How to Check Your Delivery and Report Transport Damage

Learn how to inspect a greenhouse, pergola or outdoor structure delivery, record visible or concealed damage, identify shortages and submit a clear report before installation begins.

Deliveries for greenhouses, pergolas and other outdoor structures may contain aluminium profiles, glass or other glazing, fixings and several separately packed accessories. A careful receiving inspection protects the components, creates an accurate record of the consignment and helps any transport problem to be assessed efficiently. This guide explains what to prepare, what to inspect and what information to provide if anything is damaged, missing or incorrect.

Why delivery inspection matters

A package can look sound while a component inside has moved, and damaged outer wrapping does not automatically mean that the product beneath it is unusable. The purpose of inspection is to establish facts rather than make assumptions.

Checking the load promptly helps distinguish transport damage from damage caused later by movement, unsuitable storage or premature installation. It also reduces the risk of discovering a bent profile or broken pane only after the structure has been partly assembled.

The inspection should cover the package count, package condition, labels and any areas showing impact, compression, puncture, moisture or movement. Record your findings even if the shipment appears satisfactory. A few overview photographs and a retained delivery note can provide a useful baseline.

Before delivery, review the applicable Terms of Purchase & Delivery. Reporting arrangements can vary, so follow the instructions provided for your particular order and carrier.

Prepare before the delivery arrives

Choose a suitable receiving and storage area

Select a level, stable and accessible place where the load can be checked without blocking a public road, pavement, shared access or emergency route. Confirm that the delivery vehicle can approach safely and that gates, overhanging branches, parked cars and tight turns will not prevent access.

The receiving area and the final installation site are not necessarily the same. Delivery components may need temporary storage while foundations are completed. For a pergola, read the guidance on preparing a foundation for a pergola before arranging where the packages will wait. The foundation should not be used as an improvised storage surface if it is wet, uneven or still being worked on.

Keep packages off mud and standing water. Do not lean long profiles, glass or large panels against a wall unless the supplied handling or storage instructions specifically permit it. Protect packages from wind and unauthorised access, but do not cover them in a way that traps moisture or conceals their labels.

Arrange enough capable people to be present where manual assistance is expected. Do not attempt to catch, lift or restrain a shifting load. If the load, unloading method or surroundings appear unsafe, stand clear and follow the carrier's safety directions.

Keep the relevant records available

Have the order confirmation, delivery details and any package or component lists ready on a phone or as printed copies. If another person will receive the shipment, give them clear authority and instructions. They should know which order is arriving, where it will be stored and how to record a problem.

Check the selected model before delivery. The package arrangement for an aluminium Classic greenhouse will not necessarily match that of a Bloomcabin pergola or a larger Bloomcabin orangery. Do not use another customer's photographs or a different model's package count as your reference.

Delivery inspection: the essential sequence

1. Observe the load before unloading. From a safe position, note whether packages are leaning, crushed, loose or visibly wet. Do not enter the vehicle or unloading zone without permission.
2. Identify the consignment. Compare the delivery details and labels with your order. Check the recipient, delivery address and product references where shown.
3. Count the packages. Compare the physical count with the delivery paperwork or package information supplied for the order. Count separate bundles, crates and accessory cartons rather than assuming one pallet equals one package.
4. Inspect every side that can be seen safely. Look along the length of profile bundles and examine corners, ends and straps. Never climb onto the load or place yourself beneath raised goods.
5. Record exceptions accurately. If the carrier's process allows comments, use specific wording such as “outer carton punctured at lower right corner” or “one bundle missing from stated package count”. Avoid vague notes such as “unchecked” when a more precise description can be given.
6. Photograph the consignment. Take overview, package-label and close-up photographs before damaged wrapping is removed or the packages are moved unnecessarily.
7. Follow the delivery procedure. Acceptance, refusal and notation methods differ. Follow the current order documentation and contact instructions rather than relying on general advice from the driver or an installer.
8. Move the goods into suitable storage. Keep affected items separate, retain their packaging and prevent further damage while the report is considered.

Personal safety takes priority over inspecting or photographing a delivery. Do not approach unstable packages, broken glass, exposed sharp edges or moving unloading equipment.

