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Check your delivery and report transport damage correctly
A systematic goods-receipt check helps identify visible damage, concealed transport damage, missing packages and incorrect deliveries early. This guide covers inspection, photo records, reporting and safe temporary storage.
Why checking on delivery matters
Greenhouses, pergolas and outdoor saunas contain different types of components: long aluminium profiles, glazing or roof elements, timber parts, fittings, fixings and sometimes pre-assembled sections. These may arrive on one or several pallets and in separate cartons. A compact-looking shipment can therefore contain many components needed for assembly.
A structured handover inspection creates a clear starting record. It shows how many packages arrived, the condition of the packaging and whether obvious mechanical impact is visible. The more precisely you document your findings, the easier it is to determine whether packaging damage had no consequence or whether a component needs replacement or technical assessment.
Goods receipt is not a complete assembly inspection. Many individual parts can only be identified after opening the packages and comparing them with the packing list and instructions. However, the driver's presence is especially important: obvious damage, shifted loads or an unexpected package count can be recorded immediately.
For more on the usual process, see Ordering and delivery. Delivery arrangements vary by destination; for New Zealand orders, see the guide to buying a greenhouse with delivery to New Zealand.
Prepare before your delivery arrives
Choose a suitable receiving and storage area
Before the delivery date, plan where the vehicle can stop and where the consignment can be unloaded. Access, gate width, ground conditions, slope, parked vehicles, branches and other obstacles all affect the process. The chosen area must safely take the delivered load. If you are unsure about access or unloading, clarify this in advance using the contact details for your order.
The inspection area should be level, load-bearing, well lit and large enough. Long profiles must not overhang uncontrolled or bend on point supports. Glass, panels and pre-assembled elements must be secured against toppling. Do not store packages in traffic routes, on wet ground or where water runs off roofs.
Clear the area beforehand and have a phone or camera, writing materials, work gloves and, if needed, a torch ready. A second person should be present for heavy or bulky consignments. Do not try to lift awkward components alone. Include the size of the receiving area in project planning, for example with the pergola size guide.
Keep relevant documents ready
Save or print the order confirmation, delivery-note information and any package details. Note the order number, recipient name and delivery address. Anyone accepting delivery for you needs brief instructions: count packages, check their condition, record discrepancies precisely and take photos.
The person accepting delivery should not simply sign because the driver is waiting. A neutral note such as “packaging damaged” says less than a specific description, for example “upper right corner of long carton crushed; strapping broken”. The guide How to order explains the ordering process. Further planning and use topics are in Useful information.
Delivery inspection: the essential sequence
- Safety first: Before unloading, check whether the load is visibly leaning, unstable or damaged. Keep clear if parts could shift.
- Photograph the overall condition: Take photos of the shipment from several sides while it is still on the vehicle or immediately after setting it down.
- Count packages: Compare the pallets and cartons actually handed over with the available delivery information. Count not only pallets, but also loose or separately secured packages.
- Inspect external packaging: Check corners, edges, undersides, protective film, carton faces, strapping and fixings.
- Locate irregularities: Pay particular attention to dents, tears, holes, moisture, abrasion or movement.
- Record discrepancies: Have visible damage or missing packages specifically noted on available delivery documents or in the carrier’s recording system.
- Keep evidence: Photograph the note or retain a copy. Do not sign a description that conflicts with the condition you can see.
- Unpack carefully after handover: Open suspect areas carefully without unnecessarily changing packaging, labels or damaged parts.
- Match the contents: Identify components using the packing list and assembly documents. Report damage, shortages or incorrect parts without unnecessary delay through Contact or the channel stated for your order.
A systematic process is especially useful where many similar-looking profiles are present. The number of visible cartons does not show how many individual items should be inside. Open and inspect each package in turn, keeping all markings in place.
What to check while the driver is present
| Check point | Possible issue | Useful documentation |
|---|---|---|
| Load position | Pallet leaning, packages shifted or inadequately supported | Overview photo before further movement |
| Carton and film | Tear, hole, severe crushing, scuffing or open seam | Overall view and close-up |
| Strapping | Broken, loose, cut into or clearly replaced | Photograph strap, seal and affected edge |
| Moisture | Soaked carton, water marks or condensation within film | Compare dry and wet areas |
| Rigid components | Deformed profile ends, cracked panels or damaged frames | Photograph damage without loading the component |
| Package count | Fewer or more units than expected | Record the full delivery and every label |
An intact top surface is not enough. Fork tines, edge contact or concentrated loads can damage the underside. Never go beneath a raised or unstable load. An inspection must never create a safety risk.
