Keep scheme email notices and attachments organised
Keep each notice's scheme, reference, attachments and deadline together, distinguishing receipt from completed submission.
Connect each notice to its task
Applicants using electronic communication should follow the official arrangement for the supplied email address. Retain the original notice and attachments, checking the scheme and reference instead of keeping only a screenshot.
Declarations, additional-evidence requests and selection notices are different tasks. Record each requirement and deadline and retain submission acknowledgements without assuming that sending an email completes every requirement.
Match notices to submissions
Use the actual notice's deadline.
| Item | Record | Follow-up |
|---|---|---|
| Identity | Scheme and application reference | Match the application |
| Attachment | Form and version | Retain the original file |
| Task | Requirement and deadline | Schedule follow-up |
| Submission | Date and acknowledgement | Check remaining matters |
Example: receipt is not submission
After receiving a declaration attachment, record completion, signing and submission separately; filing the notice does not complete its task.
Make attachments and deadlines retrievable
- Original notice and attachments remain
- Deadlines have task records
- Acknowledgements are kept separately