Before approving a custom pergola order, make sure the quotation, drawing and accessory list describe the same configuration. A revised length in one email and a changed glass side in another can leave several plausible versions of the project. One dated configuration record makes the agreed version easier to identify.
Name the version you are reviewing
Use a simple reference such as “Patio plan — revision B — 29 October”. Put that reference in the message that contains your consolidated comments. Record the supplier's own drawing and quote references as well; your household label does not replace the supplier's formal documents.
The Australian FlexPatio custom page describes a process that includes design review, quotation and CAD drawings. Use those stages to align the scope. An initial enquiry or design service is not a substitute for confirmation that the final dimensions, accessories and delivery details are accepted for production.
Give each side an unambiguous name
Label the house side, garden side and remaining two sides on a top-down sketch. Add a viewing direction. “Glass on the left” is ambiguous when a homeowner looks out from the house and a designer looks in from the garden. Use the same side labels in the quote comments and accessory list.
| Item to align | What the record should identify |
|---|---|
| Dimensions | The agreed measurements, their units and whether they describe outside dimensions or clear openings. |
| Frame layout | Confirmed post locations, height information and the drawing reference. |
| Side elements | Accessory name, quantity and the side on which each belongs. |
| Finish | The confirmed finish for the frame and any deliberately different components. |
| Commercial scope | The matching quote version and what it includes or excludes. |
Review the consequences of a change
A change to one line can affect another. If the footprint changes, ask whether side elements, post locations or the quotation need updating. If a side changes from open to glass, revisit the walking route and the agreed accessory configuration. Do not assume that an earlier compatibility statement applies unchanged after a revision.
For an illustrative example, revision A might show a screen on the garden side, while revision B moves it beside the house. The useful approval message names revision B, identifies that move and asks for the quote and accessory schedule to reflect it. It does not simply say “the latest one looks good”.
Separate decided items from open items
Keep two short lists: changes accepted in the current version, and questions still awaiting an answer. Assign each open question to the person who can resolve it. This helps distinguish a styling preference from a site condition that requires an installer or another qualified professional.
Ask the supplier when the configuration becomes fixed and how later changes would be handled. Do not assume that an email sent after production begins will change the product. Use the terms confirmed for your actual order rather than an expected cancellation or alteration right.
Save one approval set
Keep the final quotation, drawing, accessory schedule and written confirmation together. Record the date and who confirmed them. That set becomes a practical reference for delivery and assembly; it does not replace technical design, local approval or the installation manual.