Step-by-step window replacement process
· María Fernández · Installation and assembly · 24 min read
Window replacement in Spain is a process with a clearly defined sequence of steps. From the moment of measurement to final acceptance, it takes 3-8 weeks, depending on the window type and season. Most problems arise not from the quality of the windows or installation, but from a lack of understanding of the process and insufficient preparation on the part of the client. Knowing what happens at each stage and what actions are required of you ensures the project goes smoothly, on time, and without any unpleasant surprises. We’ll explain each step of the process with specific deadlines, actions, and checklists.
General Process Timeline
Overall Process: 3-8 Weeks
STAGE 1: MEASUREMENT AND CONTRACT
Duration: 1-3 days
├─ Surveyor's visit (1-1.5 hours)
├─ Receiving a commercial offer (1-2 days)
└─ Signing a contract, advance payment
↓
STAGE 2: PERMITS (if required)
Duration: 1-6 weeks (in parallel with production)
├─ City Hall: 1-6 weeks
└─ City Hall: 1-3 months
↓
STAGE 3: PRODUCTION
Duration: 2-5 weeks (critical path)
├─ Standard PVC: 2-3 weeks
├─ Colored PVC: 3-4 weeks
├─ Aluminum: 3-4 weeks
└─ Wood: 4-5 weeks
↓
STAGE 4: PREPARATION FOR INSTALLATION
Duration: 1-2 days (2-3 days before installation)
├─ Clear the area
├─ Securing furniture
└─ Access coordination
↓
STAGE 5: INSTALLATION
Duration: 1-3 days
├─ 1-3 windows: 1 day
├─ 4-7 windows: 1-2 days
└─ 8-15 windows: 2-3 days
STAGE 1: Measurements and contract signing
Duration: 1-3 days
Day 1: Surveyor’s visit
Duration of visit: 1-1.5 hours
A visitor will come to you Our specialist will inspect your windows and take precise measurements of your openings.
What happens:
Introduction and discussion (10 minutes)
- Company introduction
- Discussion of your requirements and issues with your existing windows
Window inspection (15 minutes)
- Assessing the condition of the openings
- Checking for any irregularities (unevenness, cracks, external access)
Precise measurements (20-40 minutes)
- Measuring each opening at three points (top, middle, bottom)
- Checking the geometry with a level and plumb line
- Taking photographs for documentation
- Recording all dimensions
Discussion of options (15-30 minutes)
- Profile and glass recommendations
- Discussion of additional elements (mosquito nets, roller shutters)
- Finishing options (basic installation or full installation with slopes)
- Permit requirements
Estimated estimate (10 minutes)
- Approximate cost
- What’s included in the price
- Manufacturing and installation timeframes
What you need Your measurements
Preparation:
- Determine the basic requirements (material, color)
- Ensure access to all windows
- Clear the window sills
During the visit:
- Be present in person—this is critical for accurate measurements
- Show all the windows you plan to replace
- Explain any problems (drafts, sweating, noise)
- Discuss:
- Radiators under the windows (affects the width of the window sill)
- Access to the windows from the outside (floor height, whether a scaffold is needed)
- Community restrictions
- Window slope finishing options
Ask for:
- A copy of the measurement sheet
- Contact information
- Examples of work (if any)
Don’t sign anything on the day of the measurement—take some time to think about it.
Day 2-3: Receiving a quote and making a decision
A detailed commercial quote will be sent 1-2 days after the measurements.
Check in the offer:
Window sizes:
- Match measurements
- All windows included
Profile specifications:
- Brand (VEKA, Rehau, Kommerling, etc.)
- Model
- Number of chambers
- Profile width (70 mm, 80 mm)
- Color
Glass unit specifications:
- Formula (4-16-4 or 4-16-4-16-4)
- Glass type (regular, low-e, solar control)
- Filling (air, argon)
Hardware:
- Brand (Roto, Siegenia, Maco)
- Class (standard, burglar-resistant)
Installation included:
- Removal of old windows
- Garbage removal
- Window sill
- Ebb tide
- Anchor installation
- Foaming
- Hardware adjustment
What is paid separately:
- Three-layer sealing + slopes (if ordered)
- Mosquito nets
- Roller shutters
- High-altitude work (if above 3 floors)
Warranties:
- Profile: ___ years
- Double-glazed unit: ___ years
- Hardware: ___ years
- Installation: ___ years
Deadlines:
- Manufacturing: ___ weeks
- Installation: ___ days
Payment Terms:
- Advance payment: 50% upon order
- Balance: 50% upon installation
Signing the Contract
Please read the contract carefully.
