HOA & Partner Outreach Package

Prepared: May 4, 2026 Goal: 15+ active partners by end of Q3, generating 30% of monthly leads at near-zero CAC Start sending: This week

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Table of Contents

1. Target Lists
2. Email Templates
3. Sales Assets Checklist
4. 30-Day Outreach Calendar
5. Pipeline Tracking
6. The Mark-Taylor / PB Bell Play
7. ROI Calculator for HOAs

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1. Target Lists

Tier 1 — HOA Management Companies (13 companies)

These companies manage hundreds of communities. One relationship = dozens of entrances. Prioritize by column: Priority is based on portfolio size, existing warm signal, and AZ focus.

Who to contact at HOA companies: Look for "Community Manager," "Portfolio Manager," or "VP of Operations." Avoid the main reception queue — find the name on the company website or LinkedIn before calling.

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Tier 2 — Specific Community Targets (10 communities)

Use these when you can't reach the management company or want to go direct to the board. Also use as talking points with the Tier 1 companies ("We'd love to start with a property like Grayhawk or DC Ranch").

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Tier 3 — Landscape Architects (Top Firms to Target)

Strategy: One architect = 5–20 jobs/year at zero CAC. Offer 10% referral commission, paid 30 days post-completion. Position as "the lighting spec you add to every palm planting."

Top Scottsdale/Phoenix firms to research and contact:

• Colwell Shelor Landscape Architecture — Scottsdale, residential + HOA
• Floor Associates — Scottsdale luxury residential
• Dig Studio — Phoenix, mixed-use + luxury
• Ironwood Consulting — North Scottsdale, custom residential
• Greey|Pickett — Scottsdale luxury
• Logan Simpson — Tempe, HOA + mixed-use
• The Landscape Studio — Scottsdale custom residential
• Stantec (landscape division) — HOA + commercial
• NORR Architects — commercial/HOA projects

Who to contact: Project architects and principals, not reception. LinkedIn is the most reliable way to find names before calling.

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Tier 4 — Adjacent Contractors (Pool Builders, Hardscape, Tree Services)

Strategy: Reciprocal referral agreement — they mention us when clients have palms, we mention them when clients need their service. No commission needed — pure swap.

Target contractor types and example firms to research:

Build this list by searching: Google Maps + "Scottsdale AZ" for each category. Target companies with 4.5+ stars and 50+ reviews — they have volume and reputation to protect, making them reliable referral partners.

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Tier 5 — Real Estate Stagers + Luxury Agents

Strategy: One installation = listing photo asset + neighborhood visibility. Agents want sellers to stand out. Position as a pre-listing upgrade that pays for itself.

Target agent profile: Luxury agents in 85255, 85258, 85254, 85050 with $1M+ average sales. Find on:

• Zillow Premier Agent directory filtered by zip
• Realtor.com agent search
• Local @properties, Russ Lyon Sotheby's, Compass, and Walt Danley rosters

Target stager profile: Full-service stagers who work with luxury sellers. Search "home staging Scottsdale AZ" on Google and Houzz.

Who to contact first:

• Any agent who has listings with palm trees in the front (drive neighborhoods, look at Zillow/Redfin photos)
• Any stager advertising outdoor staging or curb appeal services

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2. Email Templates

All templates are ready to copy-paste. Swap bracketed fields before sending. Keep the subject lines exactly as written — they're written to get opens, not to be polished.

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Template A — HOA Property Manager: "Free entrance lighting demo"

Subject: Free entrance lighting demo for [Community Name]?

Body:

Hi [First Name],

I'm Jack Weiner, owner of AZ Palm Tree Lights — we install permanent, app-controlled LED lighting on palm trees for HOA communities across Scottsdale and the East Valley.

I know HOA entrances take a lot of punishment for how they look after dark. Most communities either have nothing, or they're paying $3,000–8,000 a year for seasonal holiday lighting that gets pulled and redone.

We do permanent installations — one upfront investment, zero recurring cost, and the board can change colors from a phone for any holiday or event.

I'd love to offer a free demo installation at one [Community Name] entrance. No commitment — just let the board see it lit up before making any decision.

A 12-palm entrance typically runs $15,540–$19,140, which amortizes to under $8/month per unit over 10 years. Less than a Spotify subscription per household.

Would it be worth a 15-minute call this week?

Jack Weiner AZ Palm Tree Lights [Phone] [Website]

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Template B — Landscape Architect: "Partner for your palm clients"

Subject: Palm tree lighting partner for your [Recent Project or Neighborhood] clients?

Body:

Hi [First Name],

I'm Jack Weiner — I run AZ Palm Tree Lights, and I've been following [Firm Name]'s work in [Neighborhood/Project type].

A lot of your clients are specifying palm trees in their designs. Once those palms go in, the lighting question almost always comes up — and most of the options out there are generic uplights that don't do justice to what you've designed.

We do permanent, app-controlled LED installations purpose-built for palm trees. Color-changing, tunable white, app or schedule controlled. We work cleanly alongside landscape crews and can spec to match your design intent.

