PROCESS
Approving custom configurations before production
A custom configuration should proceed to production only after a complete, unambiguous review. This guide covers the path from defining requirements and checking drawings to giving written approval, with key considerations for greenhouses, orangeries, lean-to structures, T-shaped designs and pergolas.
For a bespoke project, approval determines what will actually be manufactured. A drawing that looks right at first glance is not enough: dimensions, openings, interfaces, colours, materials, accessories and site conditions must align and be clearly recorded.
The steps below help homeowners, designers and contractors review a configuration methodically. See How to order for broader ordering information. If anything remains unclear for your project, contact us through the contact page before approving it.
What approval before production means
By approving, the customer confirms that the configuration shown in the governing documents meets their requirements. This covers more than the overall shape and approximate size. Check every identified detail: dimensions, door and window positions, roof form, opening directions, glazing or infill types, finishes, attachments and any connection points.
Approval is a technical decision, not an informal design preference. Give it only for clearly identified documents with a visible revision status. Earlier emails, sketches and images remain useful project records, but they must not be mistaken for the final approval drawing.
Manufacturer approval is separate from the approvals and technical checks for the site. It does not establish that work may proceed without a permit or other documentation. Because Canada’s national model codes do not create a single permit route across the country, identify the province or territory and municipality, then confirm zoning, building-permit, structural and service requirements with the relevant permit office and qualified local professionals. Start with our guide to permits for a greenhouse or pergola in Canada.
Approval process at a glance
- Set the product baseline: Choose the construction type, basic form and intended use.
- Provide complete requirements: Bring together dimensions, openings, materials, colour, accessories and site conditions.
- Organize the approval documents: Check drawings, quotation and supplementary notes for consistency.
- Carry out the customer review: Check every elevation and detail in a structured order.
- Coordinate changes: Submit corrections together and state them clearly.
- Approve the final documents: State the document number or revision explicitly.
- Wait for production processing: Customer approval is not automatically the same as internal production release.
The more complete the information is at the outset, the less likely repeated revision cycles become. Never let time pressure turn unresolved points into silent assumptions.
Step 1: Choose the right product baseline
Bespoke planning starts with a suitable base configuration. A freestanding greenhouse, orangery, wall-connected structure and pergola have different requirements for foundations, drainage, access and connection details. First establish which construction type best supports the intended use.
For greenhouse projects, the overviews of greenhouses and conservatories and the orangery selection guide provide an initial orientation. Read about historic design features and their contemporary interpretation in our article on Victorian greenhouses .
For pergolas, first decide on the roof principle and installation type. The guides to bioclimatic versus classic pergolas and wall-mounted versus freestanding pergolas can narrow the options. Define individual changes only afterwards.
Step 2: Provide a complete requirements brief
A good requirements brief describes both the desired outcome and the conditions in which the structure will be installed and used. Give every measurement with its unit and a clear reference edge. Phrases such as “move the door a little left” or “about 3 m” are not sufficient for production documentation.
Depending on the project, a reliable brief includes:
- desired construction type, base form and use;
- overall width, overall length, relevant heights and existing constraints;
- location, quantity and opening direction of doors, windows or moving elements;
- required finishes, colours, glazing or infill;
- accessories and their intended positions;
- details of wall connections, roof overhangs, downpipes or other obstructions;
- known site slopes and the planned finished foundation level;
- access, unloading and installation conditions;
- responsible contacts for approval, the site and installation.
Site photos can support a description, but they do not replace verified measurements. For a wall-connected structure, record exterior lights, window sills, shutter boxes, services and uneven wall surfaces. For pergolas, consult the pergola size guide early in planning.
Step 3: Read the approval documents together
A project may involve several documents: a quotation, technical drawing, elevations, plan, detail notes and a summary of selected options. They serve different purposes and must be read as a set.
The drawing primarily describes geometry and arrangement. The quotation may include items, quantities and commercial information that are not fully visible in an elevation. Supplementary notes may identify exceptions, customer-supplied work or decisions that remain open. Do not approve one page in isolation where other governing documents conflict.
Pay particular attention to:
- document title, date and revision identifier;
- scale and whether the illustration is schematic only;
- viewing direction and orientation of each elevation;
- reference points for width, length and height;
- notes such as “by others”, “to be confirmed” or “not shown”;
- differences between the drawing, quotation and earlier correspondence.
Do not estimate technical details from an on-screen drawing. Dimension values and written notes govern. Resolve unreadable information, unknown symbols and apparent inconsistencies before approving.
