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Check your delivery and report transport damage correctly
A systematic goods check helps you identify visible damage, concealed transport damage, missing packages and incorrect deliveries early. This guide covers inspection, photographs, reporting and safe temporary storage.
Why checking delivery matters
Greenhouses, pergolas and outdoor saunas contain many component types: long aluminium profiles, glazing or roof elements, timber parts, fittings, fixings and sometimes preassembled units. They may arrive on one or several pallets and in separate cartons. A compact-looking consignment can therefore contain numerous assembly-dependent components.
A structured check at handover creates a reliable starting record. It shows how many packages arrived, the condition of the packaging and whether clear mechanical impact is visible. The more precisely you document your observations, the easier it is to establish whether packaging damage had no consequence or whether a component needs replacement or technical assessment.
Goods receipt is not a full assembly inspection. Many individual parts can only be identified after opening the packages and comparing them with the packing list and instructions. The driver's presence is nevertheless especially important: obvious damage, shifted loads or a different package count can be recorded immediately.
For an overview of the usual process, see Shopping and delivery. Delivery arrangements can vary by destination; guidance for South African orders is available in buying a greenhouse with delivery to South Africa.
Prepare before 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, slopes, parked vehicles, branches and other obstacles affect the process. The intended area must safely carry the delivered load. If access or unloading is uncertain, clarify this in advance through the contact channel given for your order.
The inspection area should be level, load-bearing, well lit and sufficiently spacious. Long profiles must not overhang unchecked or bend over point supports. Glass, panels and preassembled elements must be protected against tipping. 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. Consider the receiving area during 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 receiving the delivery for you needs a brief instruction: count packages, inspect their condition, record discrepancies precisely and take photographs.
The person receiving the goods should not simply sign because the driver is waiting. A neutral note such as “packaging damaged” says less than a specific description, for example “top right corner of long carton crushed; strapping broken”. The general order process is explained in How to order. Find further planning and use topics in Useful information.
Delivery inspection: the key sequence
- Safety first: Before unloading, check whether the load is visibly tilted, unstable or damaged. Keep clear if components could shift.
- Photograph the overall condition: Take pictures from several angles while the consignment is still on the vehicle or immediately after setting it down.
- Count packages: Compare the pallets and cartons handed over with the available delivery information. Count not only pallets, but also loose or separately attached packages.
- Inspect packaging externally: Check corners, edges, undersides, protective film, carton surfaces, straps and fixings.
- Locate irregularities: Pay particular attention to areas with crushing, tears, holes, dampness, abrasion or displacement.
- Record discrepancies: Ask for visible damage or missing packages to be recorded specifically on the available delivery documents or in the carrier's system.
- Keep evidence: Photograph the note or retain a copy. Do not sign a description that conflicts with the visible condition.
- Unpack carefully after handover: Open suspect areas carefully without unnecessarily altering packaging, labels or damaged parts.
- Check contents: Match components against the packing list and assembly documents. Report damage, shortages or incorrect parts without unnecessary delay via Contact or the channel stated for your order.
A systematic process is particularly useful when there are many similar-looking profiles. The number of visible cartons does not show how many individual items should be inside. Open and inspect each package in turn, keeping all labels in place.
What to check while the driver is present
| Check point | Possible issue | Useful documentation |
|---|---|---|
| Load position | Pallet tilted, packages shifted or inadequately supported | Overall image before moving anything |
| Carton and film | Tear, hole, severe crushing, abrasion mark or open seam | Overall view and close-up |
| Strapping | Broken, loose, cut into or clearly replaced | Photograph strap, closure and affected edge |
| Moisture | Soaked carton, water marks or condensation inside 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 announced | 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. Inspection must never create a safety risk.
Accept or refuse a damaged consignment?
Damaged packaging does not automatically mean that the whole consignment is unusable. Conversely, an apparently intact outer layer does not guarantee faultless contents. The decision should reflect the type and extent of visible damage, load stability and the acceptance instructions applying to the specific order.
For limited external damage, acceptance with precise documentation may be sensible if the consignment can be unloaded and stored safely. Record not only a general reservation but also the location and nature of the issue. A broad note does not replace photographs or a prompt report.
If the load is clearly unstable, major assemblies are severely damaged or unloading presents a risk, do not try to transfer or secure the load yourself. Photograph the situation from a safe distance and contact Bloomcabin. Whether full or partial refusal is appropriate should be decided from the delivery documents and in consultation. There is no single solution for every damage case.
Take useful damage photographs
Good photographs need not be artistic. They must identify the consignment, show the damage location and make its extent understandable. Photograph in even light and check that every image is sharp.
- Overall shot: full pallet or complete package with surroundings.
- Location shot: 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 affected component's position in the carton before removing it.
- Component marking: photograph any item number or marking together with the damage.
For deformation, a straight unloaded comparison object or ruler can help. Do not place anything in a way that bends the component further or scratches a sensitive finish. Do not edit original images with filters or markings. Copies with arrows may 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 identified before or during acceptance. Examples include torn cartons, crushed ends, broken panels, bent frames or loose parts. Document the issue before unpacking and have it recorded on the delivery documents. Then open the packaging carefully so the link between the external impact and any internal damage remains clear.
Concealed transport damage
Concealed damage only becomes apparent after opening. It may include a profile bent inside the carton, damaged coating, cracked element or distorted connector. 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 mistaken for material damage. Read more about polycarbonate for greenhouses. General planning examples are also available for greenhouses and conservatories.
