Confirm the purpose and authority
Identify why the message is being sent and who may authorise it. Confirm any legal review required for the content or delivery method.
- Check the governing contract or rule
- Confirm the deadline and relevant time zone
- Check the sender’s authority
Review the final content
Work from one approved final version. Make references, dates and requested actions clear.
- Confirm names, amounts and dates
- Include every required attachment
- Remove irrelevant personal information
- Use an informative subject line
Verify the recipient and method
Check addresses against the applicable notice clause or verified contact information. A familiar contact address is not necessarily the prescribed address for notices.
- Confirm the exact recipient address
- Check whether electronic delivery is permitted
- Plan what to do if delivery fails
Retain and follow up
Keep original records with the final message. Review delivery results promptly and record any additional steps taken. Do not treat a send attempt as proof of successful service.