Give each opening a stable ID, then record its room, approximate width and height, operation, condition, orientation and priority. Use the workbook to organize observations and brief suppliers; it does not produce order dimensions, inspect concealed construction or decide compliance. The worksheet can be printed, copied or exported as a CSV, and entries remain in the current browser page unless you deliberately save an output.
Canadian planning context. Technical examples from other regions are identified in the guide; approval and performance requirements must be checked for the actual building and jurisdiction. Original explanatory diagrams are not construction details.
- Use one consistent opening ID from your first photos to the quotation, installation and future warranty record.
- Approximate dimensions describe what you see; the responsible supplier or installer must verify fabrication measurements.
- Record observations separately from diagnoses: 'water after wind-driven rain' is more useful than an unverified claim of seal failure.
- Prioritize safety and active damage before comfort or appearance; avoid operating a visibly unsafe window.
- Export or print your worksheet before leaving the page. The tool does not automatically save entries or send them as a service request.
Window Project Workbook
01 /Start with an opening ID rather than a product choice
An inventory is a map of what exists. It comes before deciding that every window needs replacement or that one frame material belongs everywhere. Choose short IDs such as W01, W02 and W03. Write them on a sketch of each floor and use the same IDs in photo filenames. Keep the ID when a room changes use or a window is replaced; it names the location, not the product. A kitchen window that becomes an office window should not disappear from the history.
Decide whether a complex opening gets one parent record and several child units. A living-room assembly could be W07 with left casement W07-L, fixed centre W07-C and right casement W07-R in a separate detailed schedule. The workbook is a starting inventory, so a clear assembly description is sufficient at this stage. A supplier may later split it into multiple order lines. Check that every component remains traceable to the original wall opening.
| Record | Example | Purpose |
|---|---|---|
| Stable ID | W04 | The opening throughout its life |
| Location | Second-floor bedroom, rear wall | Find it without relying on a street-facing sketch |
| Orientation | West, approximate | Describe exposure; confirm if analysis depends on it |
| Photo names | W04-interior-2026-10-04 | Keep view, location and date together |
| Assembly note | Fixed centre with two casements | Avoid confusing three units with three wall openings |
02 /What the workbook records
The worksheet supports up to twelve rows with label or location, approximate width and height in millimetres, operation, condition, priority and orientation. Use one row for each simple opening or each clearly described assembly. For a larger house, export a floor or phase, then start another worksheet. Keep the files together under a consistent project name. If a field is unknown, say unknown rather than manufacture a value.
| Field | What to enter | What it does not establish |
|---|---|---|
| Approximate size | Visible frame or opening size with your measurement reference written down | Order size, rough-opening size or structural adequacy |
| Operation | Fixed, casement, awning, hung, slider, tilt-turn or unknown | Clear opening for egress or accessibility |
| Condition | Sticks, broken latch, interior droplets, between-pane fog, damaged finish | Cause, warranty coverage or replacement necessity |
| Priority | Safety/damage, functional, comfort or future planning | A professional risk assessment |
| Orientation | Approximate north/east/south/west or unknown | Solar modelling, shading or wind-pressure design |
The workbook runs in the page. Printing, copying and CSV export give you deliberate ways to keep your own record. It does not automatically upload the inventory, place an order, book work or preserve it after leaving the page. Copy a saved version before using it as part of a service brief and remove information you do not intend to share.
03 /Record symptoms so a specialist can investigate
Avoid turning an observation into a diagnosis too early. 'Damp trim at W03 after rain from the southwest' identifies time, location and exposure. 'The window is bad' gives little information. 'Fog remains between panes after both accessible surfaces are cleaned' is more specific than 'condensation'. 'Handle turns but the sash does not move' distinguishes a hardware symptom from a window that has simply been locked. Never force an operating mechanism to complete an inventory.
- State when you first noticed the issue and whether it repeats.
- Record weather, approximate room temperature and humidity if relevant, with the instrument and time.
- Note which surface is affected: inside, outside, between panes, frame, sill or adjacent wall.
- Photograph the whole opening before a close-up so the defect can be located.
- Write what changed: new blinds, room occupancy, wall work, storm damage or a recent repair.
- Keep urgent breakage, unsafe operation and active water intrusion separate from ordinary planning.
A clear record supports the repair-or-replace decision and a warranty claim. It does not decide responsibility. Glass damage, an installation connection, drainage, indoor moisture and surrounding-wall leakage may need different investigations.
