Customer document handover
Check the finished PDF before you send it.
A clear certificate or report helps the customer identify the job and understand the record. Review the complete document, including schedules and continuation pages, before issuing it.
Check identity and document detail.
- The customer and site details refer to the correct job.
- The equipment or installation references are clear and consistent.
- The date, document reference and revision details match the record being issued.
- Your business name and contact details are current.
- The correct professional has reviewed the document and completed the applicable sign-off.
This is a document-quality check. It does not replace the inspection, testing or professional review required for the work itself.
Read the tables and longer notes.
Check that descriptions, results and observations are legible at a useful viewing size. Review page breaks and continuation pages so a heading is not separated from information needed to understand it.
If the report contains findings or follow-up actions, check that their references are understandable and consistent with the rest of the document. Do not rely on a colour or an abbreviation alone when the recipient needs more explanation.
Make the handover easy to recognise.
Use a clear file name that helps the intended customer identify the site, document and date without opening several attachments. Check the recipient and attach the correct version.
If more than one certificate or report is included, identify the documents in your accompanying message. Explain where the customer should direct questions about findings or any necessary follow-up.
Keep the issued version accessible in your business records. If a correction is required later, follow the appropriate amendment process and make the version being supplied clear.
Use the sample family to assess document quality.
CertifyApps provides example PDFs with sample data and app-specific watermarks. Use them to compare page structure, tables, branding and sign-off before requesting access. They are examples for evaluation, not completed records for a real job.