Required Sections:
- Parties’ Details
- Detailed Window Specifications
- Cost (Breakdown + Total with VAT)
- Payment Terms (Advance/Balance)
- Timeframes (Manufacturing, Installation)
- Warranty
- Parties’ Responsibilities
- Termination Terms
If anything is unclear or unsatisfactory:
- Ask for clarification
- Ask for changes
- Do not sign until everything is satisfactory
After signing:
- Receive a signed and sealed copy of the contract
- Make a 50% advance payment
- Receive payment confirmation
Production has begun!
Stage Checklist:
- Present at Personal measurements
- The surveyor measured all openings at three points
- Discussed all details and options
- Received a detailed proposal
- Reviewed the specifications
- Signed the contract
- Paid a 50% advance payment
- Received confirmation of production start
STEP 2: Obtaining permits (if required)
Timeframe: 1-6 weeks (in parallel with production)
This step is optional – not required for everyone.
When Permits Are Needed
From the Community:
- Windows change the appearance of the façade (different color, material)
- Change the size or shape of the opening
- Special Community Rules
- Building in the Historic Center
From the City Hall:
- Building with Architectural Protection (BIC)
- Historic Building
- Special Protection Zones
Processes
Community:
- Simple case (administrator approves): 1-2 weeks
- Standard case (presidential decision): 2-4 weeks
- Complex case (owners’ meeting): 1-6 months
Community:
- Typical case: 1-3 months
- Complex case (architectural commission): up to 6 months
Process
From the Community:
- Find out the requirements (community charter or from the administrator)
- Prepare the documents:
- Description Work
- Photos/diagrams of new windows (we will provide)
- Copy of the contract
- Submit a written request to the president/administrator
- Wait for a decision
- Obtain written permission
- Provide a copy to us
From the City Hall:
- Contact the City Hall’s Urbanismo
- Prepare:
- Solicitud de licencia de obra menor
- Photos of existing windows
- Design of new windows
- Sometimes an architect’s design (300-800 euros)
- Submit the application
- Pay the municipal fees (50-150 euros)
- Wait for a decision (1-3 months)
- Obtain a license
Critical Moment
⚠️ Start the process immediately after signing the contract
Obtain permits concurrently with window manufacturing, not sequentially. If you wait until the windows are ready, the project will be delayed by 1-6 weeks.
Fines for working without a permit:
- From the community: €600-€3,000 + demolition requirement
- From the city hall: €1,000-€6,000 + forced demolition
Stage Checklist:
- I found out if permits were required for my case
- I prepared the necessary documents
- I submitted an application to the community/city hall
- I received written permission
- I provided a copy of the permit to us
- I saved all documents
STAGE 3: Window Manufacturing
Timeframe: 2-5 weeks (the longest stage)
Windows are manufactured at the factory according to your custom dimensions.
Lead times depend on type
Standard PVC (white): 2-3 weeks Colored/laminated PVC: 3-4 weeks Aluminum: 3-4 weeks Wood: 4-5 weeks Custom shapes (arch, circle): +1 week Special glass (triplex, tinted): +3-7 days
Seasonal influence
Low season (November-March):
- Standard lead times or even faster
- Production is stable
High season (May-September):
- +1-2 weeks due to queues
- Increased factory workload
What happens at the factory
Production involves many stages:
- The order is received by production
- Profile cutting to size
- Welding frames and sashes
- Installation of reinforcement (metal frame inside) PVC)
- Milling holes for fittings
- Installing fittings (hinges, handles, mechanisms)
- Ordering double-glazed windows from a specialized company
- Installing double-glazed windows into frames
- Quality control
- Adjusting fittings
- Assembling (window sills, ebbs)
- Packaging
What we need from you
Minimum actions:
- Keep in touch
- Answer calls/messages if questions arise
Recommended:
- Two weeks after the advance payment, call/text to confirm the status
- One week before the expected completion date, contact us to confirm the delivery and installation dates
- Begin preparing the premises
If the deadline changes:
We always notify you in advance if there are any delays. Minor delays (3-5 days) are possible due to:
- Production load
- Material supplier delays
- Transportation issues
Order cancellation at this stage:
- Usually possible, but with partial or full forfeit of the advance payment
- Windows are already being made to your dimensions
- Read the terms in the contract
Stage Checklist:
- Received confirmation of production start
- Updated the status after 2 weeks
- Agreed on the installation date one week before completion
- Began room preparation
STAGE 4: Installation Preparation
Duration: 1-2 days
Start 2-3 days before the agreed installation date.