What to look for while the driver is present

Area	Possible warning signs	Useful action
Outer packaging	Tears, punctures, crushed corners, water staining or opened seams	Photograph the complete package and the affected area
Long bundles	Bowing, twisted ends, deep impact marks or displaced wrapping	Photograph along the full length from more than one angle
Glazing packages	Rattling fragments, damaged restraints, cracked panes or distorted frames	Do not handle broken material; isolate the area safely
Package count	Count differs from the paperwork or a numbered item is absent	Record the count actually received
Labels	Wrong recipient, model reference or package number	Photograph the label without removing it

Straps or protective films can leave harmless impressions, while a small puncture may conceal a serious impact. Record the packaging condition first; assessment of the component can follow once it can be opened safely and in accordance with the reporting instructions.

Should you accept or refuse a damaged shipment?

There is no single rule suitable for every consignment. Minor packaging damage may not justify refusing an entire delivery, while a seriously unstable, extensively damaged or clearly incorrect load may require immediate advice. Do not make a refusal decision solely because the outer wrapping is marked.

If damage is visible, describe it on the carrier's delivery record where that option is provided, take photographs and follow Bloomcabin's contact procedure. If the load is unsafe, do not unload or handle it simply to complete an inspection. Ask the driver to pause in a safe position while you seek the appropriate instructions, if this can be done safely.

Signing for a delivery, noting damage and refusing goods can have different meanings under the applicable delivery arrangements. Consult the order-specific paperwork rather than adding wording whose effect you do not understand.

How to take useful damage photographs

Photographs should explain where the problem is, not merely prove that a mark exists. Use good natural light where possible, keep the lens clean and avoid filters or edits. Retain the original files.

• Take an overview showing the whole consignment in its delivery position.
• Photograph the complete affected package so its identity and orientation are clear.
• Capture the package label, barcode or reference in a separate readable image.
• Take medium-distance and close-up views of each damaged area.
• For a bent profile, photograph along its length and from the side; do not force it straight for the photograph.
• For an impact, include the damaged outer packaging and the corresponding area beneath it where safe to expose.
• For glazing damage, photograph from a safe distance. Do not separate broken fragments for a clearer picture.
• Photograph missing-package evidence, such as the received labels and delivery paperwork, rather than sending an image of an empty space alone.

A short video may show looseness or distortion, but it should supplement rather than replace clear still photographs. Do not place a person at risk to obtain either.

Visible damage, concealed damage, shortages, and incorrect items

Visible transport damage

Visible damage can be observed before the package is opened: crushed packaging, torn wrapping, a bent bundle or exposed broken glazing. Record it while the goods remain in their received condition. If safe, prevent the affected package from being stacked beneath other items.

Concealed damage

Concealed damage becomes apparent only after the outer packaging is removed. Open and inspect packages systematically as soon as reasonably possible under the applicable instructions. Photograph each opening stage if the outside showed an impact. Keep the label and packaging associated with the affected component.

Do not confuse a manufacturing feature, protective film, removable residue or minor packaging rub with structural damage. If uncertain, submit clear images and wait for an assessment instead of altering the part.

Missing packages or parts

First distinguish a missing package from a missing component. A package shortage means the number or identifiers delivered do not match the shipment information. A component shortage may only become clear during inventory because several parts can share one carton or bundle.

Check all packaging cavities, wrapped profile channels and fixing cartons. Compare part references with the documentation for your exact model, not a visually similar structure such as a Premium Classic Plus glass greenhouse or a Prestige greenhouse with metallic base.

Incorrect items

An incorrect item may be the wrong model, finish, component or accessory. Leave labels attached and do not install, cut, drill or repaint it. Photograph both the item and its identification. If several packages are correct and one is not, make clear which package is in question.

Submitting a complete transport damage report

Send one organised report through the contact method stated in your order documentation. Multiple incomplete messages can make it harder to match photographs, package numbers and affected parts. Keep a copy of everything submitted.

Include this information

• Customer name and order reference.
• Delivery date and delivery address.
• The number of packages received and the number expected, where known.
• A factual description of what was observed and when it was discovered.
• Package labels and component references, where available.
• Whether the damage was visible before opening or concealed by intact packaging.
• Clear overview and detail photographs.
• Any notation made on the delivery record.
• Confirmation that the affected items have not been installed, repaired or discarded.

Describe damage precisely: “profile end compressed and split beside package label” is more useful than “everything damaged”. Do not speculate about cause or declare that the entire structure is unusable unless every relevant component has actually been checked.

Do not install or repair questionable components

Do not straighten bent aluminium, glue cracked elements, polish out deep marks, drill replacement holes or fit a questionable component while its condition is being assessed. Modification can hide evidence, create further damage or make identification difficult.

