There’s a lot that happens before the first scoop of dirt — and honestly, that’s where most projects succeed or fall apart. It’s not the equipment or the materials (though we’ve got both), it’s the communication, the planning, and the expectations set before a single machine ever shows up.
That’s why our first site visit isn’t just a box to check. It’s where your vision starts to become real, needs are learned, and where we start figuring out how to make it happen.
If you’ve got a visit scheduled with us soon (or you’re thinking about reaching out), here’s what you can expect.
We Start with a Walk and a Conversation
We’ll typically meet you onsite — ideally when the sun’s out, the ground isn’t a swamp, it’s not raining/snowing/sleeting, and it’s preferably above 20 degrees (I’m not much for the cold) — and walk the property together. We’ll talk about what you want to build, fix, improve, or prevent.
Have a sketch or full-on plans? Plot plan? Great. Don’t have anything? That’s ok too. Regardless, we’ll still come prepared with some tools and tech to get the lay of the land. That includes a laser level to obtain current elevations, maybe a little marking paint, some stakes, a string line for visualization, and plenty of conversation.
Clear Ground = Clear Answers
If you’ve had a chance to mow or clear out the area we’ll be working in, it really helps. Doesn’t need to be pristine — just enough that we’re not squinting to see stakes or tripping over old pallets while we’re trying to shoot grades.
Bonus: If the area is clear, we can often leave behind some layout markings so you can visually imagine the project footprint after we leave.
Client Portal — Project Management Done Right
From the beginning, you’ll have access to your Client Portal — the system we use to manage all project communication, scheduling, and documentation in one place.
From your side, it gives you:
– A clean, easy-to-read estimate
– A secure way to ask questions or request changes
– Electronic approval, so you’re not printing, signing, scanning, or mailing
– A centralized hub for invoices, updates, and notes
We use this system behind the scenes to keep your project on track and make sure nothing falls through the cracks. It’s simple, effective, and it helps both of us stay organized and accountable from day one.
After the Visit, the Paperwork Comes to Life
Once we’ve seen the site and gathered what we need, we’ll start building your estimate. We don’t just throw a number at you. You’ll see:
– A clear, line-by-line scope of work
– Any important notes about timing, prep, or assumptions
– Options for upgrades, drainage add-ons, or potential savings
– Electronically approve and pay invoices
We also include our W-9 and Certificate of Insurance with every bid.
These might seem like small things — but they say a lot about the kind of contractor you’re hiring. A current Certificate of Insurance protects you in case anything unexpected happens. A W-9 shows we’re operating as a legitimate, tax-paying business. These aren’t just check-the-box documents — they’re signs of professionalism and accountability.
Plenty of folks out there will quote you without insurance, without structure, without any business systems at all. And that might work — until it doesn’t. We’ve seen the fallout when clients unknowingly hire an unlicensed or uninsured contractor, and it’s rarely cheap or simple to fix.
A Quick Note About Communication
We know sometimes folks go quiet after a consultation. And we get it — decisions take time, life happens, priorities shift.
But we want to share a bit of behind-the-scenes: each bid takes us anywhere from 4 to 8+ hours, start to finish, to compile an estimate. That includes drive time, site walkthroughs, elevation checks, research, writing scope, and estimate prep. It’s a real investment — and one we make in hopes of earning your trust and your business.
If you decide to move forward, fantastic. If something in the scope or price doesn’t align, we’re happy to talk through it. Sometimes, there are ways to phase work, break things into milestones, or reduce scope while still meeting your goals.
And if you decide not to move forward? No hard feelings — we’d still appreciate a quick note to let us know. That simple courtesy helps us stay focused and efficient, and keeps things moving for everyone.
If You Haven’t Heard It Yet — Thanks for Being Here
Whether you’re a homeowner, a business owner, or a builder, we’re honored you’re considering us. We know you’ve got options. We don’t take a single lead or referral for granted.
We’re not perfect. But we are honest. We care about doing things the right way, even if it takes a little more effort. And we try to make working with us feel easy and relieving.
If we’re a good fit, awesome. If not, we’ll still try to leave you better off than when we found you.
Let’s Get to Work
If you’re already on the schedule — we’ll see you soon.
If you’re just starting your research — feel free to reach out.
And if you want to read more about how we work, check out:
If you’re ready to start the conversation, we’d love to learn more about your project.
– Cami Reiss, “Dirt Girl”, CEO & President of Reiss Earthworks
Send me a message through the contact form on my website if you’d like to discuss a project, have an idea for me to write about, have a question (dirt or business-related), or have any feedback.
Note: Our blog posts are written from within the company. Sometimes by one, sometimes by many. Sometimes, they are like a friendship quilt in which everyone puts forth effort. They are not a result of a social media manager typing into artificial intelligence asking for a 900-word blog post, followed with copy and paste and calling it good. If Cami’s writing…. sentences are sometimes long and the thoughts bounce around. If Cali’s at the keyboard, nothing will be spelled correctly for sure. And if Cadi’s typing away, you’ll get “to the point” and probably spelled correctly. Yes, a lot of C names. Needless to say, clients don’t hire us to write for them (not yet, at least. We are interested in technical writing in our industry if anyone’s looking to hire us and provide housing in a warm winter climate- Only half kidding, of course.) Thanks for showing interest. The goal is to meet clients here and assist business owners on the same journey as us if we can.
The information provided in this blog is for general entertainment and informational purposes only. It is not intended to be construed as professional advice or a guarantee of service or result. While I aim to provide accurate and helpful information, any statements, details, or pricing shared are approximate and may change based on specific project details. Reiss Earthworks does not accept liability for any inaccuracies or errors. Always consult directly with us for precise estimates or advice for your specific project.
© Reiss Earthworks LLC, 2025. All rights reserved.