PROCESS
Approving custom configurations before production
A custom configuration should move into production only after a complete, unambiguous review. This guide explains the process from defining requirements and checking drawings to written approval, highlighting key points for greenhouses, orangeries, lean-to structures, T-shaped designs and pergolas.
For a custom configuration, approval determines the exact version that will be manufactured. A design that looks correct at first glance is not enough. Dimensions, openings, connections, colours, materials, accessories and site conditions must align and be recorded clearly.
The following steps help clients, designers and installation contractors review a configuration methodically. Further information on the ordering process is available under How to order. If anything is unclear for a specific project, discuss it through the contact page before approval.
What approval before production means
By approving, the customer confirms that the configuration shown in the relevant documents meets their requirements. This covers more than the external shape and approximate size. Every identified detail matters: dimensions, door and window positions, roof design, opening directions, glazing or infill types, finishes, add-ons and, where applicable, connection points.
Approval is therefore a technical decision, not an informal design preference. It should be given only for clearly identified documents with a visible revision status. Earlier emails, sketches and images remain useful project records, but must not be confused with the final approval drawing.
It is equally important to distinguish approval from planning review. Manufacturer approval does not confirm that a project may be carried out at the intended site without permission or further evidence. Requirements must be checked for the individual property. Start with our guide to planning permission for a greenhouse or pergola in Malta.
Approval process at a glance
- Set the product starting point: define the construction type, basic form and intended use.
- Provide complete requirements: combine dimensions, openings, materials, colour, accessories and site conditions.
- Assess approval documents: check drawings, quotation and supporting notes for consistency.
- Carry out the customer review: check every view and specification systematically.
- Coordinate changes: submit corrections together and clearly.
- Approve final documents: state the document number or revision explicitly.
- Wait for production handover: customer approval is not automatically the same as internal production release.
The more complete the information is at the outset, the lower the risk of repeated correction cycles. Time pressure should never lead to unresolved points being accepted without discussion.
Step 1: Choose the right product starting point
Custom planning begins with a suitable base configuration. A freestanding greenhouse, orangery, wall-mounted structure and pergola each place different demands on 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 guide to choosing an orangery provide initial direction. Historical design elements and their modern context are explained in our article on Victorian greenhouses .
For pergolas, first decide on the roof principle and installation type. The guides bioclimatic or classic pergola and wall-mounted or freestanding pergola help narrow down the starting point. Define custom changes only afterwards.
Step 2: Provide a complete requirements brief
A strong requirements brief describes not only the desired result but also the conditions in which the structure will be installed and used. Give every measurement with a unit and a clear reference edge. Wording such as “move the door slightly left” or “about three metres” is insufficient for production documentation.
Depending on the project, a reliable brief includes:
- the preferred construction type, basic form and use;
- overall width, overall length, relevant heights and existing restrictions;
- the position, number and opening direction of doors, windows or moving elements;
- the desired finishes, colours, glazing or infill panels;
- accessories and their intended position;
- details of wall connections, roof overhangs, downpipes or other obstructions;
- known ground slopes and the planned top level of the foundation;
- access, unloading and installation conditions;
- responsible contacts for approval, site works and installation.
Site photographs can support the description but do not replace verified measurements. For wall-mounted structures, record external lights, window sills, shutter boxes, services and uneven façade areas. For pergolas, consult the pergola size guide first.
Step 3: Understand the approval documents
A project may consist of several documents. Typical examples are the quotation, technical drawing, elevations, floor plan, detailed notes and a schedule of selected options. These documents serve different purposes and must be read together.
The drawing primarily describes geometry and layout. The quotation may contain items, quantities and commercial details that are not fully visible in an elevation. Supporting notes may identify exceptions, customer-supplied work or decisions that remain open. Do not approve a single page in isolation where other relevant documents contain conflicting information.
Pay particular attention to:
- document title, date and revision identifier;
- scale and whether an illustration is schematic only;
- viewing direction and orientation of each façade;
- reference points for width, length and height;
- notes such as “by others”, “to be confirmed” or “not shown”;
- differences between drawings, quotation and previous correspondence.
Do not estimate technical details from an on-screen image. Dimension figures and written notes take precedence. Clarify unreadable information, unfamiliar symbols or apparent contradictions before giving approval.