Accept or refuse a damaged shipment?
Damaged packaging does not automatically mean the whole delivery is unusable. Conversely, an almost intact outer covering does not guarantee faultless contents. The decision should reflect the type and extent of visible damage, load stability and the acceptance instructions that apply to the specific order.
For limited external damage, accepting the delivery with precise documentation may be sensible if it can be unloaded and stored safely. Record not only a general reservation, but also the location and nature of the issue. A blanket note replaces neither photos nor a prompt report.
If the load is clearly unstable, key assemblies are severely damaged or unloading presents a risk, do not carry out improvised transfer or securing work. Photograph the situation from a safe distance and contact Bloomcabin. Whether full or partial refusal is appropriate should be decided using the delivery documents and in consultation. There is no single solution for every damage case.
Taking useful damage photos
Good photos do not need to be artistic. They need to identify the shipment, show the damage location and make its extent understandable. Photograph in even light and check that the image is sharp.
- Overall view: the complete pallet or package with its surroundings.
- Position view: the damaged area together with a recognisable corner, edge or package marking.
- Close-up: show tears, dents, breaks, scratches or deformation in detail.
- Label: photograph the shipping or package label clearly without unnecessarily sharing personal data publicly.
- Opened package: show the position of the affected component in the carton before removing it.
- Component marking: photograph any item number or identification together with the damage.
For deformation, a straight unloaded reference object or scale can be helpful. Do not position anything in a way that further distorts the component or scratches a sensitive surface. Do not edit the original images with filters or marks. Additional copies with arrows can help explain the issue, but retain the unaltered files.
Visible damage, concealed damage, shortages and incorrect deliveries
Visible transport damage
Visible transport damage can be seen before or during acceptance. Examples include torn cartons, crushed ends, broken panels, bent frames or loose components. Document the issue before unpacking and have it noted on the delivery paperwork. Then open the packaging carefully to preserve the connection between the external impact and internal damage.
Concealed transport damage
Concealed damage only becomes visible after opening. It can include a profile bent inside the carton, damaged coating, a cracked element or a distorted connection. Pause unpacking briefly at the affected point, photograph the original position and retain the protective material and carton. Report the finding promptly in line with your order documents.
Careful identification is especially important for greenhouse panels, because protective films and packaging marks should not be confused with material damage. Learn more in the article on polycarbonate for greenhouses. You can also find general planning examples in greenhouses and conservatories.
Missing packages or parts
Distinguish between a missing package and a missing individual item. If an expected pallet or separate carton is absent, record this at handover. If a screw, fitting or profile is missing from an existing package, the discrepancy can usually only be identified when checking the packing list and instructions.
Open all related cartons in a controlled way. Small fittings may be in cavities, accessory cartons or attached to larger components. Record the item number, description and expected quantity rather than simply reporting “parts missing”. Checking the assembly documents early avoids confusion between mirrored, optional and later-needed components.
Incorrectly delivered parts
An incorrect part can look similar at first glance. Compare its marking, drilling pattern, connection shape, material, colour and assignment in the instructions. Do not alter or install the part. Photograph it beside its label and state both the expected and delivered item numbers.
This applies equally to structures such as a bioclimatic or classic pergola, a wall-mounted or freestanding pergola and more complex sauna kits.
A complete transport-damage report
Include these details in your report
- Order number, recipient name and delivery address,
- delivery date and, where relevant, time of discovery,
- actual number of pallets and packages received,
- specific description of the external packaging condition,
- affected component or item numbers, where identifiable,
- description of the type, location and extent of each instance of damage,
- whether the damage was visible at handover or only when unpacking,
- photos of the overall delivery, packaging, labels and individual parts,
- a copy or photo of any delivery notes,
- whether the component has been stored unchanged.
Group multiple instances of damage clearly, for example by package and item number. Avoid separate, unconnected messages when one report will do. This makes technical assessment easier. Separate matters such as warranty should be kept apart from transport-damage documentation.
Do not install or repair questionable components
Straightening a bent profile, touching up a coating or trial-fitting a cracked panel can change the original damage. Without technical inspection, it is also unclear whether connection geometry, dimensional accuracy or load performance has been affected. Do not drill, cut, glue, sand or heat a disputed part before you receive a response.
Normal later care, as described in caring for an aluminium greenhouse is not the same as repairing transport damage. Do not trial-connect electrical or heated outdoor-sauna components where housings, cables or connections appear damaged. Suitable qualified professionals must assess applicable local technical and electrical requirements.
