A terracotta breeze block concept becomes approvable only when each project decision is connected to evidence, an owner and a named approver. A persuasive image or product conversation can start the work, but it cannot record what was reviewed, which conditions apply, what remains unresolved or what may be released.
This guide maps the design-to-handover approval path. It does not repeat the Screen Block Design Brief, the Application Screening Guide, the Product Identity & Procurement Guide, or the separate Prototype & Change-Control Guide. It shows how their outputs move through project review without losing scope, revision or responsibility.
Treat approval as a chain, not a final stamp
Set the approval route before submissions begin. Every gate should state its purpose, prerequisites, reviewer, approving role, due date, permitted outcome and the next release it controls. “Reviewed” is not enough: the register should distinguish accepted, accepted with recorded conditions, revise and resubmit, rejected, superseded and withdrawn.
Application basis
Approve where each screen occurs, what duty is proposed, the occupied and edge conditions, exposure, adjacent construction, project constraints and responsible disciplines. Output: a bounded application record, not a selected product.
Design intent
Approve the intended pattern, views, visual openness, module logic, edges, transitions, lighting study and acceptance views. Output: a controlled brief with unresolved technical questions clearly carried forward.
Coordinated design
Approve a coordinated drawing and evidence index for the exact proposal, including interfaces, responsibilities, review comments and required specialist sign-offs. Output: permission to prepare a representative prototype or mock-up, not production release.
Prototype and release
Approve the stated prototype scope and recorded outcomes, close or assign deviations, and align drawings, samples, evidence, commercial documents and programme before the authorised production release.
Site acceptance
Verify delivered identity and records, approved hold points, installed-work evidence, deviations and dispositions against the released package. Output: accepted work or a documented corrective route.
Handover
Accept the final dossier: approved and as-built records, product and batch traceability, inspections, deviations, maintenance/access information, spares and open obligations. Output: a retrievable record tied to actual locations.
Build one evidence map for every decision
The evidence map is an index, not a dump of files. Each line should connect one decision to its project zone, requirement source, proposed response, supporting document, author, reviewer, approver, revision, status, conditions and close-out record. Links should point to controlled documents rather than email attachments or unnamed folders.
| Decision | Minimum indexed record | Owner | Approval outcome |
|---|---|---|---|
| Use and location | Marked plan/section/elevation, zone code, extent, adjacent levels and construction, stated duty and exclusions | Lead designer with relevant disciplines | Application basis accepted or returned with explicit unresolved conditions |
| Visual intent | Controlled views, lighting conditions, pattern/module intent, edges/openings and written appearance criteria | Architect/design lead | Design intent accepted for further development; no technical performance inferred |
| Product and system identity | Reference to the separately controlled product/procurement schedule and the exact proposed assembly record | Supplier plus design/system owners | Identity aligned across drawing, sample, evidence and quotation |
| Interfaces and responsibilities | Responsibility matrix; coordinated details for support, enclosure, openings, edges, services, access and other project-defined interfaces | Named discipline for each interface | Comments closed or retained as release-blocking actions |
| Prototype or mock-up | Approved scope, exact referenced documents/materials, inspection plan, acceptance criteria, observations, changes and disposition | Prototype/change-control owner | Accepted for stated purpose, revised, or rejected; conditions linked to release package |
| Production and site work | Authorised release, traceability, inspections, hold-point records, deviations, corrective actions and accepted as-built location | Manufacturer/installer and project QA roles | Released, held, accepted or corrected with named authority and date |
| Handover | Final index linking as-builts, approvals, product/batch records, inspection/NCR close-out, care/access record and spares | Handover/document-control owner | Dossier accepted with residual obligations and custodians recorded |
Evidence status rule: a file is not evidence for a decision merely because it exists. Record whether it is proposed, under review, accepted for a limited purpose, superseded or final; identify the exact item, configuration, project zone and revision to which it applies; and preserve every approval condition that must appear in later drawings, releases or inspections.
Route reviews by question and authority
Design review
Confirms that the proposal answers the approved spatial and visual brief and that exceptions are visible. It does not replace technical review.
Technical coordination
Checks that the submission is complete, mutually consistent and tied to the exact project configuration, interfaces and named responsibilities.
Specialist and authority review
Routes the relevant questions to the project-appointed specialists and approving bodies using their required formats, scope and timing.
Commercial release
Confirms that approved design records, quantity scope, quotation/order, programme, samples and change route refer to the same release.
Separate comments that change the proposal from comments that ask for clarification. A changed geometry, material, finish, support concept, interface, source, production route or acceptance basis must re-enter the prototype and change-control pathway at the appropriate gate; it should not be buried in meeting minutes.
Make every release auditable
- state the release purpose, project zones, exact drawing/document revisions and documents expressly excluded;
- list prerequisite approvals and show that their conditions are incorporated or remain as named hold points;
- identify product/system, design, specialist, commercial, manufacturing, installation and inspection owners without merging their duties;
- record open actions, responsible parties and due dates, and mark which actions block procurement, manufacture, delivery, installation or handover;
- define how later substitutions, deviations and field changes return to review and which prior approvals they supersede; and
- store the signed outcome, comments and close-out evidence beside the released package in the project document system.
Do not copy unsupported claims from the old article into an approval submission. It supplied no evidence for minimal carbon footprint, natural insulation, energy efficiency, exceptional longevity, weather resistance, universal indoor/outdoor suitability, low maintenance, specific cleaning frequency, annual inspection, adhesive installation or custom capability. Any required characteristic must be defined by the project and supported for the exact product and complete proposed configuration.
Close the loop at handover
Handover is the last evidence gate, not an administrative afterthought. The final index should connect each installed zone to the accepted design revision, actual product/batch and supporting records, inspections and deviations, as-built details, access and care information, replacement stock and the custodian of each record. Retain the rationale for accepted exceptions so future repair or replacement teams do not mistake a concession for the standard requirement.
Use the Terracotta Jali Blocks page only to begin a current range enquiry. Use the product/procurement guide to establish identity and purchasing evidence, then return here to route that evidence through the project’s named approvals and handover record.
Start with the decision register
Share the project location, marked screen zones, approved application/design briefs, review authorities, responsibility matrix, programme gates, required evidence, prototype plan and document-control route. LOPO can respond to a defined evidence request while the project team retains responsibility for approval and release.