04 /Approximate measurement: define the reference
Two people can measure the same window and produce different correct numbers because they measured different things. One may measure visible glass, another the interior frame and another the outside trim. Write the reference beside the number. At the briefing stage, use dimensions that can be taken safely from an accessible indoor position. A photo showing where the tape starts and stops can explain the reference better than a number alone.
Do not remove trim, climb outside, open unsafe sashes or lean through a window to finish an inventory. Concealed opening dimensions and installation gaps belong to a verified survey by the responsible party. A supplier's required ordering convention may also differ by product. A nominal size, actual frame size and rough-opening requirement are not interchangeable. This workbook keeps the preliminary record; it does not replace a signed measurement or shop-drawing review.
05 /Build a photo set with context
For each ID, collect an interior overview, an exterior view only where safely accessible, a close-up of the concern and a photo of any visible product identification. Include nearby trim and wall finishes because the window's connection to the building matters. A crop of glass alone cannot show whether water appeared above the head, along the sill or beneath an adjacent cladding joint.
Keep original files. Add captions in a separate index rather than overwriting the only photo with arrows or compression. If the concern changes, take a new dated set from the same viewpoint. Do not post labels, addresses, interiors or occupants publicly merely to obtain advice. For a quotation, share the specific openings and necessary context through the intended channel. Product serial numbers are useful for service but do not need to appear in a public review.
06 /Turn observations into priorities
Priorities should reflect the consequence of waiting. Broken glass, a sash that cannot be secured, an obstructed required escape route or active water entry needs attention before a cosmetic upgrade. Keep people away from unsafe openings and arrange the appropriate professional response. Do not perform a risky operation merely to decide whether to select 'urgent'. For ordinary planning, note whether the concern affects daily use, comfort, maintenance or appearance.
| Priority | Typical brief | Next step |
|---|---|---|
| Safety or active damage | Broken glass, unsafe operation or current water entry | Arrange a suitable assessment promptly; protect occupants |
| Functional | A sound-looking unit will not operate or secure normally | Identify product and obtain repair assessment |
| Comfort | Room feels cold, hot or noisy | Record exposure and symptoms; evaluate the whole room |
| Maintenance | Finish or weatherstrip needs attention | Consult product care instructions and repair options |
| Future planning | Long-term renewal or design change | Develop budget, approvals and phased scope |
Do not assume the highest-priority opening must receive the most expensive replacement. A hardware repair might resolve a functional concern. Conversely, a relatively attractive opening may conceal a wall problem. The inventory helps ask the right questions and select an assessment; it does not preselect a solution.
07 /Prepare a supplier briefing package
Send the saved workbook, a labelled floor sketch and a small organized photo set. Add the goals that the spreadsheet cannot express: preserving visible glass, improving access to a handle, matching neighbouring windows, retaining heritage features or planning a later cladding project. State whether you are requesting preliminary guidance or a measured quotation. If the building is a condominium or a heritage property, identify the approval step before anyone assumes products can be ordered.
- Share a consistent inventory
Use the same opening IDs and counts with every supplier.
- Separate goals and constraints
List comfort, appearance and operation goals beside approval, access and preservation constraints.
- Ask for verification
Name who will inspect the opening and confirm final measurement.
- Develop the specification
Move from approximate records to exact product and installation fields in a separate schedule.
- Keep the revised record
Save each quotation and final schedule with date and revision; do not overwrite the original observations.
Continue with the specification schedule, budget planner and delivery inspection guide. After installation, retain the same IDs for care and service. An inventory becomes especially valuable years later when one sealed unit, screen or operator needs replacement.
FAQQuestions people ask
Can these dimensions be used to order windows?
No. They are preliminary briefing measurements. The responsible supplier or installer must verify order dimensions and product-specific requirements.
Does the workbook save my information?
It does not automatically save or submit entries. Print, copy or export your worksheet before leaving the page.
What if I have more than twelve openings?
Export one floor or phase, then create another worksheet. Use stable opening IDs and keep the files together.
Should every symptom be marked for replacement?
No. Record the observation and obtain an assessment. Repair, moisture management or surrounding-wall work may be more appropriate.
Should I climb outside to measure?
No. Use safely accessible preliminary observations and leave difficult or concealed dimensions to the responsible professional.
