You prepare a revision but attach the old file. The filename is correct, yet the document still names a previous client. You write that documents are attached, then send without attachments. Sending files outside your company requires care against such mix-ups and omissions.
A consistent checking order helps reduce oversights. Choose the files, check their contents, then compare recipients, message and attachments. This checklist follows that process.
A ready-to-use checklist before sending files externally
Here are the main checks before sending. Add items to fit your company’s delivery procedures and approval rules.
| Item | What to check |
|---|---|
| □ Recipients | Company, contact, email address and CC are correct. |
| □ Filenames | Content, date and version are identifiable and match the recipient. |
| □ Version to send | The selected file is the approved version intended for this delivery. |
| □ Contents | Names, amounts, dates and reporting periods are correct. |
| □ Unnecessary information | No internal notes or information from other projects remains. |
| □ Display | No garbled text, clipping or missing pages. |
| □ Format and size | They meet the recipient’s specifications and receiving limits. |
| □ Attachments and sharing | Nothing is missing or duplicated, and sharing scope is correct. |
| □ Match with message | Document names and counts in the message match attachments or linked files. |
The key is to open and check the actual file you will send rather than relying on its name. Here is how to check each item.
Make filenames identify content and version
Do not rely only on Final or Latest
Folders containing Final, Final2 and Latest make it hard to choose. Include the document, subject, date and version according to company rules.
For example, Estimate_ExampleCompany_20260909_v02.pdf identifies content, recipient, date and version. Agree within the team whether dates mean issue or update dates.
A filename or modification date alone does not show approval status.The latest working file is not necessarily the file approved for this delivery, so check the intended version.
After renaming, check the contents too
When reusing an older document, it is easy to change the filename but forget the recipient or reporting period inside.
After naming the file, check the cover, body, headers, footers and each sheet. Document search can help when client or project names appear in several places.
Organize files for delivery
If working, review and delivery files are mixed, place delivery copies in a dedicated folder to reduce mix-ups.
If changes follow, ensure they reach the delivery copies too. Keep older versions in a place clearly separate from the files to send.
Open files and check contents and unnecessary information
Review important names, amounts and dates
Reading from the beginning alone may miss incorrect numbers or names. Compare these items with the request or verified reference documents.
- Client and contact names.
- Amounts, quantities and unit prices.
- Issue dates, submission deadlines and reporting periods.
- Product names, project names and reference numbers.
Pay particular attention to fields that need changing in templates or files reused from a previous month.
Check that requested revisions were made
For revised documents, verify that requested changes are present. Also check that necessary text was not removed and unrelated sections were not changed.
To compare original and revised notices, consider JIM-JIN’s Text and File Difference Checker using its pasted-text comparison. Its description states that pasted text is compared in the browser without sending it to the server.
Difference highlighting helps locate changes; it does not judge correctness or whether a document may be sent. Review the changes and obtain required approval.
Check for internal notes or other project information
Check more than the visible document body, including the following.
- Comments and revision history.
- Hidden sheets, rows and columns.
- Working notes and internal information such as costs.
- Previous client names or other project data.
- Documents or computer screens visible in photos.
Hiding information is different from deleting it. Check what may be shared externally and remove unnecessary information from delivery copies.
Supported Windows Office applications provide Document Inspector for checking comments and hidden data. Detection and removal differ by application, and removal may be irreversible, so use a copy of the original. For details, see Microsoft’s Document Inspector guidance. Review the instructions before using it.
After deleting Excel sheets or similar content, check formula references and displayed results. Keep required business originals separately from delivery copies.
Check readable formats, display and file sizes
Choose formats according to the recipient’s purpose
Check whether the recipient needs an editable Excel file or a PDF for review. Prioritize specified submission formats for images and CSV files too.
Renaming an extension does not change the file format. Use suitable software or tools to convert and save when needed.
Open files after saving or conversion
Even if an editing screen looks correct, saving or PDF conversion can cause clipping or page break changes. Open the actual delivery file and check according to its format.
| File type | Main checks |
|---|---|
| Page count, clipped text or tables, blank pages and required pages | |
| Excel | Required sheets, displayed contents, formula errors and unwanted information |
| CSV | Garbled Japanese text, shifted columns, leading zeros and long numbers |
| Images | Orientation, readable text, needed details and unintended content in the frame |
After further editing or saving, check affected areas again.
Check the total attachment size
Check both individual sizes and the combined total. A message within your sending limit may still exceed the recipient’s receiving limit. Follow any size specified by the recipient.
For large photos, use JIM-JIN’s Image Compressor to adjust file size. Afterward, check small text and details the recipient needs.
The tool explains that images may be temporarily sent to and stored on the server. Check data handling and internal rules before processing.
After compression, check save locations and filenames so that you do not attach the original images by mistake.
Check multiple files and sharing links as one delivery
Inspect the contents when creating a ZIP
If the recipient can receive ZIP files, bundling multiple files can simplify delivery.JIM-JIN’s ZIP Creator can package files and folders while retaining their hierarchy.
Creating a ZIP does not ensure all required documents are included. Open the ZIP and check the following.
- All required files are included.
- No old versions or working files are mixed in.
- Documents are not duplicated.
- No unnecessary folders or other project data is included.
- Extracted files open correctly.
ZIP packaging may not substantially reduce size and does not itself guarantee secure delivery. Follow the recipient’s receiving conditions and company rules.
Check sharing link targets and permissions
Verify that a sharing link points to the intended file or folder. Avoid sharing a whole folder containing other projects when you intend to send only one document.
If recipients need only viewing access, reconsider whether editing permission is necessary. Check sharing scope, expiry and login requirements in the service’s settings.
Your ability to open a link does not guarantee the recipient can. If access fails, check their account and permissions rather than carelessly broadening sharing.
Immediately before sending, compare recipients, message and attachments
Check addresses, not only display names
Even if company and contact names look correct, verify that the selected address belongs to the intended recipient. Check To, CC and BCC for unnecessary or missing recipients.
In replies or forwards, review retained recipients and quoted messages. Ensure no unnecessary previous exchanges will be sent to the current recipient. IPA’s guidance on using email also recommends rechecking recipients and contents before sending.
Compare document names and counts in the message with attachments
If your message says an estimate and specification are attached, verify that both are included. If you announce a revision, the attached file must be the revised version.
Check reporting periods and file counts too. For sharing links, ensure that the linked destination contains the documents described in the message.
Check the attachments themselves
Where possible, open attached files from the email composer for a final check. This verifies that the attachment is the same file you reviewed locally.
Editing a local file after attaching it may not update an ordinary attachment. Check whether you need to reattach it and verify contents again. Complete required approval or double-check procedures before sending.
Common questions about pre-send checks
Does saving as PDF remove the need to check contents?
No. Errors in the source remain in the PDF. Check the saved PDF for content errors, clipping and missing pages after conversion.
Is adding Final to a filename enough?
No. Check approval and contents, and use consistent dates and versions. Filenames are clues for identifying the correct delivery copy.
Should I ZIP a large set of files?
That depends on the recipient’s conditions and business rules. Even where ZIP is allowed, check for missing or unwanted files inside.
Open delivery files and align recipients, message and attachments
Using the same checking order each time can reduce omissions. Select the version, open files to review contents, and check their state after saving, conversion or compression.
Finally, compare recipients, message and attachments. Adapt the opening checklist to your company’s delivery procedure and use it in daily work.