Step 4: Carry out a disciplined customer review
Use a fixed sequence for the review. Start with the overall form, then move through dimensions, openings, materials and details. This reduces the chance that eye-catching design features distract from a fundamental dimensional error.
- Check project identity: Do the customer name, project name and configuration match?
- Check the plan: Confirm outside dimensions, arrangement, orientation and access.
- Check elevations: Compare every side with the actual site.
- Check heights: Review eaves, ridge, roof pitch and connection heights where specified.
- Check openings: Are their quantity, location and opening direction correct?
- Check materials: Do finish, colour, glazing or infill match the selection?
- Check interfaces: Do the foundation, wall, drainage and customer-supplied connections work together?
- Compare documents: Are the drawing, quotation and confirmed selections consistent?
Review on a large screen or a clearly legible printout where possible. A second person can independently verify opening directions and site orientation. Where a designer or installation contractor is involved, define who is responsible for each interface.
Configuration approval checklist
| Review area | Control question |
|---|---|
| Revision | Can I confirm that this is the latest document version? |
| Outside dimensions | Do length, width and relevant heights fit the available space? |
| Orientation | Are front, back, left and right assigned unambiguously? |
| Doors and windows | Are their position, quantity and opening direction correct? |
| Material and colour | Are all visible and functional options named clearly? |
| Foundation | Is the planned foundation surface coordinated with the configuration? |
| Connections | Have the wall, drainage and existing building elements been considered? |
| Open items | Have all question marks, qualifications and placeholders been resolved? |
| Quotation | Do the items and quantities match the version being approved? |
| Local requirements | Have necessary checks for the site and project been initiated? |
Step 5: Submit one coordinated change request
If errors or changes are found, send them in one organized response. Parallel emails from different participants can create conflicting instructions. Nominate one person to consolidate comments.
Each point should identify the affected document, elevation and component. Describe the existing condition and requested change, for example: “On the south elevation, move the door from bay 2 to bay 3; retain outward opening.” Mark-ups are helpful, but they also need a clear written explanation.
Once revised, review the configuration again. Do not check only the expressly changed item: an adjustment can affect neighbouring dimensions, bay divisions or other components.
Step 6: Give clear written approval
The final approval must show exactly which documents are approved. Include at least the project name, document title and revision status. “Looks good” is unsuitable when more than one version is in circulation.
Example: “We approve the configuration for further processing in accordance with approval drawing [document title], revision [identifier] dated [date], together with the options listed in it.”
An approval containing a condition such as “approved if the door is still moved” is not unambiguous approval of the current drawing. Request a corrected version first, then review it without hidden qualifications. Colour or material decisions may remain open only where this has been expressly confirmed for later selection.
What happens after approval
After customer approval is received, the documents are used internally for the next steps. Depending on the project, administrative or technical checks may still be needed before manufacturing begins. Customer approval therefore does not always mean immediate production.
Report requested changes after approval without delay. Whether they can still be made, and what consequences follow, depend on the processing stage. Do not assume that a later message can automatically be accommodated.
Information on ordering, transport and handover is available under purchasing and delivery . See warranty for general terms concerning promised coverage.
Review points by configuration type
Freestanding greenhouses and orangeries
For freestanding structures, overall geometry, door assignment, ventilation openings and the relationship to the foundation are central. Check that the side called the front on the drawing genuinely suits the planned approach route. Left and right are especially easy to confuse on apparently symmetrical buildings.
Future use also affects the layout. Work surfaces, planting beds and paths should not obstruct doors or windows. See our article on polycarbonate in greenhouses. For operational planning, consider greenhouse temperature and humidity as well.
Project images and greenhouse reviews may offer design ideas, but they do not define the supplied scope or approved configuration.
Lean-to and wall-mounted structures
With a lean-to structure, the existing building forms part of the planning interface. Measure usable height as well as clear wall width. Roof overhangs, windows, doors, projecting bases, services, vents and uneven façades can affect the proposed connection.
Do not infer the load-bearing capacity or suitability of an existing wall from a photograph alone. Appropriate professionals must carry out the required assessment. The approval drawing should clearly show which side meets the wall and the viewing direction for each elevation.
T-shaped configurations
A T-shape connects several building sections or axes, creating additional junctions, roof connections and changes in direction. Review the main wing and cross wing separately, then as one system. The junction location, respective outside dimensions and entrance assignments deserve particular attention.
Compare the plan with every elevation. A change to the cross wing can affect symmetry, bay divisions or circulation. For complex forms, describe orientation using fixed site points such as the house, driveway or property boundary.