I'd like to offer a 10% referral fee on any project you send our way, paid 30 days post-completion. No paperwork hassle — just a simple one-page agreement.

Would you be open to a 20-minute coffee or a call to see if this is a fit?

Jack Weiner AZ Palm Tree Lights [Phone] [Website]

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Template C — Adjacent Contractor: "Reciprocal referrals"

Subject: Reciprocal referrals — you send us palms, we send you [their service]?

Body:

Hi [First Name],

I'm Jack Weiner, owner of AZ Palm Tree Lights. We install permanent LED lighting on palm trees for residential and HOA clients across North Scottsdale and the East Valley.

We run into clients constantly who need [pool work / hardscape / tree trimming / etc.] and we have no one to refer them to. And I'm sure you run into clients with palm trees who've mentioned lighting.

I'm not looking for a complicated arrangement — just a simple, mutual referral relationship. You mention us when a client brings up their palms. We mention you when a client needs [their service]. No commission, no tracking, just two local businesses helping each other's clients.

If that sounds straightforward, want to grab a quick call or coffee?

Jack Weiner AZ Palm Tree Lights [Phone] [Website]

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Template D — Real Estate Agent / Stager: "Stand out on photo day"

Subject: Make your [Neighborhood] listings stand out on photo day?

Body:

Hi [First Name],

I'm Jack Weiner — I install permanent, app-controlled palm tree lighting for luxury homes in [Neighborhood] and surrounding areas.

A lot of the listings I see in [Neighborhood] have beautiful palm trees that disappear after dark. Twilight shots are some of the most clicked listing photos on Zillow, but the palms that anchor most of these front yards are completely dark.

We can do a pre-listing installation in a few hours. Your photographer gets the twilight shots with the palms lit up, the seller gets a premium upgrade they can include in the listing, and the new buyer inherits a feature most neighbors don't have.

Happy to do a quick call, or if you have a listing coming up with palms and want to discuss timing, I can usually turn around a quote in 24 hours.

Jack Weiner AZ Palm Tree Lights [Phone] [Website]

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Template E — Follow-Up (Day 4 after no response)

Subject: Following up — palm tree lighting for [Community / Firm Name]

Body:

Hi [First Name],

Just following up on my note from [Day]. Wanted to make sure it didn't get buried.

Short version: I own AZ Palm Tree Lights and I think there's a real fit between what we do and [their work/community]. [One sentence personalized reason — e.g., "You're managing several communities in 85255 where we're already doing installations" or "Your firm's work in Gainey Ranch is exactly the aesthetic our lighting complements."]

If the timing isn't right, totally understood — just let me know. But if there's any curiosity, I'm happy to spend 15 minutes on a call or send over a one-pager first.

Jack Weiner AZ Palm Tree Lights [Phone] [Website]

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3. Sales Assets Needed

Build these in Week 1. Nothing goes out at scale without the 1-pager and portfolio reel.

Must-Have Before Week 2 Outreach

• 1-pager PDF — Services, pricing tiers, before/after photos, and contact info. One page, printable and email-sendable. Include the ROI math from Section 7. Use Canva or hire a designer for a half-day.
• Portfolio reel — 90-second highlight video. Pull best installation footage. Format: phone-vertical for Instagram/TikTok, horizontal cut for email and web. No narration needed — just well-lit footage with upbeat music and simple text overlays (location, palm count, price range).

Build in Weeks 2–3

• HOA pitch deck — 5 slides maximum:
  1. The problem (entrances are dark, seasonal lighting is expensive and recurring)
  2. The solution (permanent, app-controlled, one-time cost)
  3. Proof (3 before/after photos, 1 community testimonial if available)
  4. Pricing (show the per-unit amortization math)
  5. CTA (free demo — one entrance, no commitment)
• Reciprocal referral agreement — 1 page, plain English. Names, what each party agrees to refer, how long, how to terminate. No compensation clause needed for contractor tier. Have a friend review before sending.
• Architect referral commission agreement — 1 page. 10% of net contract value on closed work. Paid 30 days post-completion. Architect provides referral in writing (email fine). Tax ID for 1099 if over $600/year.
• Listing photo case study — One page: before photo, twilight after photo, agent quote, days on market / outcome if known. Use first completed listing job as the source material.

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4. 30-Day Outreach Calendar

Week 1 (May 4–9) — Build Before You Send

Week 2 (May 11–16) — First Wave Out

Week 3 (May 18–23) — Follow-Up + Demo Push

Week 4 (May 25–30) — First Conversions

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5. Pipeline Tracking

Set up one Google Sheet or Notion database with four tabs — one per segment. Each row is a prospect. Update every Friday.

