The first storm is the worst time to find the catch basin in the middle of the lot, the curb the client says was fine last spring, or the gate code nobody wrote down. A site walk before the snow, while you can still see the pavement and the ground isn’t frozen, finds them first.
Walk every site before the season: new sites, and the ones you serviced last winter, because properties change over the summer. New islands, a moved entrance, a new fence or a repaved lot all change how a site is plowed.
When to walk the site
After the contract is signed and before the ground freezes, so stakes go in easily. Across most of Canada and the northern US that means October into early November; on the coast and further south you have longer. Walk in daylight to see the surface, and drive past once after dark to see what the lighting shows.
Bring
- The signed scope and the site map, plus last season’s notes and any complaints.
- A phone with location turned on for the photos, so each one carries the time and place.
- Snow stakes, a mallet or driver, and marking paint.
- A measuring wheel, or a satellite measuring tool for checking areas later.
- The client contact’s number, and ideally the client, for the end of the walk.
1. Confirm the boundaries and the scope
- Walk the edge of every area in the contract: lot, drive aisles, walks, entrances, stairs, ramps, loading docks.
- Note what is not in scope too: a neighbour’s strip, a private patio, the side walk the owner does.
- Check the areas against the estimate. A new island or a changed parking layout changes the time each visit takes.
- Update the site map: service areas, priority areas, stacking areas and hazards.
2. Hazards to stake or mark
| Hazard | Why it matters | What to do |
|---|---|---|
| Curbs and islands | Hidden under snow; a blade strike damages the curb and the plow | Stake corners and along long runs |
| Catch basins and drains | Snow piled on them floods and refreezes | Mark them; never stack snow on them |
| Fire hydrants | Must stay visible and reachable | Stake them; keep the stacking areas well away |
| Speed bumps, wheel stops, manhole covers | Blade strikes and damage claims | Stake or mark them on the map |
| Lawn edges, garden beds, sprinkler heads, low walls | Turf and landscape damage claims in spring | Stake lawn edges along walks and drives |
| Light pole bases, bollards, gas meters | Equipment damage and safety | Mark them; keep snow off gas meters |
| Low clearances: parkades, branches, signs | Truck and plow height | Note the clearance on the map |
| Downspouts draining across walks | A common refreeze spot | Note it, tell the client, plan extra de-icing |
Stakes should be tall enough to stand clear of the deepest banks you expect at that spot, and reflective so they show in headlights. Snow stakes are commonly sold in lengths of about 4 to 6 feet (1.2 to 1.8 m).
3. Photograph the damage that is already there
Spring damage claims are common: a chipped curb, a scraped lawn edge, a cracked paver. Without photos from before the season it is your word against the client’s. Photograph every existing crack, chip, gouge and broken edge, close up and again from far enough back to show where it is.
Send the client a short list with the photos: “Existing damage noted on [date]”. It is a five-minute email that can save a spring argument.
- Curbs, curb corners and islands.
- Asphalt cracks, potholes and edges where the pavement meets grass.
- Pavers, steps and ramps.
- Lawn edges along walks and drives.
- Signs, bollards, fences, gates and light pole bases.
4. Decide where the snow goes
- Agree the stacking areas with the client and mark them on the map.
- Keep piles off drains, hydrants, accessible parking spaces and the sight lines at exits.
- Keep them off landscaping that will be damaged, and away from spots where meltwater will run across a walk and refreeze.
- Plan for February: piles grow. Agree where the overflow goes, and who approves hauling and at what price.
5. Set the priorities and the order
- Entrances and exits, fire lanes, accessible parking and ramps come first.
- Loading docks the tenants need early.
- The walk from the bus stop or the parking lot to the main door.
- The time the earliest tenant or business opens, which sets when the site must be clear.
6. Access and contacts
- Gate codes, keys, fobs and parkade door times.
- Who to call at 3 a.m. if a gate won’t open or parked cars block the lot.
- Who can approve extra work, such as hauling.
- The policy for cars left in the lot overnight.
- Lights that don’t work: report them to the client in writing. Lighting is usually the owner’s job, and a dark walk is a hazard.
7. Check the equipment fits
- Tight corners and turning space for the truck and plow you plan to send.
- Parkade clearances and ramp grades.
- Where a loader or skid steer can be parked on site, if the client allows it.
- Where bagged salt can be stored on site, dry and off the ground.
8. Close the walk with the client
Send the client the updated map with the service, priority and stacking areas, the existing-damage list with photos, and anything they need to fix before winter, such as a broken light or a downspout over a walk. Ask them to confirm by reply. That email starts your records for the season.
Those records keep going all winter: the slip-and-fall documentation guide covers what each visit should record, and the storm checklist covers the night itself.
One sheet per site
| Item | What to write down |
|---|---|
| Site and contacts | Address, day contact, night and storm contact, who approves extra work |
| Scope check | Areas confirmed against the estimate; changes since last season |
| Hazards | Each hazard, staked or marked on the map |
| Existing damage | What, where, photo taken, list sent to the client on [date] |
| Stacking areas | Where, agreed with whom, and the overflow plan |
| Priorities | The order areas are cleared, and the time the site must be clear |
| Access | Gate codes, keys, fobs, parking policy |
| Equipment | What fits, clearances, where it can be parked |
| Client sign-off | Map and damage list sent on [date]; confirmed on [date] |
Keep the site walk with the site
In Icey Software, each site’s service area is drawn on satellite imagery, and the site keeps its gate code and access notes, which the crew sees in Field Mode when they work the site. You can bring existing clients and sites over from a spreadsheet instead of typing them in. Through the winter, every visit adds its own record: times, GPS, photos taken at the site, and the material put down. The Free plan covers up to 5 operator seats and up to 15 active sites, with no card.
Frequently Asked Questions
When should a pre-season snow site inspection be done?
After the contract is signed and before the ground freezes, so stakes can go in. For most of Canada and the northern US that is October into early November.
What should I stake before winter?
Anything a plow can hit or damage once it is buried: curbs and islands, catch basins, hydrants, speed bumps, wheel stops, lawn edges along walks and drives, and low walls. Mark the ones you can’t stake on the site map.
Should I photograph a site before the snow season?
Yes. Photos of existing damage, taken before the season with the time and place, are how you answer a spring claim about a chipped curb or a scraped lawn. Send the client a short list with the photos.
Who decides where snow is piled?
Agree it with the client before the season and mark the stacking areas on the site map. Keep piles off drains, hydrants and accessible parking, and away from where meltwater will run across a walk and refreeze.
How tall should snow stakes be?
Tall enough to stand clear of the deepest banks you expect at that spot, and reflective. Snow stakes are commonly sold in lengths of about 4 to 6 feet (1.2 to 1.8 m).
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