Introduction

Small exterior projects—fences, decks, gates, lighting, landscaping—seem simple until a utility strike or boundary dispute stops the job. This guide shows what to check (utilities and property lines), why it matters (safety, fines, delays), and how to build a clear, defensible process from first site visit to signed proposal. Use these steps to protect your team, budget time correctly, and start on schedule.

Table of Contents

• Key Takeaways
• Hidden Risk: Utility Strikes On Small Jobs
• Property Lines and Setbacks Without Guesswork
• Marking, Tolerance Zones, and Potholing
• Proposal Language and Responsibility Matrix
• Frequently Asked Questions
• Conclusion

Key Takeaways

• According to industry reporting (CGA DIRT), more than 200,000 utility damages occur annually in the U.S.; direct costs commonly exceed $3,000–$7,500, and fiber hits often exceed $10,000.
• Typical 811 locate lead time is 2–3 business days; plan for this at proposal stage to avoid idle days and rescheduling.
• Many jurisdictions define an 18–24 inch tolerance zone from marks; mechanical digging inside that zone is prohibited—hand-dig or vacuum pothole instead.
• Homeowner surveys indicate 50–60% plan to dig without calling 811; set expectations early and take ownership of the locate process to reduce risk.
• Boundary checks cost far less than fixes: residential surveys typically run $600–$1,200 with 1–3 week lead times; moving a misplaced fence can cost $1,500–$4,000 plus delays.

Hidden Risk: Utility Strikes On Small Jobs

The Problem

Even small holes—fence posts, deck footings, lighting trenches—can hit shallow services. Industry data shows hundreds of thousands of annual damages, with average direct costs in the low thousands and downtime ranging from hours to days. Strikes can trigger emergency response, neighborhood outages, and reputational damage.

The Solution

• Pre-plan locates at proposal stage. Budget 2–3 business days for 811 responses in most regions.
• White-line the proposed work area before you request locates. Clear outlines reduce mislocates and clarify scope for locators.
• Confirm the ticket window and expiration in your schedule. Many areas require work to start within a fixed window or marks must be refreshed.
• Treat depth as unknown. Utility depth is not guaranteed by marks; never assume.
• Respect tolerance zones. Hand-dig or vacuum pothole within 18–24 inches of marks (check local rules).
• Document everything. Photograph marks, keep the 811 ticket number, and note any “no conflict” responses.

Real-World Example

A small crew installing a sliding driveway gate white-lined the trench route and requested locates three days before planned excavation. The marks revealed an unrecorded communications line crossing at a shallow depth. By shifting the trench 24 inches and potholing the crossing, the crew avoided a likely strike (which could have cost $10,000+ for fiber repair) and kept the one-day install on schedule.

Property Lines and Setbacks Without Guesswork

The Problem

Fences and low walls frequently trigger neighbor disputes when placed even a few inches over the line. Setback rules vary by municipality and HOA; guessing can lead to stop-work orders, removal, and rework costs.

The Solution

• Identify existing survey monuments. Look for iron pins or caps; if missing or questionable, recommend a licensed survey.
• Use municipal GIS as a preliminary check only. Parcel lines on GIS are not construction-grade.
• Confirm setback rules early. Front, side, and corner-lot setbacks differ; special rules may apply to easements and sight triangles.
• Clarify responsibility in the proposal. State who orders and pays for surveys or pin resets and how they affect schedule.
• Record approvals. If an HOA/strata board is involved, include expected review times in your timeline.

Cost and Timing Benchmarks

• Boundary or improvement location survey: typically $600–$1,200; lead time 1–3 weeks depending on market.
• Fence relocation/removal if encroaching: commonly $1,500–$4,000 plus 1–2 weeks of rework.

Real-World Example

A deck builder added a “boundary confirmation required” line item to proposals for lots without visible pins. Two of eight spring projects opted for a survey (average $850; 10 days). One survey revealed a historic fence was 14 inches over the line; the client chose a redesigned layout within setbacks, avoiding a likely neighbor dispute and a two-week rework.

Marking, Tolerance Zones, and Potholing

The Problem

Misreading utility marks or relying on assumed depths are common causes of damages. Rain, foot traffic, and landscaping can erase marks mid-job, and private lines remain unmarked unless you hire a private locator.

