Photos, measurements and drawings for a quote request

Well-organised site information makes it easier to select a suitable greenhouse, pergola or outdoor sauna. This guide explains which photos, measurements, sketches and details support a sound initial assessment.

A useful quote request is not about sending as many files as possible, but about providing traceable information. Include a clearly named product type, intended use, a complete photo series, checked measurements and a simple site sketch. Also document slopes, drainage, the foundation situation, and delivery and installation access.

These documents do not replace a technical site inspection or planning by suitably qualified professionals. They can, however, identify obvious conflicts early, reduce follow-up questions and help compare suitable options. This applies to greenhouses and conservatories, pergolas and products in the sauna range.

Quick checklist for your quote request

Before sending, check that your package includes at least the following:

• the required product type and intended use;
• the address, or at least the postal code and town or city of the planned site;
• overview photos from several directions;
• detail photos of walls, ground, drainage, obstacles and access;
• available length and width, plus relevant heights;
• distances to buildings, walls, trees, paths and property boundaries;
• details of slopes and the planned base or foundation;
• a labelled plan view with dimension lines and north direction;
• information about vehicle access, unloading and the transport route;
• notes on services, chambers, roof drainage and other technical features;
• clearly marked preferences, assumptions and unresolved points.

If information is missing, do not estimate it and enter it as if it were an exact measurement. Instead, mark it as “to be checked” or “approximate position”. This makes clear which information is reliable.

1. Define the product and intended use

First state which type you would like assessed: a freestanding greenhouse, lean-to greenhouse, orangery, wall-mounted or freestanding pergola, rectangular outdoor sauna or barrel sauna. If you are still comparing options, describe the alternatives clearly. Our full product range offers an overview of the categories.

The intended use influences a sensible site assessment. For a greenhouse, growing space, working routes, ventilation and water access are relevant. If you are considering different garden concepts first, you can find further guidance in our article on polytunnels, our guide to Victorian greenhouses and our introduction to an orangery as a greenhouse concept.

For a pergola, explain whether it will mainly provide seating space, shade, weather protection or a transition between home and garden. Where useful, compare bioclimatic and classic pergolas as well as wall-mounted and freestanding pergolas. A sauna request should include the expected number of users, preferred form and intended technical equipment. Examples such as the Elma S outdoor sauna, the Elma L outdoor sauna or the HC150 barrel sauna can help you identify the required basic design accurately.

2. Take a complete series of site photos

Do not photograph the empty area alone. For an initial technical assessment, the site must be visible in its spatial context. Overview images show its relationship to the house, garden, paths and boundaries. Detail images record connections, level changes and obstructions.

Recommended photo sequence

1. Property access: Photograph the route from the public road to the possible unloading point.
2. Transport route: Show gates, passages, stairs, tight turns, walls, canopies and sensitive surfaces.
3. Overall view: Photograph the proposed site from all four main directions. Stand far enough back.
4. Ground area: Photograph paving, soil, existing foundations, edges, chambers and visible slopes.
5. Adjoining structures: Document facades, roof overhangs, downpipes, windows, doors, plinths, steps and walls.
6. Obstacles: Show trees, hedges, fences, lights, cables, outdoor equipment and permanently installed garden features.
7. Measurement photos: Add images showing a clearly readable ruler or tape measure at a relevant point.

A scale in a photo can aid orientation, but does not replace a written measurement. Perspective, wide-angle lenses and height differences can distort distances considerably.

Do not rely solely on

• one panoramic image;
• estate-agent photos or older garden images;
• photos where the ground is obscured;
• handwritten measurements with unclear reference points;
• map screenshots without a scale;
• a mark on grass without labelled dimensions.

Where planting or stored items hide important edges, photograph the area from the side too where possible. State which elements will be removed and which will remain permanently.

3. Measure the available area

Measure the space that can actually be used, rather than only the desired product size. Your request should show the total space available and the clearance remaining around fixed objects. Two levels of measurement are helpful: overall site dimensions and individual dimensions to obstacles.

Measurement	Why it is needed	Suitable information
Overall length and width	Defines the available planning area	State clear endpoints and unit
Diagonals	Show whether a rectangular area is square	Show whether a rectangular area is right-angled
Clearances to obstacles	Check access, use and possible conflicts	Measure from a clearly named edge
Level differences	Record slopes and steps	Number measurement points on the sketch
Openings and routes	Relevant for delivery and later use	Clear width and, where relevant, clear height

Use millimetres or centimetres consistently and write the unit next to every measurement. Do not mix units within the same drawing. Also state whether you measured between finished surfaces, raw edges or only approximately marked points.

