Commercial Missing Documents Follow-up

When to use

Send after the initial documentation review, or as a fortnightly batch follow-up. Avoid sending one-off drip requests unless the issue is urgent.

Subject

[{AExxx}] {Client} - Outstanding Documents and Information

Template

Hi {ClientName},

Thanks for the documents provided so far.

We have completed an initial review and the following items are still outstanding before we can proceed to the next stage:

1. {Item 1}
2. {Item 2}
3. {Item 3}

For clarity, the reason we need each item is:

• {Item 1}: {Reason}
• {Item 2}: {Reason}
• {Item 3}: {Reason}

Please upload the documents to the project folder here:

{SharePoint Folder Link}

If any item is not available, please let us know and we can confirm whether there is an acceptable alternative, such as a signed declaration or corrected document.

To keep the project moving, please aim to provide the outstanding items by {Due Date}.

Kind regards,

{SenderName}

Notes / placeholders

• Keep this as a consolidated list.
• Common items include tank drawings, AS/NZS 2712 certificates, AS/NZS 4692 reports, control declarations, data plates, and corrected manuals.
• If an item blocks modelling, say that explicitly.