Protect the rest of the delivery
Damage to one item is no reason to leave other components unprotected. Separate checked and unchecked packages spatially or with easily removable markings. Store profiles horizontally and with adequate support unless the assembly instructions state otherwise. Sensitive panels and frames must remain stable and protected from impact, wind, moisture and site traffic.
Keep original packaging until the matter is resolved. Remove wet outer packaging only where needed to prevent further damage; document its condition first. Then provide dry, suitable covering without sealing moisture in. Do not discard labels, carton sections or padding while they may still be needed for identification or assessment.
Planning notes for different outdoor structures
Greenhouses: Long profiles and transparent elements need a clean, level resting surface. Historic or decorative concepts, such as those shown in the article about Victorian greenhouses may contain many visually similar frame parts. Keep markings in place until identification is certain. A planned orangery also needs sufficient organised storage space.
Pergolas: Posts, beams and roof components may be long and heavy. The storage area must not block prepared foundation points. The pergola foundation guide helps with site planning. Whether a particular roof solution is suitable is a separate planning question; see Is a bioclimatic pergola worthwhile?.
Outdoor saunas: Larger timber and frame parts must be stored dry, stable and protected from dirt. For models such as the Elma S outdoor sauna, the Elma L or the HC150 barrel sauna , the receiving area should be decided before unloading. Find further models and information in Saunas.
Whatever the product type, check whether the project needs building consent or resource consent and whether other site-specific rules apply. Start with the guide on whether you need consent for a greenhouse or pergola in New Zealand . Check the design and intended use with your council, including foundations, services, boundaries and stormwater.
Quick goods-receipt checklist
- Access, unloading area and safe storage space prepared?
- Order number, delivery details and camera ready?
- Load checked for instability before unloading?
- All pallets, cartons and loose packages counted?
- Packaging, including edges and undersides, checked?
- Overall photos, detail photos and labels photographed?
- Discrepancies specifically noted on delivery paperwork?
- Suspicious packages opened carefully and parts identified?
- Damaged components stored unchanged?
- Complete report sent without unnecessary delay?
Frequently asked questions
Does damaged packaging always mean the product is damaged?
No. Packaging is intended to absorb external impacts and may be damaged while the contents remain intact. Nevertheless, document and carefully open the affected area. Only inspecting the corresponding component allows a reliable assessment.
What if the driver has left and I discover concealed damage?
Pause unpacking at that point. Photograph the component, its position in the package, internal packaging, outer carton and label. Keep all materials and report the finding promptly with the order and item number. The lack of a handover note does not prevent technical documentation of concealed damage.
Should I dispose of packaging after checking the parts?
Not while damage, a shortage or an incorrect delivery remains unresolved. Carton, protective material and labels can show where a part was placed and which package it belongs to. Intact packaging also helps protect items during temporary storage.
Can I straighten or repair a bent component myself?
Not before technical clarification. Straightening can further alter the geometry and make the original condition harder to assess. Send photos and identification details first. Do not carry out mechanical or thermal work yourself.
What if the package count is correct but a part is missing?
Check the packing list and assembly instructions in full. Look in accessory cartons, cavities and on larger components without damaging parts. Then report the exact item number and expected quantity. A statement such as “one fixing part is missing” is usually insufficient without clear identification.
Is a transport-damage report the same as a warranty claim or return?
No. A transport-damage report records condition and completeness in connection with delivery. Warranty or return matters may have different requirements and processes. First describe objectively when and how the discrepancy was found.
How many photos should I send?
Send as many as necessary to show identity, position and extent clearly, but avoid series of almost identical images. For one damage case, an overview, position image, close-up, label and packaging position are usually the key views. Each item should be recognisable separately where several parts are affected.
Can assembly continue with undamaged components?
Only if it is clear that doing so will not make assessment or later installation of the disputed part more difficult. For load-bearing, connecting or critical components, wait for a response. Do not choose a build sequence that conceals damaged parts or creates unnecessary dismantling.
What should I do if the delivered load appears unsafe?
Keep clear, move people out of the danger area and do not step beneath or between unstable packages. Do not try to secure shifted heavy components by hand. Document the situation from a safe position and agree the next steps with the driver and responsible contact.
What is the most important action on delivery?
Check and document the external condition and package count before handover is completed. Specific notes and clear photos are far more useful than a later recollection. Then unpack in a controlled way, identify parts clearly and submit a complete report promptly.
You can find further technical and gardening content in the Bloomcabin blog, for example on greenhouse temperature and humidity. These use topics become relevant only once delivery, foundations and assembly are properly completed.