Date Agreeing
We will contact you 1-2 weeks before the windows are ready to agree on the installation date.
Please note:
- Installation takes 1-3 days, depending on the number of windows
- There will be dust, noise, and drafts in the room
- An adult must be present at home during the entire workday
Select a period:
- When someone can be home all day (8 AM - 5 PM)
- Preferably not during the hottest or coldest weather
- Keep in mind that the first night after dismantling may be uncomfortable (if not all windows are installed on the same day)
Preparing the premises
Prepare 2-3 days before installation:
Clear the work area:
- Move furniture at least 1.5 meters away from windows
- Remove curtains, curtain rods, and blinds
- Clear windowsills (flowers, decor, appliances)
- Remove old mosquito nets
Protect the premises:
- Cover furniture with plastic sheeting or sheets (there will be dust)
- Cover the floor Around windows (film, cardboard, blankets)
- Protect parquet floors and expensive tiles especially
- Remove carpets in the work area
Ensure Access:
- Clear a path from the front door to all windows
- Remove tripping hazards
- Check that windows will fit through doorways (if narrow)
Prepare utilities:
- Check for a working electrical outlet near the windows (for tools)
- Clear access to the electrical outlet
- Ensure access to water (may be necessary)
Warn the surrounding area:
- Notify neighbors 1-2 days in advance of upcoming noise
- Especially important in apartment buildings (demolition is noisy)
- Community authorities - if access is required for a tower/lift
Consider safety:
- Plan where pets and children will be
- It’s best to remove them for 1-2 days or lock them in a back room
- Open openings are dangerous!
Critical Points
⚠️ Presence on installation day is mandatory
An adult must be present at home:
- Full working hours (usually 8 AM - 5 PM)
- With decision-making authority
- To monitor quality and accept work
If no one is present, the team will leave, and the installation will be rescheduled for another date (+3-7 days).
⚠️ External access to windows
If you live above the 3rd floor, you may need:
- Community permission to use a tower/lift
- Lift fee (if needed, discussed separately)
- Access for equipment to the building
Discuss this with us when you take measurements to avoid any surprises.
Stage Checklist:
- Window area cleared (1.5 m)
- Furniture and floor protected
- Curtains and curtain rods removed
- Window sills empty
- Walkway from door to windows clear
- Electrical outlet available and working
- Neighbors warned about noise
- Pet/Child Plan ready
- Someone will be home for the entire installation day
- Documents on hand (contract, advance payment receipt)
- Balance payment prepared
STAGE 5: Installation
Duration: 1-3 days depending on scope
Duration:
- 1-3 windows: 1 day
- 4-7 windows: 1-2 days
- 8-15 windows: 2-3 days
One standard window: 2-3 days Hours from dismantling the old one to the final inspection of the new one.
Crew Arrival
Usually 8:00-9
- Meet the foreman
- Show all the windows that need replacing
- Show where the electrical outlet and water supply are
- Indicate where to put the trash
Removing Old Windows
For each window (30-60 minutes):
- Removing the sashes
- Removing the frame (saw it; if it doesn’t budge, it’s noisy!)
- Removing the sill and drip edge
- Cleaning the opening of old foam and debris
- Checking the opening’s geometry
- Leveling (if necessary)
- Priming the opening (let it dry for 15-30 minutes)
After dismantling:
- Open openings (cold/heat, noise, insects)
- Construction debris
- Dust (despite protection)
If new windows cannot be installed on the same day:
- Openings can be temporarily covered with film
- Or left open (weather permitting)
- Warn your family: open openings are dangerous for children and animals!
