An Out-of-State Homeowner’s Journey to a Custom Timber Pergola with Western Timber Frame
A behind-the-scenes look at how communication turns complex design into a smooth, confident build — from first sketches to delivery day.
Building a custom timber pergola isn’t just about craftsmanship — it’s about communication. Every beautiful backyard space begins with a conversation: questions, drawings, revisions, and decisions made together. This real-world project story pulls back the curtain on what the process actually looks like — from first sketches to delivery day — showing how clear communication and patient collaboration turn vision into structure.
Homeowners across the country have discovered that building with Western Timber Frame doesn’t require being nearby—it just requires good communication.
How we help from day one:
- Measure with confidence. We help you measure and choose the right size for your space.
- See it before we build it. You get 3D renderings and design revisions.
- Make approvals easier. We can assist with HOA and engineering paperwork.
- Coordinate on time. We work with your subcontractors to keep the project moving.
Watch a few of their out-of-state experiences here before diving into this story of how the process unfolds.
A Colorado Family’s Vision: Turning Distance into Design
When a family in Colorado reached out to Western Timber Frame, they weren’t just looking for shade — they were searching for a way to extend their home into the outdoors, to create a space that invited conversation, comfort, and connection. What began as a simple pergola inquiry quickly grew into a collaborative design journey — a real-world story of craftsmanship, communication, and care from the first quote to the moment the custom timber kit was shipped.
They shared in their Google review → that the pergola kit was excellent quality and easy to put together. The delivery took some extra coordination, but the team was responsive and helpful throughout.
1. The Vision Begins
The homeowners had dreamed of expanding their patio for years — a space to bring people together, cook outdoors, and rest in the open air. Now, with new landscape drawings submitted to their HOA, they were finally ready to make it real.
They reached out to Western Timber Frame™, ready to explore whether a pergola or pavilion would best fit their new outdoor kitchen and bar area — an 18×18 space that would anchor their backyard design.
From the start, the goal was clear: something timeless, strong, and customized to fit both their home and their way of life.
Existing Backyard Setup Prior to Pergola Build
2. Choosing the right timber series
Our design manager walked them through their options — beginning with the 8000 Series and moving up through the 10000 and 12000 Series to compare beam and post sizes, aesthetic differences, and cost considerations.
It was a classic part of the design journey. The couple liked the heavier timbers of the 10000 Series, and wanted to see what that would look like on paper. The designer explained that while true 10000 Series builds are less common, many clients prefer upgrading just the post sizes for a more substantial appearance without overbuilding the entire frame.
With the first design packet prepared — including HOA documents, installation manuals, and structural drawings — the project started to take shape.
3. Defining details: Overhangs, Stain, and Electrical
Design is rarely linear. Once the drawings arrived, new questions followed — about overhangs, spacing, post distance from the house, and wiring options.
The homeowners asked to see two versions of the pergola: one with a 4-foot overhang and one with 6 feet, similar to a photo that inspired them. They also explored color options, narrowing down between Early American and Rich Cordoba stains.
Early American Stain
Rich Cordoba Stain
Meanwhile, the design manager coordinated details like multiple 3-gang light switch boxes, wiring placement, and the possibility of including dual boxes in one post. Every small question mattered, because it shaped how the structure would serve their lifestyle.
When one of the homeowners asked if wiring should be run before or after beam assembly, the answer came with reassurance: “After assembly is best — that way you can notch accurately and keep the conduit clean.”
The tone of every message was consistent — patient, detailed, and encouraging.
4. Navigating Permits and Engineering
Then came the city permit process.
The initial documentation packet was stamped for the state of Utah, where Western Timber Frame’s headquarters are located. The Town of Windsor’s building department needed Colorado-stamped, site-specific engineering plans.
The design manager offered to call the city reviewer directly and coordinate whatever was required.
“This is very uncommon for a pergola,” he explained, “but we can get it for you if that’s what they need. Engineering can take up to two weeks, depending on the engineer’s schedule.”
The homeowners shared every note from the city’s feedback and sent more photos, including hand-drawn measurements and slope details. Together, they built the foundation for what the permit office needed — accurate, engineered plans reflecting the real-world site.
5. Revisions, refinements, and teamwork
With permit requirements in hand, the design team produced updated drawings and integrated local code considerations, including a 1-inch galvanized plate at the base of each post, as required by the Town of Windsor.
