AI mail and fax checklist: review the document before sending

Check the file, recipient, service, final proof, quote, approval, and existing order before an AI-prepared letter or fax is sent.

Prepare the actual document
Use this checklist when an assistant has drafted a letter or prepared a fax. Finish the wording first and review the file that will actually be sent. A local filename or an assistant saying it uploaded a document is not evidence that the sending service received the bytes.

Postedly supports a website flow as well as assistant connections. If your assistant cannot transfer the file, use the private upload handoff or upload it yourself. Check the current service requirements before choosing a format or page count.
Purpose and intended service: ______
Final file version and page count: ______
Upload accepted by the sending service: ______
Private review link or order reference, stored privately: ______

Check destination and final proof
Read the recipient details back from the prepared order. Check apartment or suite details for mail and the complete destination number for fax. Review the entire final proof, including any address or cover page added during preparation.

Use this public checklist as a template only. Put real addresses, fax numbers, document contents, and private order links in your own private copy.
Recipient verified from an authoritative source: ______
Sender and return details checked: ______
Every final page reviewed: ______
Address correction or unverified-address warning reviewed: ______
Service eligibility and document limits passed: ______

Approve an exact quote
Record the service, total, destination, document version, and quote expiry. A quote prepares the order; it does not pay or send. If the document, recipient, options, or price changes, request a fresh quote and review it again.

Example instruction: Prepare this order and show me the final proof, destination, service, and total. Stop before payment until I approve that exact order. This is a suggested instruction, not evidence of a completed transaction.
Exact service and total reviewed: ______
Quote still valid: ______
Explicit approval for this order: ______
Payment result and existing order reference: ______

Check status before retrying
After a timeout, inspect the existing order before creating another one. Payment, fulfillment, postal handoff, fax transmission, and recipient delivery are different states. Record the evidence the service actually provides; do not upgrade a sent status into confirmed receipt.

Keep the order reference and use its status record for follow-up. If the service reports a failure or cancellation option, use that information to decide the next step. Assistant connection alone does not prove end-to-end sending has been tested on that platform.


Published by Postedly
Related guide: https://postedly.com/guides/ai-mail-fax-review-checklist
Product: https://postedly.com/guides/send-physical-mail-with-ai