A rectangular area is not automatically square. Therefore measure both diagonals. Unequal diagonals indicate a deviation without identifying its cause. For an initial product selection, the pergola size guide may also help. Product dimensions must not be confused with the required construction and circulation space.

4. Additional measurements for wall-connected projects

For a lean-to greenhouse or wall-mounted pergola, the facade forms part of the planning. A general statement such as “the house wall is about six metres long” is not enough. Draw a straight facade elevation and include these measurements:

• usable wall width between fixed limits;
• height from the proposed finished ground level to eaves or roof overhang;
• position, width and height of windows and doors;
• distance from every opening to a clearly defined reference corner;
• projections of window sills, plinths, mouldings and downpipes;
• positions of exterior lights, vents, taps and technical equipment;
• wall construction, where known, including external insulation or cladding;
• roof drainage and direction of water flow.

Photograph the entire wall as frontally as possible, and also from both sides. Fixings must not be specified from photos alone. Load-bearing capacity, substrate and suitable fastening methods require a project-specific assessment. If the wall build-up is unclear, have it checked by an appropriately qualified professional.

5. Document slopes, drainage and the proposed installation area

A terrace that looks level may have a planned drainage fall. Lawn areas often contain local dips, filled ground or soft edge zones. Do not simply note “level” or “sloping”; measure height differences between defined points.

A practical method uses four corner points and a centre point. Set one point as the reference level and enter relative differences on the sketch. If suitable measuring equipment is unavailable, mark the slope as unchecked. Do not invent precision.

Also show where surface water and roof water can drain. Relevant features include ground drains, gutters, downpipes, light wells, basement entrances and lower neighbouring areas. A new structure must not unintentionally pond or redirect water problematically. Requirements and permissible solutions must be checked for the site.

State whether there is already a concrete slab, paving, strip foundation or only natural ground. For pergolas, the pergola foundation guide provides an introductory overview. It does not replace planning suited to the ground conditions and specific project.

6. Prepare a simple site drawing

A professionally drafted CAD file is usually not needed for a quote request. A neat hand sketch can be sufficient if it is fully labelled, legible and consistent. Use graph paper or simple drawing software. The sketch should show a plan view; wall-connected projects also need a facade elevation.

Include these elements in the plan view

• outline of the available area;
• desired product position and orientation;
• house, garage, walls, paths and terrace edges;
• property boundaries, where their course is reliably known;
• trees, larger shrubs and other obstacles;
• doors and intended opening directions;
• unloading point and transport route;
• chambers, services, drains and technical connection points;
• dimension lines, diagonals and numbered height points;
• north arrow and directions in which photos were taken.

Number the photos and add their numbers and viewing directions to the plan. This allows “Photo 07, looking south towards the house wall”, for example, to be identified clearly. If you are assessing two possible positions, draw two separate variants rather than overlapping outlines.

Satellite images can supplement the surroundings, but are not definitive. Property boundaries, current planting and level conditions cannot be derived reliably from them.

7. Explain delivery and installation access

The site itself may be spacious while the route to it presents significant limitations. Document the full route from the possible delivery vehicle to the installation area. State the narrowest clear width, any height restrictions, steps and sharp changes of direction.

• Can a suitable vehicle stop nearby?
• Are there access restrictions, gates or narrow road sections?
• How far is the unloading point from the site?
• Does the route cross lawn, gravel, stairs or delicate surfaces?
• Will components need to pass through a building?
• Are there temporary obstacles such as parked vehicles or locked entrances?

Separate confirmed conditions from assumptions. General process information is available under Ordering and delivery. For property-specific questions, make contact early.

8. Check local project conditions early

Building-plan approval, setbacks and other requirements depend on the site, municipal rules, planning scheme and particular project. Do not assume that a similar-looking neighbouring structure has the same requirements. For Cape Town projects, use the City’s building-plan process and District Planning Office; elsewhere, consult your municipality. Our article Do you need approval for a greenhouse or pergola?provides a first thematic introduction. Confirm the requirements applying to your property with the relevant authority.

Document known property boundaries, servitudes, service routes or protected areas where they may be relevant to the project. Bloomcabin cannot confirm a property boundary from garden photos. Where uncertain, obtain suitable existing records or a professional survey.

For an outdoor sauna, document the proposed power supply, cable routes, ventilation, drainage and safe access. Plan electrical connections and other specialist work against local requirements. Use a registered local electrical contractor to confirm equipment compatibility, protection, inspection, testing and any applicable Certificate of Compliance. State whether connections already exist, are planned or remain unresolved.