Step 4: Carry out a disciplined customer review
Review in a fixed sequence. Start with the overall form, then move to dimensions, openings, materials and details. This reduces the risk that striking design elements distract from fundamental dimensional errors.
- Check project identity: do the customer name, project description and configuration match?
- Check the plan: verify external dimensions, layout, orientation and access.
- Check elevations: compare every side with the actual site.
- Check heights: consider eaves, ridge, roof pitch and connection heights where stated.
- Check openings: are the number, location and opening direction correct?
- Check materials: do finish, colour, glazing or infill match the selection?
- Check interfaces: do foundation, wall, drainage and customer-supplied connections work together?
- Cross-check documents: are drawing, quotation and confirmed selections free of contradictions?
Where possible, review on a large screen or from a clearly legible printout. A second person can independently check opening directions and site orientation. For projects involving a designer or installer, define clearly who is responsible for each interface.
Configuration approval checklist
| Review area | Check question |
|---|---|
| Revision | Am I demonstrably reviewing the latest document version? |
| External dimensions | Do length, width and relevant heights fit the available space? |
| Orientation | Are front, rear, left and right assigned unambiguously? |
| Doors and windows | Are position, number and opening direction correct? |
| Material and colour | Are all visible and functional options named clearly? |
| Foundation | Is the planned bearing area coordinated with the configuration? |
| Connections | Have wall, drainage and existing components been considered? |
| Open points | Have all queries, qualifications and placeholders been resolved? |
| Quotation | Do items and quantities match the version to be approved? |
| Local requirements | Have required checks for the site and proposal been arranged? |
Step 5: Submit one coordinated change request
If errors or requested changes are found, send them together in one orderly response. Several parallel emails from different participants increase the risk of contradictory instructions. Appoint one person to consolidate comments.
Each item should identify the affected document, elevation and component. Describe the current condition and requested amendment, for example: “In the south elevation, move the door from bay two to bay three; retain outward opening.” Mark-ups on a drawing are useful, but also need a clear written description.
Once revised, the review starts again. Do not check only the location expressly changed. Amendments may affect adjacent dimensions, bay divisions or other components.
Step 6: Give clear written approval
Final approval must show which documents are being approved. State at least the project description, document title and revision status. A phrase such as “looks good” is unsuitable when several versions are in circulation.
Example: “We hereby approve the configuration in accordance with approval drawing [document title], revision [identifier] dated [date], together with the options specified there, for further processing.”
If approval includes conditions such as “approved provided the door is moved”, it is not unambiguous approval of the current drawing. A corrected version should be prepared first and then checked without hidden reservations. Colour or material choices may remain open only where it has been expressly confirmed that they can be fixed later.
What happens after approval
Once customer approval is received, the documents are used internally for the next steps. Depending on the project, administrative or technical checks may still be required before manufacturing starts. Customer approval therefore does not always mean immediate production.
Report requested changes after approval without delay. Whether they can still be implemented, and their consequences, depend on the current processing stage. Do not assume that a later message can automatically be taken into account.
Information about ordering, transport and handover is summarised under purchasing and delivery . For general terms relating to promised services, see the guarantee section.
Key checks 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 marked as the front on the drawing actually suits the planned route of access. Left and right are particularly easy to confuse on visually symmetrical buildings.
Future use also affects the layout. Work surfaces, planting beds and paths should not obstruct doors or windows. Guidance on selecting glazing is available in our article on polycarbonate in a greenhouse. For subsequent operation, consider greenhouse temperature and humidity as well.
Project images and greenhouse reviews can provide design ideas, but do not define the scope of supply or approved version.
Lean-to and wall-mounted structures
With a lean-to structure, the existing building becomes part of the planning interface. Measure not only the free wall width but also the usable height. Roof overhangs, windows, doors, plinth projections, services, ventilation openings and uneven façades may affect the proposed connection.
Do not infer the loadbearing capacity or suitability of an existing wall from a photograph alone. Necessary checks must be completed by the responsible professionals. The approval drawing should make clear which side adjoins the wall and from which direction each elevation is shown.
T-shaped configurations
A T-shape joins several building sections or axes. It creates additional junctions, roof connections and changes of direction. Check the main wing and cross wing separately first, then as one complete system. The junction position, respective external dimensions and assignment of entrances are especially important.
Compare the plan with every elevation. A change to the cross wing can affect symmetry, bay divisions or circulation routes. For complex forms, describe orientation against fixed property points such as the house, driveway or boundary.