Pergola configurations
For pergolas, review post positions, roof orientation, drainage route and adjoining elements together. A location that looks attractive is not automatically structurally or functionally suitable. The pergola foundation guide sets out the main planning considerations.
For wall-connected solutions, establish connection height and façade construction. For freestanding versions, check each post against patio edges, doors and traffic routes. Compare roof concepts in our article on bioclimatic pergolas or glass roofs.
Using project images responsibly
Photos show a real installation at a particular time. They can illustrate proportions, colour moods and design combinations, but they are not technical specifications. Perspective, lighting and surroundings can alter the appearance of dimensions and colours. Furniture, foundations, plants and ancillary work shown may have been supplied by others.
When requesting a detail, do not refer only to “the photo on the website”. Identify the specific feature and ask for confirmation that it forms part of your configuration. The approved project documents remain decisive.
Preparing for delivery and installation
Plan site preparation alongside approval, but complete it only from confirmed information. In particular, do not build foundations from a non-binding draft. Check which dimensions govern the work and who will transfer them to the site.
Before delivery, arrange access, the unloading area, interim storage and protection from damage. The responsible person should know the delivery documentation and how to respond to visible discrepancies or damage. Find general guidance in useful information.
Keep the current drawing and relevant assembly documents on site for installation. Future care is also part of project planning; use the guide to maintaining an aluminium greenhouse.
Approval records and long-term documentation
Store the final drawing, written approval, related quotation and relevant correspondence together. Record the revision that was actually approved. These records help with receiving, installation, maintenance and later spare-parts enquiries.
Do not delete superseded drawings without control. Mark them clearly as obsolete and keep them separate from current installation documents. This preserves the change history while reducing the risk of building from an old version.
Further planning resources
Depending on the project, these additional information areas may be useful:
- The central Bloomcabin Canada page leads to available product and information areas.
- For sauna projects, see the sauna overview and starting configurations such as Elma S, Elma L, HC150 and HC 180 .
- For delivery anywhere in Canada, including its territories and islands, consult our guide to buying a greenhouse with delivery in Canada .
- More use and planning topics are available on the Bloomcabin blog.
These pages support initial selection. Only the documents specifically identified for the project govern production approval.
Frequently asked questions
Can production begin from an email description alone?
An email can document requirements, but it will rarely define a complex configuration completely. Before manufacturing, it must be clear which drawing, options and revision apply. Resolve open or contradictory descriptions first.
Does approving the drawing also approve the quotation?
Not automatically. The drawing and quotation have different functions. Check both for matching configuration, quantities and options. Technical drawing approval does not replace a separate commercial confirmation where one is required.
What should I do if I do not understand a symbol or note?
Do not approve on the basis of an assumption. Mark the exact location and ask for a written explanation. This is particularly important for reference lines, opening directions, section information and notes about customer-supplied work.
Can I approve now and choose the colour later?
Only where it has been expressly confirmed that colour selection can take place later without affecting the remaining work. Otherwise, colour is a feature to settle before approval.
Who must check measurements and site conditions?
Customers should verify the site measurements and information they provide, using appointed professionals where needed. Record who is responsible for measurement, design, foundation work and installation before work begins.
Does Bloomcabin approval replace local permits?
No. Configuration approval does not replace any permit or other site-specific review that applies. Confirm the requirements for the property and project with the relevant permit office and qualified local professionals.
Can my contractor approve on my behalf?
This makes sense only if the contractor has clear written authority and understands the full agreed scope. Record exactly what they may approve and who will resolve conflicting instructions.
What should I do if I find an error after approval?
Report it immediately, identifying the project, revision and affected detail. Wait for written confirmation on whether a change remains possible. Do not send several different correction instructions.
Are website photos part of my approved configuration?
No. Photos are illustrative and may show options or customer-supplied elements. Only items clearly identified in the governing project and order documents form part of the approved configuration.
How can unnecessary revision cycles be avoided?
Provide complete, verified information at the beginning. Gather comments from everyone involved into one coordinated list and review every new revision in full. Avoid unnecessarily postponing decisions on colour, openings and accessories.
Should I keep superseded drawings?
Yes, as a traceable project history. Mark every old version clearly as invalid and keep it separate from current site documents. Only the valid revision may be used for installation and acceptance.
Is customer approval the same as production release?
Not necessarily. Customer approval confirms the selected configuration. Internal production release may involve additional checks or administrative conditions. The explicit update on the status of the individual order is decisive.
