Only describe what the actual document establishes.
Identify who made the commitment
A letter from one entity should not be relabelled as another’s decision. Obtain an accurate account of the resulting proposal rather than assuming the buyer adopted every term.
Collect identity and family information, the precise proposal under consideration, and specific questions about eligibility, funding and the current instructions. Retain the actual official instructions, proposed sale terms, funding records and the applicant’s relevant background information. Keep each agreement, recipient, purpose and transaction record accurately identified, together with the actual official instructions. Read the actual person, location, date and instructions in the notice, and clarify any issue through the appropriate official process. Preserve the relevant notice and receipt, and do not assume a private package description establishes the correct recipient or amount. Identify the real payer, recipient, amount and nature of the payment instead of relabelling a banking confirmation as a tax decision. Keep certified translations with the originals for anything not in English, and document any correction request with its date so the file explains itself later.