get an answer if something needs to change, for example if a lawn mowing session needs to be moved ahead of an annual general meeting held in the courtyard.
The agreement should also state a reasonable response time for enquiries and a clear routine for who decides if a job deviates from what was agreed, for example if a tree turns out to be diseased and needs felling in addition to the regular maintenance.
What should the agreement say about damage and guarantees?
Ask what applies if a lawn or flower bed is accidentally damaged, for example by a machine going off course or a chemical being used incorrectly. A reputable company has a process for reporting the damage to its insurance and putting it right without the association having to chase the matter itself.
Also ask for written confirmation that removed garden waste is actually taken to an approved reception facility. This matters both for the association's environmental responsibility and because waste handling does not qualify for the RUT deduction and must therefore be listed separately on the invoice.
How should extra work and price changes be handled?
Most agreements cover a certain number of visits per season with a given scope, but reality in a courtyard changes, a tree can blow down or a hedge can grow faster in a rainy year. Require that the agreement describes how extra work is ordered, who approves it and how it is priced before it is carried out, so the invoice is never a surprise.
Also ask that any price adjustments between seasons be communicated in writing well in advance, with justification, rather than appearing unannounced on the next invoice.
- Written order for extra work before it is carried out
- Clear price or hourly rate for work outside the agreement
- Price adjustments announced in writing ahead of a new season
- One person in the association with the mandate to approve additions
How does the board follow up that the agreement is being kept?
An annual or twice-yearly review meeting with the contractor gives the board a chance to go through what has worked, what needs to change, and whether the frequency of, for example, lawn mowing or hedge trimming should be adjusted for the next period. Many associations also ask for a simple log or text message confirmation each time a visit has been carried out, so there is documentation if something is questioned later.
It is wise to ask for a contact person who can also step in during urgent situations, such as a fallen tree after a storm, without this requiring a completely new procurement process.
How Service Plus works with housing cooperatives
Service Plus Stockholm AB enters into maintenance and year-round agreements with housing cooperatives, joint property associations and property companies across Greater Stockholm, often for the same courtyards year after year. Before a contract is signed, we walk through the courtyard together with the board, provide a free quote with a clear price or hourly rate, and go through what should be included, how often, and what counts as extra work.
We have our own equipment and our own staff, take all garden waste to an approved reception facility, and have a fixed contact person for each association. Private individuals who have their own garden work alongside the association's agreement receive a RUT deduction of up to 50% of the labour cost, deducted directly on the invoice. Contact us for a free quote within 24 hours.
Common follow-up questions
Does the RUT deduction apply to a housing cooperative's shared garden maintenance?
No, the RUT deduction only applies to work carried out for private individuals in their own home, not work ordered by an association for shared areas. Individual members can, however, use the RUT deduction for work on their own patio or balcony if this is agreed separately.
Must the contractor show an F-tax certificate before we sign an agreement?
Yes, this should always be requested in writing before the contract is signed, since it affects how the invoice is handled and shows that the company is registered for business activity. Service Plus Stockholm AB provides F-tax and insurance certificates together with the quote.
What happens if the contractor does not carry out the agreed work?
The agreement should state a clear complaints procedure, for example that the board contacts the named contact person within a certain time and that the shortcoming is corrected at no extra cost. If this is missing from the agreement, the board should require it to be added before signing.
Should the association request references before procurement?
Yes, at least two references from comparable assignments, preferably other housing cooperatives, give a better picture of how the contractor handles both planned work and unexpected situations than the quote alone.