HOA Management Companies Tab

Stage definitions:

• Cold — on the list, nothing sent
• Contacted — email or call made, no response
• Demo Scheduled — date confirmed for entrance demo
• Demo Live — demo has been installed and lit
• Board Pitched — presented to HOA board, awaiting vote
• Won — contract signed
• Lost — passed, note reason

Landscape Architect Tab

Adjacent Contractor Tab

Agent / Stager Tab

Minimum weekly hygiene: Every Friday, open the tracker and move anything that changed stages. Add notes from any calls or meetings. Flag anything that's been in "Contacted" for 10+ days with no response — either send a second follow-up or mark Lost and move on.

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6. The Mark-Taylor / PB Bell Play

These are the two highest-priority targets in the entire package. They have already paid Palm Tree Lighting International for installations. They are not skeptical of the concept — they're an existing customer category. Jack just needs to make the case that AZ Palm Tree Lights is the better vendor going forward.

This is not a cold pitch. This is a vendor comparison conversation.

What We Know

• Both companies have purchased palm tree lighting installations for at least some of their properties
• Palm Tree Lighting International (PTL Intl) is the current or past vendor
• PTL Intl is a national franchise — not locally owned, less flexible
• PTL Intl does not prominently market app control or color-changing as a differentiator
• Mark-Taylor manages 18,000+ units — even 5 entrances is a $75,000–$145,000 opportunity
• P.B. Bell has been in AZ for 50+ years — credibility-driven organization, values relationships

Jack's Advantages in This Comparison

The Script (Phone or Email)

Email subject: Palm tree lighting — worth a quick comparison before your next property?

Email body:

Hi [Name],

I'm Jack Weiner, owner of AZ Palm Tree Lights in Scottsdale. I know you've worked with Palm Tree Lighting International on some of your properties, so you already understand the value — I'm not here to sell you on the concept.

What I'd like to show you is what's changed in the technology. The newest generation of installs is fully app-controlled and color-changing — community managers can switch from warm white to green/white for St. Patrick's Day or blue/white for the holidays without calling anyone. PTL Intl hasn't made this a centerpiece of their pitch, but it's a meaningful upgrade for HOA properties where the board wants flexibility.

I'm also a locally-owned business, which means you get my cell phone, not a regional rep.

Would you be open to a demo at one entrance — one of your properties that already has palm tree lighting, so you can compare side by side? No obligation, and I'll do it at no cost to you.

Jack Weiner AZ Palm Tree Lights [Phone]

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Follow-up call script (if no email response after 5 days):

"Hi [Name], this is Jack Weiner from AZ Palm Tree Lights — I sent you a short email last week. Quick version: I know you've worked with Palm Tree Lighting International. We do the same thing, but with full app control and color-changing, and I'm a local owner. I'd love to demo one entrance at no cost — just to show you what the technology can do now. Do you have 10 minutes this week to talk?"

Who to Call at Each Company

• Mark-Taylor Companies: (480) 991-9111 — Ask for the VP of Operations or Portfolio Director. Community managers may not have purchasing authority for HOA-wide improvements.
• P.B. Bell: Find the VP/Director of Property Management on their website or LinkedIn. Avoid the main line if possible.

Timeline

• Week 2: Initial contact (email + LinkedIn)
• Week 3: Follow-up call
• Week 4: Demo scheduled if any positive signal
• Month 2: If demo goes well, pitch a phased rollout across their portfolio

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7. ROI Calculator for HOAs

Use this math when a community manager or board member asks "how do we justify this to the HOA?"

Entrance Lighting Scenario: 12 Palms

Comparison to Alternative: Seasonal Holiday Lighting

Commercial Job Scenario: 20 Palms

Talking Points for the Board Presentation

1. "This is a one-time capital expense, not a recurring operational cost. After install, you pay nothing."
2. "We're replacing your seasonal holiday lighting budget entirely. You'll save that $3,000–$8,000 every year, every year."
3. "The per-unit math is less than $8/month per household amortized over 10 years — less than one streaming subscription."
4. "The board controls the colors from an app. Green and white for the holidays, white for everyday, blue and white for Hanukkah — no vendor calls, no scheduling."
5. "We offer a demo at one entrance with no commitment. See it lit before the board votes."

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Quick-Start Checklist

Jack and Andrew: here's exactly what to do this week.

Today / Tomorrow:

• Pull direct email addresses for all 13 Tier 1 HOA companies (LinkedIn + company websites)
• Start building the 1-pager PDF
• Set up the pipeline Google Sheet or Notion database

By end of Week 1:

• 1-pager PDF complete
• Portfolio reel complete or in final edit
• All 13 Tier 1 targets in the tracker as "Cold"
• Mark-Taylor and PB Bell contacts identified

Week 2 (start sending):

• 10 HOA management company emails out (Templates A)
• Initial contact to Mark-Taylor and PB Bell (Section 6 script)
• 10 architect emails out (Template B)
• 8 contractor emails out (Template C)
• 10 agent/stager outreach (Template D)

The fastest win available: Mark-Taylor or PB Bell. They already believe in the product. One yes from either of them is potentially 10+ jobs and a portfolio-wide relationship. Prioritize these above all other outreach.