Window inspection upon delivery
⚠️ CRITICALLY IMPORTANT! Inspect windows before installation:
You and the foreman inspect each window:
- Dimensions match the order (check with the contract)
- Profile color is correct
- Glass unit is intact (no cracks or chips)
- No scratches on the profile
- Hardware included
- Window sills and drip caps are the correct size
If a defect or discrepancy is detected:
- Provide documentation (photos, video)
- The foreman contacts the company
- Possible options:
- Minor defect (minor scratch) → installation, discount compensation
- Major defect (incorrect size, crack) → installation postponed, window replaced (1-4 week delay)
If everything is in order, installation begins.
Installing New Windows
For each window (1.5-2.5 hours):
Installation Frames:
- Inserting the frame into the opening
- Aligning with level and plumb (critical!)
- Securing with temporary wedges
- Anchoring to the wall with anchor bolts (6-10 points)
- Rechecking the level
Sealing:
Depends on what you ordered:
If basic installation (foam only):
- Apply mounting foam around the perimeter
- Leave the foam exposed
- You will finish the slopes yourself later
If you ordered a full finish with three-layer sealing:
- Vapor barrier tape from the inside (BEFORE foaming)
- Mounting foam (filling the gap)
- Wait 4-8 hours (the foam expands)
- Waterproofing tape from the outside (AFTER the foam expands)
Installing the window sill and drip cap (if ordered):
- Adjusting the size
- Installation with the correct slope
- Fastening
- Foaming under the window sill
- Sealing the ebb
Installing the sashes:
- Hanging the sashes on the hinges (after the foam has expanded)
- Checking opening and closing
Adjusting the hardware:
- Adjusting the sash pressure
- Checking the uniformity of the pressure
- Adjusting the geometry
- Checking all modes (pivot, tilt)
- Lubricating the hardware
Final inspection:
- Opening and closing several times
- Checking for drafts
- Checking the appearance
- Wiping the glass
Slopes (if ordered)
PVC slopes: 1-2 hours per window, done the same or next day
Plastering: requires 3-4 days (application + drying + puttying + painting)
Drywall: 2-3 days (installation + puttying + painting)
Typical Work Schedule
Apartment, 5 windows, basic installation:
- Day 1: Dismantling all windows + installing frames + foaming
- Day 2: Installing window sills/drip rails + sashes + adjustments + acceptance
Apartment, 5 windows, full finishing:
- Day 1: Dismantling + installing frames + foaming + vapor barrier
- Day 2: Waterproofing + window sills/drip rails + sashes + adjustments
- Day 3: PVC slopes + acceptance (or +3-4 days if the slopes are plastered)
Cleaning
At the end of work:
- Sweeping the work area
- Removing large debris (old windows, packaging)
- Wiping windows (glass, profiles)
- Removing protective film from the floor
Don’t expect perfect cleanliness:
- Dust will remain (vacuuming required)
- Possible foam droplets on the walls/floor (cut off or remove with solvent)
What we need from you on the day of installation
In the morning:
- Be home when the crew arrives
- Demonstrate the scope of work
- Show where the power outlet and water supply are
- Indicate where to put the trash
During the day:
- Be available
- Periodically check the progress of the work
- Inspect the windows upon delivery
At the end of the day:
- Detailed acceptance of all windows
- Signing the acceptance certificate
- Payment of the remaining balance (50%)
- Receipt of documents
Critical installation points
⚠️ Inspection of windows before installation
Check the dimensions, color, and integrity. If there are any defects, do not allow installation!
⚠️ Anchoring
The frame must be secured to the wall with anchor bolts (6-10 points per standard window), not just with foam. Attaching it only with foam will cause it to loosen within 1-3 years.
⚠️ Leveling the frame
The frame must be strictly vertical and horizontal. Even a 2-3 mm deviation will cause the sashes to sag within a year.
⚠️ Three-layer sealing (if ordered)
The installation joint must be protected by:
- Vapor barrier on the inside (BEFORE foaming)
- Mounting foam
- Waterproofing on the outside (AFTER the foam expands)
Without protection, the foam will deteriorate within 2-5 years due to UV exposure and moisture.