Color discussions continued. The homeowners compared the cantilever-style pergola with and without overhang, wanting to see how each would look in the lighter stain. The design manager offered guidance: “The overhang gives more shade without taking more ground space — but both styles look great.”
As updated drawings were reviewed, the homeowners replied with gratitude and precision:
“Looks amazing. Can we see it in Early American without the overhang?”
“Thank you! It’s the star of the show in our remodel, so we’re very picky.”
The design manager sent side-by-side photos and revised 3D renderings. These moments of back-and-forth are what turn ideas into craftsmanship.
6. final design and approval
Once the aesthetic was finalized, it was time to lock in engineering and final specifications.
The homeowners confirmed several technical details:
- 12-foot posts for fit and slope adjustment
- 10-foot beam height at front elevation
- 80% shade coverage (rated for a 30 lb/sq.ft. snow load)
- Rich Cordoba stain
- Updated gang box and electrical placements
When the design manager asked about post heights for leveling, the homeowner’s response was precise and practical — noting the ¼-inch slope per foot of their patio and requesting slightly longer posts for final leveling.
That level of communication ensured that everything — from wiring runs to snow load — was accounted for before production began. The final design packet was sent for signature, marking the transition from design to build.
Design Note:
As the project progressed, the design evolved slightly to fit site conditions and meet Colorado’s engineering requirements. The final pergola measured 20′×23′—part of Western Timber Frame’s 10,000 Series—with 12′ posts to accommodate the patio slope and ensure a level structure. The family also chose 80% shade coverage to balance sunlight and snow-load performance, along with a Rich Cordoba stain for warmth and contrast.
These refinements are a normal part of the custom design process—proof that every structure is crafted to fit its exact environment, not just a set of numbers on paper.
7. Manufacturing and Preparation for Delivery
Behind the scenes, the production team began milling, staining, and preparing each timber using The Dovetail Difference® joinery system — precision-cut for strength and ease of assembly.
Meanwhile, communication shifted from design to logistics. Our project coordinator reached out to confirm freight details, delivery window, and unloading requirements.
The homeowners were proactive, asking great questions:
- “How many pallets should we expect?”
- “How are they unloaded?”
- “Do you have a photo of the crates?”
Each answer came with documentation — including shipping FAQs, photos of custom crates, and weight references (a similar kit had shipped earlier that summer at roughly 5,700 lbs).
Everything was handled with the same care as the design phase: clear expectations, detailed answers, and no surprises.
8. Delay, Updates, and Teamwork
As the ship date approached, one critical component — the custom knife plates — faced a brief delay.
“We’re waiting for your custom knife plates, which have been delayed,” she explained. “We hope they arrive in time to ship your project on September 30th.”
Communication stayed steady through the wait — honest updates on our side, thoughtful check-ins on theirs.
“Any update on the plates?”
A few days later, she replied with good news:
“They’re expected to arrive this morning, allowing us to ship on schedule.”
That same day, she confirmed all delivery details — contact name, phone number, and address.
“Please make me the contact,” the homeowner wrote, “and yes, that’s the correct address. Thank you!”
9. Delivery Day
In her final message before the truck departed, the shipping coordinator provided a few last tips that every homeowner can benefit from:
- Expect a several-hour arrival window, though drivers typically give 24 hours’ notice.
- Have a team of helpers or a forklift ready for unloading.
- If there’s any shipping damage, take photos and accept delivery — we’ll handle replacements immediately.
Each of these simple instructions helps the process go smoothly — and the tone of care makes all the difference.
“Thank you for the additional information,” the homeowner replied warmly. “We’re ready to receive whenever it’s ready.”
All told, the process—from the first email to delivery day—spanned a little more than eight weeks. That window included design revisions, city engineering approvals, and final coordination for out-of-state shipping.
In Summary
Every exchange stayed anchored in clarity and respect. When questions came up, they were met with answers. When new details emerged, the plan adjusted with care. That steady communication helped the project move from sketches and emails to timbers and sunlight—with confidence on both sides.
Whether it’s a backyard pergola or a large commercial structure, the process stays the same. It begins with clear communication, thoughtful design, and a team that takes the time to get it right. For out-of-state homeowners and business owners alike, distance doesn’t have to mean disconnect. Instead, it becomes a chance to build trust through collaboration. Every project, residential or commercial, reflects the same commitment—to create lasting spaces that bring people together, wherever they are.