Pergola configurations
For pergolas, check support positions, roof orientation, drainage route and adjacent components together. A visually attractive location is not automatically structurally or functionally suitable. Our pergola foundation guide explains important planning relationships.
For wall-mounted options, clarify connection height and façade build-up. For freestanding versions, check each support against terrace edges, doors and circulation routes. Those comparing roof concepts will find further points in our article on bioclimatic pergola or glass roof.
Using project images responsibly
Photographs show a real installation at a particular time. They can illustrate proportions, colour impressions and design combinations, but are not technical specifications. Perspective, light and surroundings can make dimensions and colours appear different. Furniture, foundations, planting or ancillary works shown may also have been provided by the customer.
For a desired feature, do not refer only to “the image on the website”. Identify the exact feature and ask for confirmation that it forms part of your configuration. The approved project documents remain authoritative.
Prepare for delivery and installation
Plan site preparation alongside approval, but complete it only using confirmed information. In particular, foundations must not be constructed from a non-binding draft. Check which dimensions govern construction and who transfers them to the site.
Before delivery, organise access, unloading space, temporary storage and protection against damage. The responsible person should know the delivery documents and the procedure for visible discrepancies or damage. General guidance is available under useful information.
Keep the current drawing and suitable installation documents available on site for assembly. Later care is also part of project planning; see the guide to caring for an aluminium greenhouse.
Approval documents and long-term records
Store the final drawing, written approval, related quotation and relevant correspondence together. Record which revision was actually approved. These documents make delivery acceptance, installation, maintenance and later spare-parts enquiries easier.
Do not delete outdated drawings without control. Mark them clearly as superseded and separate them from current installation documents. This keeps the change history traceable without risking work on site from an old version.
Further planning help
Depending on the project, these additional information areas may be useful:
- The main Bloomcabin Malta page leads to the available product and information areas.
- For sauna projects, the sauna overview and starting configurations such as Elma S, Elma L, HC150 and HC 180 can provide orientation.
- For deliveries to Malta, consult the guidance on buying a greenhouse with delivery to Malta .
- Further practical and planning topics are available in the Bloomcabin blog.
These pages support early selection. For production approval, however, only the documents expressly identified for the individual project are decisive.
Frequently asked questions
Can production begin solely from an email description?
An email can document requirements, but usually does not fully define a complex configuration. Before manufacturing, it should be clear which drawing, options and revision apply. Resolve open or contradictory descriptions first.
Does approving the drawing also approve the quotation?
Not automatically. Drawings and quotations serve different functions. Check both documents for matching configuration, quantities and options. Technical drawing approval does not replace any separately required commercial confirmation.
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 request a written explanation. This is particularly important for reference lines, opening directions, sectional details and notes about customer-supplied work.
Can I approve now and choose the colour later?
Only if it has been expressly confirmed that the colour can be selected later and that this will not affect further processing. Otherwise, colour is among the features that must be finalised before approval.
Who must check measurements and site conditions?
The customer or professionals appointed by them must ensure that supplied site dimensions and details are correct. Responsibilities between client, designer, foundation contractor and installer should be agreed in writing in advance.
Does Bloomcabin approval replace local permissions?
No. Configuration approval does not replace any required planning permission, structural assessment, third-party consent or other site-specific review. In Malta, ask a perit to assess the proposal, site designation and relevant Planning Authority requirements.
Can my contractor approve on my behalf?
That is appropriate only where the contractor has clear authority and knows the full agreed scope. Confirm in writing whether their approval binds the customer and who decides if instructions conflict.
What should I do if I discover an error after approval?
Report the error immediately, identifying the project, revision and affected detail precisely. Wait for written confirmation of whether a change remains possible. Do not send several different correction instructions.
Are website photographs part of my approved configuration?
No. Images are illustrative and may show options or customer-supplied elements. Only items clearly identified in the relevant project and order documents form part of the approved configuration.
How can unnecessary revision cycles be avoided?
Provide complete, verified information at the start. Gather comments from all participants into one coordinated list and review every new revision fully. Do not postpone decisions on colour, openings and accessories unnecessarily.
Should I retain superseded drawings?
Yes, as a traceable project record. 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 approval?
Not necessarily. Customer approval confirms the selected configuration. Internal production release can include additional checks or administrative requirements. The explicit update on the processing status of the individual order is decisive.
