A planting schedule is a compact specification, not just a list of plant names. Each row can carry several decisions about identity, size, quantity and installation. Reading it alongside the drawings and specification helps avoid pricing a line that looks familiar but means something different in the project context.
01 / Project documents
Read the full plant name
The botanical name is usually the most precise identifier in the schedule. Read the genus, species and any cultivar or variety designation carefully. Common names are useful for conversation but can refer to different plants in different regions. When a name is abbreviated, use the schedule key or specification to confirm its meaning rather than expanding it from memory.
Also look for notes about provenance, seed source, local ecotype or other project-specific requirements. These details can influence what suppliers can offer and how long sourcing may take. A scientific name on its own does not necessarily describe every procurement requirement in an ecological or restoration planting.
02 / Project documents
Understand the size column
Size may be stated as a container designation, height range, caliper, plug format, bare-root grade or balled-and-burlapped specification. Those formats describe different stock and are not directly interchangeable. Review the project specification for definitions and minimum dimensions, especially where the schedule uses a shorthand such as #5 or B&B.
A size designation can also affect supplier coverage. A species may be commonly available as a small container while the specified larger size is limited or seasonal. Keep size attached to each quantity when creating a takeoff or quote request; combining sizes can lead to responses that are difficult to compare.
03 / Project documents
Connect schedule rows to the plan
Schedules often use a key that appears on planting plans. The key may identify a species, a planting group or a particular detail. Check the sheet references and legends to understand whether quantities are scheduled, to be counted from the drawing, or both. If the same identifier appears in multiple areas, note any phase or zone distinction that matters to the bid.
Pay attention to unit conventions. A schedule quantity might count individual plants, trays, plugs, groups or areas. The drawing may clarify spacing or density. If you calculate quantities from area and spacing, write down the basis and confirm that the project documents support that method.
04 / Project documents
Use notes and specifications together
General notes can define planting season, handling, substitutions, inspection, delivery or installation requirements. Specification sections may explain quality, size measurement, plant condition and approval procedures. These requirements can change price and logistics even when the schedule itself appears complete.
When a schedule conflicts with a drawing or specification, preserve the conflict as a question. Do not assume a plant can be replaced with a similar species, size or format without project approval. A short, well-referenced clarification is more useful than embedding an undocumented interpretation in a tender estimate.