Acceptance of Work
When: After all work is completed, before the crew leaves
Duration: 30-60 minutes
Detailed inspection of each window
Use the checklist:
Appearance:
- No scratches on the profile
- No scratches or cracks on the glass
- No chips
- Color matches the order
- Protective film removed (where it should be)
Functionality:
- The sash opens smoothly, without effort
- The sash closes tightly (an audible click)
- The handle turns easily
- All modes work (rotary, tilt)
- No squeaks or sticking
Tightness:
- No drafts can be felt around the perimeter by hand
- Paper test: clamp Sheet, pull - comes out with force
- No visible gaps
Installation joint:
- Foam is applied evenly
- If full finishing was ordered: protective tapes are visible
- If basic installation: foam is exposed (protect for 2-3 months!)
Window sill (if installed):
- Installed level (slope away from the window)
- Fits tightly to the frame
- No cracks or chips
- Does not bend when pressed
Drip rail (if installed):
- Installed on the outside
- Joint with the frame is sealed
- Does not rattle when tapped
- Slopes outward
Slopes (if installed):
- Even, without cracks
- Neat corners
- Joint Sealed with frame
- Even paint (if painted)
Cleanliness:
- Debris removed
- Work area swept
- Windows washed
Testing
For each window:
- Open fully → close
- Open to tilt position → close
- Gently tug the closed sash (it should not wobble)
- Run your hand around the perimeter (no draft)
Candle test (optional):
- Light a candle and hold it to the junction of the sash and frame
- If the flame flickers, there is a draft and adjustment is needed
Recording defects
Minor (scratches, drops of foam, slight draft):
- Record in the acceptance report
- Specify the timeframe for rectification (3-7 days)
- We We’ll fix it within a week
Serious (sash sticking, drafts in several places):
- DO NOT sign the report as “no issues”
- Sign as “with issues”
- Describe the problems in detail
- Specify a timeframe for resolution (7-14 days)
- You can withhold 10-20% of payment until resolution
Critical (incorrect size, major defect):
- DO NOT sign the report
- Demand a replacement window
- Do not pay the remaining amount
Preparation of the Acceptance Report
The report must include:
- Completion date
- What was completed (list of windows, additional work)
- Quality assessment:
- “The work was accepted without issues” OR
- “The work was accepted with the issues listed below”
- List of issues (if any) with deadlines
- Signatures of both parties
Receive a copy of the report with the signature and company seal.
Pay the remaining balance
After signing the deed without any comments (or with minor ones):
- Pay the remaining balance (50%)
Payment methods:
- Bank transfer
- Card
- Cash (request a receipt)
Receive documents:
- Invoice with VAT
- Warranty card
- Window passports (technical specifications)
- Operating instructions
- Warranty service contact information
Keep all documents for at least 10 years!
Acceptance Checklist:
- Checked all windows according to the detailed checklist
- Tested all windows
- Recorded comments (if any)
- Signed the acceptance certificate
- Paid the remaining 50%
- Received all documents
STAGE 6: Observation and Testing
Duration: 1-3 months
This is the passive stage—you use the windows and observe their operation.
The First 48 Hours
What’s Happening:
- The foam continues to expand and harden
- The foam under the window sill is hardening
Your Actions:
- Don’t load the window sills with heavy objects for the first 1-2 days
- You can open and close the windows, but do so carefully
- Ventilate the windows (a slight odor from the foam and new materials may occur)
The First Week
Hardware Break-in:
- Open and close the windows several times a day
- The hardware will “break in” and move more smoothly
Removing Protective Films:
- If protective films remain on the profile, remove them.
- The longer they are exposed to sunlight, the more difficult they are to remove.
- Ideally, remove them within the first week.
Resolving Minor Defects:
- If there were any comments in the report, we will come and fix them.
Monitoring:
- Check the windows daily (opening, (Tightness)
- If a new problem arises, call us immediately.
First Month
Windows “seat” in the opening:
- The mounting foam has completely dried and stabilized.
- The house “breathes” (especially in new buildings, as shrinkage occurs).
- The fittings have settled in.
Mild adjustments are possible:
- The sash may sag slightly (1-2 mm) - this is normal.
- If the sash touches the frame or a slight draft appears, call us.
- The first adjustment after 6-12 months is usually free (warranty).
Checking in different weather conditions:
- In rain: are there any leaks through the ebb tide or mounting seam?
- In wind: is the ebb tide rattling, are there any drafts?
- In hot/cold weather: is the temperature comfortable?
First Winter (Critical Test)
When: 2-6 months after installation (depending on installation season)
This is the most important test—all installation problems become apparent in the cold.
