The Landscape Design Process: What to Expect from Consultation to Construction

The Landscape Design Process: What to Expect from Consultation to Construction

Starting a landscape transformation often feels like stepping into the unknown. You know how a simple home renovation often uncovers a dozen hidden issues before the real work even begins? Landscaping in Melbourne’s unique terrain is no different. From what we have seen across thousands of projects, the difference between a stressful build and a stunning result usually comes down to one thing: a clear, battle-tested roadmap.

At John French Landscape Design, we have spent over 44 years refining a process that handles everything from strict council overlays to difficult sloping blocks. Our landscape design service guides you through every stage of this transformation.

This guide breaks down exactly what happens from that first phone call to the final planting. We will look at the realistic timelines for 2026, the specific costs you should budget for, and the regulatory hurdles we manage so you don’t have to.

Stage 1: Initial Enquiry

Your landscape project begins with a simple phone call or email.

We use this initial contact to establish if our team is the right fit for your specific needs. During this conversation, we:

• Discuss the scope of your project in general terms
• Understand your timeline and budget expectations
• Explain our specific design fees and construction process
• Check your location against our service area (focusing on Melbourne’s inner northeast)
• Book an on-site consultation if the project aligns with our expertise

This conversation helps both parties decide whether to proceed. We are honest about what we can and cannot do. If your project falls outside our scope or requires a different specialization, we will let you know immediately.

Stage 2: On-Site Consultation

The on-site consultation is where the real work begins.

This is a paid service (typically ranging from $350 to $550 depending on the senior designer) that provides 60-90 minutes of intensive site analysis. We do not offer free quotes at this stage because we are providing actionable expert advice, not just a sales pitch.

Site Assessment

We thoroughly assess your property’s physical constraints and opportunities. Our team looks for:

• Topography: Understanding slopes, levels, and drainage patterns is critical, especially for the steep blocks common in Eltham and Ivanhoe.
• Soil Conditions: We identify if you are dealing with the heavy Silurian clay common in the northeast or sandy loam, as this dictates our planting strategy.
• Aspect: How the sun moves across your site throughout the day affects where we place entertaining areas.
• Vegetation Overlays: We check for potential Vegetation Protection Overlays (VPOs) or significant trees that councils like Banyule or Nillumbik may protect.
• Access: We evaluate how machinery will enter your property for construction.

Discussion of Requirements

We explore your specific needs and wishes.

Our designers will ask targeted questions to clarify your vision:

• How do you want to use your outdoor space (e.g., entertaining, play, relaxation)?
• What are your realistic maintenance expectations?
• Do you have specific aesthetic preferences or inspirations?
• Are there specific features you need, such as an outdoor kitchen or pool?
• What is your firm budget range for the entire build?

Initial Recommendations

Based on our assessment and your input, we provide immediate verbal feedback.

You will leave this meeting with a clear understanding of:

• The primary opportunities and constraints of your site
• Preliminary ideas and design directions
• A realistic overview of likely costs (often 5-10% of the property value for a complete transformation)
• The clear next steps if you wish to proceed

Stage 3: Design Proposal

If you decide to proceed, we prepare a formal design proposal.

This document clearly outlines:

• Scope of Work: A detailed list of what the design package includes (lighting plans, planting schedules, 3D renders).
• Design Fees: A fixed-price quotation for our design services.
• Timeline: The expected duration for design development.
• Deliverables: The specific plans and documents you will receive.
• Terms and Conditions: Standard contract details protecting both parties.

Design fees vary based on project complexity. For a standard residential project in 2026, fees typically range from $3,000 for a basic concept to $12,000+ for a complex master plan involving pools and structural elements.

Stage 4: Concept Design

Once engaged, we develop a concept design that translates your requirements into a visual plan.

What’s Included

• Scaled Concept Plan: Typically drawn at 1:100 scale.
• Spatial Arrangement: The layout of key areas like decks, lawns, and pools.
• Material Palette: Proposed finishes for paving, retaining walls, and structures.
• Planting Themes: General zones for screening, feature trees, and underplanting.
• Focal Points: Feature elements that draw the eye.

The Presentation

We present the concept design in person.

Our team walks you through:

• The design rationale and the “why” behind our decisions
• How we have addressed your specific requirements
• Material and planting concepts to help you visualize the finish
• A preliminary budget indication for the construction phase
• Next steps for refinement and approval

Your Feedback

This is a collaborative process. We welcome your feedback and typically allow for one round of revisions to refine the concept before moving to detailed documentation.

