WHAT TO TAKE AWAY
- Use wide views, close-ups and a labeled sketch.
- Measure the narrowest opening along the entire route.
- Mark uncertainties instead of guessing ownership or underground conditions.
Give the provider a site story
A close-up of a stump shows wood but often hides the factors that shape the job. Start with a wide view of the yard from the access point and another showing the stump in relation to buildings, fences and retained trees. Add a closer view of the stump or root concern. Describe what you want to do with the ground next and whether any related construction is planned. These details let a provider identify questions early. They do not guarantee that a remote quote can replace a site inspection.
Measure what you can see safely
Record the visible stump dimensions, the wider flare, the number of separate stumps and the approximate area of unwanted old root material. For access, measure the narrowest clear opening along the whole route, not only the front gate. Show changes in elevation and note steps. Keep measurements above ground and avoid digging just to improve a quote request. Mark any dimension that is approximate. The provider should confirm which measurement matters for their method and equipment rather than relying on an unlabeled number in a photograph.
Include the edges of the work area
Show nearby paving, decks, wall finishes, garden beds and anything vulnerable along the route. Include the trees you want retained, even if they are outside the immediate stump area. Root systems and construction effects are not confined to the visible trunk. A sketch can identify the work area, proposed stockpile location and areas to keep clear. If a tree might be public or neighbouring, label that uncertainty. A good quote request exposes the limits of your information instead of presenting an assumed ownership or root origin as fact.
State what services are known
Describe private irrigation, landscape lighting, outbuilding connections and any earlier utility or site records. Tell the provider whether a locate request has been made and whether responses are complete. Send documentation through the provider's appropriate channel rather than relying on a photo of paint marks alone. Utility Safety Partners explains that markings identify approximate position, not depth, and that customer-owned services require separate identification. The quote can then state who arranges the remaining checks and which steps must be completed before work begins.
Keep the records organized
Number stumps consistently across the sketch, photographs and quote. Date the photos and preserve the accepted scope so the crew can match the quoted work to the site. If you add another stump or change the desired finish, update the written request. Remove unrelated private information before sharing property documents. A simple organized set of records is enough; the aim is clarity, not a large report. Use the quote checklist to turn the site description into a comparable proposal and the access guide to check the route.
A practical question to settle
Name photograph files with the stump number or access location. Include one sketch tying those labels together. This small step helps an estimator, operator and restoration provider discuss the same feature, particularly when the work is scheduled weeks after the original photos were taken or reviewed.
Sources & local context
Requirements and waste services vary by municipality. These sources support the guide; confirm the details that apply to your actual site.
- Click Before You Dig: Homeowner Overview ↗Utility Safety Partners · Alberta locate requests, utility responses, private lines and safe work near markings.
- Avoiding Tree Damage During Construction ↗International Society of Arboriculture · Arborist planning, critical root zones, soil disturbance, compaction and machinery damage.
- Public Tree Disclosure Statement ↗City of Calgary · Development tree inquiries and the warning that the public tree map may be out of date.