What to check:
Drafts:
- Test with your hand or a candle around the perimeter of the window
- If there’s a draft, call under warranty (installation issue)
Freezing:
- Frost on the frame or slopes - installation issue (cold bridges)
- Call under warranty
Condensation:
- On the glass facing the room - this is normal (high humidity in the house, ventilate more)
- On the slopes - installation issue (cold bridges, poor insulation) → warranty
- Inside the glass unit (between the panes) - leakage → warranty (glass unit replacement)
Mold:
- In the corners of the slopes - installation issue (cold bridges) → warranty
If you find any problems:
- Provide documentation (photos, videos)
- Call us immediately (don’t wait) Spring!)
- Request a technician to come out and fix it under warranty.
If you survived the first winter without any problems, the installation was high-quality, and the windows will last 30-40 years.
Break-in checklist:
- Removed protective films during the first week
- Break-in fittings (opened and closed regularly)
- Corrected minor defects (if any)
- Tested in the rain (no leaks)
- Tested in the wind (no rattling, no blowing)
- Called for adjustments (if needed)
- Tested for drafts and freezing in winter
- Contacted a warranty claim if any issues were detected
Typical Delays and How to Avoid Them
Incorrect Window Sizes
Reason: Absence during measurements, changing openings after measurements
Delay: +2-4 weeks (window modification)
How to Avoid:
- Be present during measurements
- Do not change openings after measurements without approval
Absence Permits
Reason: Didn’t receive permits from the community/city hall on time
Delay: +1-12 weeks
How to avoid:
- Start the process immediately after signing the contract
- Obtain permits concurrently with construction
Inclement weather on installation day
Reason: Heavy rain, wind
Delay: +1-3 days
How to avoid:
- Plan according to the season
- Allow for extra days in your schedule
Problems with openings
Reason: Discovered during dismantling (unevenness, cracks)
Delay: +1-3 days
How to avoid:
- Discuss the condition of the openings when measuring
- Clarify whether repairs are included in the price
Client not home
Reason: No one is home on the day of installation
Delay: Reschedule to another date (+3-7 days)
How to avoid:
- Confirm your presence the day before installation
- Ensure someone is home all day
Window defects upon delivery
Reason: Manufacturing defect or damage during transportation
Delay: +1-4 weeks (window replacement)
How to avoid:
- Thoroughly inspect the windows BEFORE installation
- If defective, do not accept them; request a replacement immediately
How to speed up the project
Want to meet the deadline 2-3 weeks?
- Choose standard windows — white PVC, standard glazing
- Order in winter — production runs faster during the off-season
- Obtain permits simultaneously — don’t wait for the windows to be ready
- Prepare the premises in advance — so installation can begin immediately
- Be flexible with dates — we can offer an earlier date
- Make decisions quickly — delayed deliberation delays the start
Project Milestones
| Stage | Deadline | What to check | |------|--------------| | Contract signed | Day 0 | 50% deposit paid, production has begun | | Permits (if needed) | 1-6 weeks | Written approval received | | Midpoint of production | 2-3 weeks | Call to check status | | Windows ready | 2-5 weeks | Installation date agreed upon | | Room ready | 2 days before installation | Preparation checklist completed | | Installation complete | +1-3 days | Certificate signed, documents received | | First month | +30 days | Adjustments if necessary | | First winter | 2-6 months | Check for drafts and condensation |
Conclusions
Key Takeaways:
Realistic Lead Time: 3-8 weeks is the normal lead time for high-quality window replacement in Spain.
Critical Path: Manufacturing (2-5 weeks) is the longest stage, on which everything else depends.
Can be expedited: Up to 2-3 weeks for standard windows during the low season.
Your Role is Important: 70% of delays are due to the client (no permits, unprepared premises, no one present for measurements).
Installation is Critical: It takes only 1-3 days, but determines 80% of the project’s success. It’s important to monitor critical aspects: anchoring, leveling, and proper sealing.
First Winter Test: If there are no problems during the winter, your windows will last 30-40 years.
Top Tip: Be involved in the process – be present during measurements, obtain permits on time, prepare the room in advance, and inspect the windows before installation. Your involvement and timely action will ensure the project goes smoothly and on time.
Windows are installed to last for decades – invest a few hours of your time in proper preparation and inspection to achieve results you’ll be happy with for 30-40 years.