Missing packages or parts
Distinguish between a missing package and a missing individual part. If an announced pallet or separate carton is missing, record this at handover. If a screw, fitting or profile is missing from an existing package, the discrepancy can usually only be found when checking the packing list and instructions.
Open all related cartons carefully. Small fittings may be in cavities, accessory boxes or attached to larger components. Note the item number, description and expected quantity rather than reporting only “parts missing”. Consulting assembly documents early prevents confusion between mirrored, optional and later-required components.
Incorrectly supplied parts
An incorrect part may look similar at first. Compare its marking, drilling pattern, connection shape, material, colour and assignment in the instructions. Do not alter or install it. Photograph it beside the label and state both the expected and received 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.
Complete transport-damage report
Include these details in your report
- order number, recipient name and delivery address,
- delivery date and, where applicable, 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 discovered only during unpacking,
- photos of the complete delivery, packaging, labels and individual parts,
- a copy or photo of any delivery notes,
- information on whether the component was stored unchanged.
Group multiple issues clearly, for example by package and item number. Avoid separate, unconnected messages when one combined report is possible. This makes technical assessment easier. Separate matters such as guarantee should not be mixed with transport documentation.
Do not install or repair questionable components
Straightening a bent profile, touching up a coating or test-fitting a cracked panel can alter the original damage. Without technical assessment, it is also unclear whether connection geometry, dimensional accuracy or load performance has been affected. Do not drill, cut, glue, sand or heat a reported part before receiving a response.
Routine later care described in caring for an aluminium greenhouse is not the same as repairing transport damage. Do not test-connect electrical or heated outdoor-sauna components if housings, cables or connections show signs of damage or another concern. A competent local professional should assess the applicable technical and electrical requirements.
Protect the remaining delivery
One damaged item is no reason to leave all other components unprotected. Separate checked and unchecked packages physically or with easily removable markings. Store profiles horizontally with adequate support unless the assembly documents say otherwise. Sensitive panels and frames must remain stable and be protected from impact, wind, moisture and site traffic.
Keep original packaging until the matter is resolved. Remove wet outer packaging only where necessary to prevent consequential damage; document its condition first. Then provide dry suitable covering without sealing moisture inside. Do not discard labels, carton sections or padding while they may be needed for identification or assessment.
Planning notes for different outdoor structures
Greenhouses: Long profiles and transparent elements require a clean, level resting surface. Decorative or historic concepts, such as those shown in Victorian greenhouses can contain many visually similar frame parts. Keep markings until each part is clearly assigned. Plan enough organised storage space for an orangery as well.
Pergolas: Posts, beams and roof components can be long and heavy. The storage area must not obstruct prepared foundation points. The pergola foundation guide helps with site planning. Whether a particular roof solution is suitable is a separate question; see Is a bioclimatic pergola worthwhile?.
Outdoor saunas: Larger timber and frame components 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 ready before unloading. Find further models and information in Saunas.
Whatever the product type, ask the municipality responsible for the site whether the planned project needs approval. Begin with our guide to whether a greenhouse or pergola needs municipal approval in South Africa . Base your next steps on the municipality's answer for that site and project.
Quick goods-receipt checklist
- Access, unloading point and safe storage area 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 underside, inspected?
- Overall shots, detail shots and labels photographed?
- Discrepancies specifically noted on delivery documents?
- 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 can be damaged while its contents remain intact. The affected area must still be documented and opened carefully. Only inspection of the associated component allows a reliable assessment.
What should I do if the driver has left and I find concealed damage?
Stop unpacking at that point. Photograph the component, its position in the package, the inner packaging, outer carton and label. Keep all materials and report the finding promptly with the order and item number. The absence of a note at handover does not prevent technical documentation of concealed damage.
Should I discard packaging after checking the parts?
Not while damage, a shortage or an incorrect delivery remains unresolved. Cartons, protective material and labels can show where a part was placed and which package it belonged to. Intact packaging also supports protected temporary storage.
Can I straighten or repair a bent component myself?
Not before technical clarification. Straightening can alter the geometry further and makes the original condition harder to assess. Send photographs 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 completely. Look in accessory cartons, cavities and around larger components without damaging parts. Then report the exact item number and expected quantity. A statement such as “a fixing is missing” is usually insufficient without clear identification.
Is a transport-damage report the same as a guarantee claim or return?
No. A transport-damage report documents condition and completeness in connection with delivery. Guarantee or return matters may have different conditions and procedures. First describe factually when and how the discrepancy was discovered.
How many photographs should I send?
Send as many as needed to show the identity, location and extent clearly, but avoid a series of nearly identical pictures. For a single damaged item, the key views are usually an overall image, location shot, close-up, label and packaging position. If several parts are affected, each position should be separately identifiable.
Can assembly continue with undamaged components?
Only where it is clear that this will not complicate assessment or later fitting of the reported part. For load-bearing, adjoining or critical components, wait for a response. Do not choose an assembly sequence that hides damaged parts or creates unnecessary dismantling.
What should I do if the delivered load looks unsafe?
Keep away, 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 appropriate contact.
What is the most important action at delivery?
Inspect and document the external condition and package count before handover is complete. Specific notes and clear photographs are much more useful than a later recollection. Then unpack carefully, identify parts clearly and submit a complete report promptly.
Find further technical and gardening content in the Bloomcabin Blog, for example on greenhouse temperature and humidity. These usage topics only become relevant once delivery, foundations and assembly have been completed correctly.