Installation should also pause where a damaged component affects alignment, glazing support, weather protection or safe sequencing. General care guidance, such as maintenance of an aluminium greenhouse, applies after a satisfactory installation; it is not a repair procedure for transport-damaged parts.

Protect the rest of the shipment

Separate the questionable package without losing its label or fixings. Keep the remaining goods dry, stable and arranged so that they do not have to be repeatedly moved. Avoid placing heavy cartons on long profiles or glazing packages.

Retain outer wrapping, spacers, straps and broken fragments where safe until you are told they are no longer required. Restrict access by children and pets. If rain, strong wind or site works threaten the stored goods, improve the storage arrangements without altering the damaged component.

Planning lessons for different outdoor structures

The receiving plan should reflect the type and scale of structure. Long pergola components need sufficient straight storage space. Review the relevant aluminium pergola dimensions and whether the project uses a wall-mounted or freestanding pergola. A bioclimatic or standard pergola may also have a different component arrangement.

Greenhouse and orangery deliveries can combine slender frame elements with glazing and smaller fitting boxes. A larger footprint does not mean every package is large; small cartons may contain essential fixings. Browse the greenhouses and conservatories range only to confirm the ordered model, then rely on the documentation supplied for its actual inventory.

For wooden structures, protect components from unsuitable ground conditions and inspect packaging for moisture or impact. The receiving principles remain similar, although materials and package formats differ. The summer houses section can help identify the correct product family.

Quick receiving checklist

• Prepare a level, secure receiving and storage area.
• Have the order confirmation and package information available.
• Observe the load from a safe position before unloading.
• Confirm the recipient and product labels.
• Count every bundle, crate and carton.
• Inspect visible sides, corners and ends.
• Record specific exceptions on the available delivery paperwork.
• Take overview, label and close-up photographs.
• Keep questionable items unaltered and separate.
• Submit one complete report using the stated contact procedure.

For wider ordering guidance, see How to order and the main Useful Information library. Transport damage should not automatically be treated as a warranty matter or a request under the Return and Cancellation Policy; use the process appropriate to the circumstances.

Once all delivery questions have been resolved, practical ownership resources include guides to cleaning an aluminium greenhouse, making a greenhouse more eco-friendly, preparing for spring, starting seeds, exploring uses beyond gardening and understanding the benefits of having a greenhouse.

Frequently asked questions

Does damaged packaging always mean the product is damaged?

No. Packaging is intended to absorb handling marks and minor impacts, so the component may be unaffected. Equally, a small puncture can conceal localised damage. Photograph the packaging before opening, inspect the corresponding component carefully and retain the materials.

What if the driver leaves before I discover concealed damage?

Stop handling or installation, photograph the packaging and component, and report the issue promptly using the instructions for your order. State that the damage was concealed and explain when it became visible. Check the applicable delivery terms for any reporting requirements.

Should I throw away the packaging after checking the parts?

Not while a damage, shortage or identification question remains unresolved. Packaging can show impact location, package reference and how the component was protected. Retain it safely, including labels and internal supports, until advised that it is no longer needed.

Can I straighten or repair a bent component myself?

Do not do so before assessment. Straightening can change the shape, coating or fit and may obscure the original damage. Send photographs showing the full component and the affected area, then wait for instructions.

What if the package count is correct but a part appears to be missing?

Complete a component inventory. Small parts may be packed inside another carton, attached to profiles or grouped under one package number. Check the documentation for the exact model and report the specific part reference and quantity if it remains absent.

Is a delivery damage report the same as a warranty claim or return?

Not necessarily. Transport damage, a later product fault, cancellation and voluntary return are different circumstances and may follow different procedures. Describe what happened factually and use the applicable route in the order documentation.

How many photographs should I send?

Send enough to identify the consignment, package, component and damage without unnecessary duplicates. A useful set normally includes an overview, a readable label, the whole affected item and close-ups from suitable angles. Image clarity matters more than volume.

Can installation continue with the unaffected components?

Only where doing so is safe, does not alter evidence and will not obstruct replacement or assessment. If the questionable component affects alignment, support or installation sequence, pause. Do not assume that an apparently unrelated part can be omitted temporarily.

What should I do if the delivered load appears unsafe?

Keep people away and do not touch, climb on or attempt to stabilise it. Alert the driver or unloading operator from a safe position and follow their directions. Contact the appropriate delivery representative if the situation cannot be resolved safely.

What is the most important action at delivery?

Inspect and document the consignment before it is dispersed, altered or installed, while always putting personal safety first. An accurate package count, specific written observations and clear photographs provide the strongest basis for resolving a delivery issue.