The Solution

• Know the color code (APWA standard in the U.S.): Red = electric, Yellow = gas/oil, Orange = communications, Blue = potable water, Green = sewer/drain, Purple = reclaimed water, Pink = survey, White = proposed work.
• Maintain marks. Refresh photos daily; if marks fade, request a re-mark before excavating.
• Apply tolerance zones. Many jurisdictions require no mechanical excavation within 18–24 inches of either side of a mark; hand-dig or use vacuum excavation.
• Pothole critical crossings. Vacuum potholing to daylight a utility typically costs $300–$600 per hole and is far cheaper than a strike.
• Do private locates when needed. Irrigation, pool power, EV charger feeds, propane yard lines, and septic laterals are private; hire a private locator.

Field Details That Prevent Callbacks

• Depth is never guaranteed—verify at each crossing.
• Re-mark after heavy rain and before long weekends.
• Space control points reasonably (for long runs, refresh marks every 25–50 feet and at all changes in direction).

Real-World Example

During a fence install, marks indicated communications within the corridor. The crew potholed every 20 feet along the post line and found a shallow cable at 8 inches. They shifted three posts and set a 2-inch conduit for the owner’s future gate power, avoiding damage and a second mobilization.

Proposal Language and Responsibility Matrix

The Problem

Ambiguity about who requests locates, who handles private lines, and how long you will hold a start date leads to delays and disputes.

The Solution

Embed clear, plain-language responsibilities and timelines in your proposal. Capture them quickly while you are on site.

• Responsibilities: “Contractor will request 811 public locates; Owner will disclose known private lines (irrigation, landscape lighting, pool, propane). Private locates, if required, are additional.”
• Schedule: “Start date held once 811 ticket is cleared; typical locate window is 2–3 business days. Marks expire per local rules; re-mobilization fees may apply.”
• Tolerance Zones: “No mechanical excavation within 18–24 inches of marks; hand-dig or vacuum required.”
• Boundary: “Work installed entirely on Owner’s property and within published setbacks. Survey recommended if monuments are missing or disputed.”
• Documentation: Include 811 ticket number, GIS screenshot, and site photos in the proposal packet for clarity.

Quick Comparison: From Ad-Hoc to Defensible

Real-World Example

Using Donizo, a contractor recorded on-site notes by voice: “White-lined north fence; 811 ticket #A123456; locate window June 3–5; private irrigation suspected along east run; survey recommended.” Donizo converted the notes into a branded proposal within minutes, the client e-signed the same day, and the team scheduled confidently. When the proposal was accepted, the contractor converted it to an invoice in one click, saving an estimated 2–3 hours of admin that week.

Frequently Asked Questions

Do 811 locates cover private utilities?

No. 811 typically marks public utilities up to the meter or demarcation point. Private lines—irrigation, low-voltage lighting, pool equipment power, propane yard lines, EV charger feeds, septic laterals—require a private locator. Budget $200–$500 and 2–5 business days in many markets.

How long are utility marks valid?

It varies by jurisdiction and utility owner. Commonly, marks are valid for a defined ticket life (often 10–30 days) or until they are disturbed. If rain, traffic, or landscaping obscures marks, request re-marks before excavating.

Are utility mark depths accurate?

Depth is not guaranteed. Marks indicate approximate horizontal location. Always treat depth as unknown and pothole at crossings or within tolerance zones.

When should I require a boundary survey?

If pins are missing, fences seem misaligned, easements are present, or the design hugs setbacks, recommend a licensed survey. Typical cost is $600–$1,200 with 1–3 week lead times—cheaper and faster than moving finished work.

What if I receive a “no conflict” response from a utility?

Document the response, keep the ticket, and continue to pothole where prudent. “No conflict” may mean the utility is outside your white-lined area or has no facilities in the vicinity, but private lines or unrecorded facilities may still exist.

Conclusion

Utility strikes and boundary missteps are preventable with a disciplined process: white-line, request locates, respect tolerance zones, verify private lines, and confirm property boundaries. Capture these steps in your proposals to align expectations and hold start dates with confidence.

Donizo helps you do this fast. Use voice, text, and photo input to turn site notes into a professional, branded proposal, send it for e-signature, and convert accepted proposals to invoices in one click. That speed reduces idle days and keeps small projects moving.