Material and use choices may also affect planning. Information about polycarbonate for greenhouses, about bioclimatic pergolas and roof options or about automatic window openers can help structure outstanding equipment questions before requesting a quote.

9. State preferences without presenting them as measurements

Preferences matter, but must remain separate from measured facts. For example, write “preferred width about four metres, measured available width 4.65 m” rather than simply “four metres wide”. Colour, door position, glazing type, roof design and accessories should likewise be identified as preferences.

Where your priorities compete, rank them. You might list maximum usable area first, then the clearest possible view, followed by the preferred door position. This allows an alternative to be assessed objectively without treating a preference as an unchangeable site condition.

10. Organise files clearly

Name files systematically, for example “01_Access”, “02_Transport_Route”, “03_Site_North” and “Plan_View_V2”. Do not combine every image into difficult-to-read screenshots. Original photos retain more detail and can be enlarged more effectively.

A short accompanying list should state which files are enclosed, when measurements were taken and which points remain open. When revising a sketch, do not give the old version the same filename. Use a date or version number and clearly identify the current version.

11. Use product documents at the right stage

Product drawings and installation documents are useful once a design has been narrowed down. Use confirmed external dimensions and connection principles from them, but do not transfer values from a similar-looking model. Always check that the document, model and version belong together.

You can find preparatory information in the Useful information section. Advice on later use, such as caring for an aluminium greenhouse, should be kept separate from site measurements. Information about the warranty does not remove the need to document the intended site accurately.

12. Check the document package before sending

Carry out a final plausibility check. Do measurements in the sketch and accompanying notes agree? Are units stated? Can photos be allocated clearly? Have width and height of passages been recorded separately? Is it clear which area already exists and which is only planned?

A quote request is especially easy to assess when someone else can describe the site from the documents without having seen it.

Mark unresolved points openly. A clearly stated gap is more useful than an estimate on which later decisions may be based. If a measurement changes, send the complete corrected version and highlight the change.

Frequently asked questions

Do I need professional drawings for a quote request?

For an initial enquiry, a neat, dimensioned hand sketch is usually sufficient. Professional surveys and plans may be required for complex connections, unclear boundaries, demanding foundations or substantial level differences. The need depends on the individual site.

Can I send only the dimensions of the greenhouse I want?

No. Product dimensions do not show whether enough space exists for installation, doors, maintenance, drainage and access. Also send the dimensions of the available area and clearances to adjacent objects.

How many site photos should I send?

There is no fixed number. Complete coverage matters: access, transport route, four views of the site, ground, adjoining structures and relevant details. A simple open site may need fewer photos than a tight wall installation.

Can photos replace measurements?

No. Photos provide spatial context, but perspective and lenses can distort proportions. Measurements need clearly defined start and end points, plus a unit.

Should I include satellite images?

They can be useful as an additional overview. Do not use them as evidence of exact dimensions, boundaries or heights. Current photos, your own measurements and reliable existing records serve different purposes.

What should I do if the site is not level?

Measure and mark height differences at several points. Show the direction of slope, steps and drainage. The necessary base or foundation solution must be determined from the product, ground conditions and local circumstances.

What should I send for a lean-to or wall greenhouse?

Provide a frontal overall image of the wall, side photos, a dimensioned facade elevation, ground measurements and details of windows, doors, roof overhangs, plinths, downpipes and known wall construction. The suitability of wall fixings must be checked separately.

Should service lines be shown on the drawing?

Yes, where their position is known and relevant to construction, fixing or use. Mark water, electricity, drainage, chambers and underground service areas. A presumed position must be clearly marked as unconfirmed.

Can Bloomcabin confirm my property boundary from photos?

No. Fences, hedges and paving edges do not necessarily match a legally or survey-defined boundary. Use suitable records and have uncertainties clarified professionally.

Does a quote confirm that my site is ready for installation?

Not automatically. A quote is based on the information provided and does not replace a required site inspection, foundation design, municipal approval or specialist planning. Establish which preparatory work is needed for the specific project.

Should I send maintenance questions with my quote request?

You can mention relevant use requirements, such as access needed for cleaning. However, list general maintenance questions separately from measurements and site information. This keeps the technical documentation clear.

What happens if my measurements change?

Inform Bloomcabin before making further decisions and send an updated, fully labelled drawing. State the changed values explicitly. Do not work with several unclearly marked versions at the same time, as old measurements may otherwise be used inadvertently.

For further questions about your document package, use the central contact page . For delivery to South Africa, including its territories and islands, consult the greenhouse delivery guide. Free delivery applies to most products; confirm eligibility and any handling conditions for your chosen product.