Stage 5: Design Development

Once the concept is approved, we develop detailed documentation for construction. This phase is critical for accurate quoting and minimizing surprises during the build.

Construction Drawings

We produce the technical “instruction manual” for the build:

• Dimensioned layout plans
• Level and grading plans (crucial for drainage)
• Construction details for structures
• Planting plans with specific species lists and pot sizes
• Irrigation and lighting layouts
• Material schedules

Permit Documentation

Navigating council requirements is a major part of our role.

If required, we prepare and manage:

• Building Permit Applications: Mandatory for decks over 800mm high, retaining walls over 1m, and all swimming pools.
• Town Planning: Required if your property has a Heritage Overlay or if the design overlooks neighbors.
• VPO Documentation: Reports needed for tree removal in protected zones.
• Engineering Coordination: We work with structural engineers to certify walls and pools.

Stage 6: Construction Quotation

With completed documentation, we prepare a detailed construction quotation.

This includes:

• Fixed-Price Contract: We avoid “cost-plus” estimates to give you financial certainty.
• Itemized Scope of Works: A line-by-line breakdown of costs.
• Materials and Specifications: Exact products confirmed.
• Project Timeline: estimated start and finish dates.
• Terms and Conditions: Warranty and payment schedules.

This is a firm quote. You will know exactly what the project will cost before a single shovel hits the ground.

Stage 7: Construction

Our construction team brings the design to life.

Throughout this phase, we manage the entire site:

• Regular Progress Updates: You are kept in the loop weekly.
• Site Supervision: Our design team visits to ensure the build matches the plan.
• Quality Control: We inspect hold points like waterproofing and drainage.
• Issue Resolution: We handle unexpected finds (like old pipes or rock) immediately.
• Schedule Management: We coordinate trades to minimize downtime, though Melbourne weather can sometimes dictate the pace.

Stage 8: Handover and Aftercare

At project completion, we ensure you are ready to enjoy the space.

Our handover process includes:

• Thorough site cleanup and rubbish removal
• A walkthrough of completed works to flag any defects
• Maintenance instructions for your new plants and materials
• Warranty information for structural works (typically 6-10 years)
• Follow-up support options for ongoing garden care

Timeline Expectations

In 2026, high demand for skilled labor and council processing times affect timelines. The table below outlines realistic expectations for a standard project.

Stage	Estimated Duration
Initial Enquiry to Consultation	1-2 weeks
Consultation to Proposal	1 week
Concept Design Development	3-5 weeks
Town Planning (If Required)	3-6 months (Council dependent)
Design Documentation	3-5 weeks
Construction Quotation	2 weeks
Wait for Construction Start	Variable (often 2-5 months)
Construction Phase	6-16 weeks depending on scope

The most variable element is the wait time for construction to begin. Top-tier landscape builders are often booked several months in advance, so starting the design process early is the best strategy.

Making the Most of the Process

Before Your Consultation

• Collect Visuals: Gather inspiration images that speak to you.
• Audit Your Space: Photograph your existing garden and note problem areas.
• Prioritize: List your absolute “must-haves” versus “nice-to-haves.”
• Define Budget: Consider your realistic budget range (e.g., “Between $80k and $120k”).
• Reflect on Use: Think about how you actually use outdoor space, not just how you want it to look.

During Design Development

• Be Responsive: Provide timely feedback to keep the momentum going.
• Speak Up: Be honest about your preferences; we want you to love the result.
• Ask Questions: If you don’t understand a plan or a cost, ask us to clarify.
• Trust the Expertise: We may suggest solutions you hadn’t considered to solve complex site issues.
• Stay Flexible: Be open to new ideas that might improve function or reduce cost.

Through Construction

• Communicate Clearly: Maintain open lines of communication with the site supervisor.
• Flag Issues Early: Raise concerns promptly so they can be addressed before work proceeds.
• Provide Access: Ensure the team has clear access to the site as needed.
• Have Patience: Quality construction takes time, especially when dealing with weather delays.

Ready to Begin?

Understanding the process makes starting a landscape project far less stressful. If you are ready to transform your outdoor space, contact us to book a consultation and take the first step toward your new garden.