What this means for your practice
Define the information needed for the next administrative decision. Show missing items clearly and distinguish receipt from acceptance of the submission.
An example to discuss with your team
Submit a fictional record missing an essential attachment; the next action should be clear.
What to ask before you choose
Submit a fictional record missing an essential attachment. Inspect what the sender sees and what the reviewer receives. Can the missing item be added against the same reference? A specific correction request is more useful than a vague rejected label that starts another email exchange.
Make a correction possible without starting again
Describe required information before the supplier begins, including any document formats or limits that affect submission. Explain which details are necessary for the next decision and label optional material clearly. This helps the supplier prepare the right files instead of discovering an unexpected requirement at the final step.
Use a fictional submission with one missing attachment and follow the review from both sides. The receiving team should identify the gap, and the supplier should receive a specific request connected to the original reference. Check whether a replacement can be added without losing the material already accepted or creating a second unrelated submission. Keep 'received', 'awaiting information' and 'accepted' understandable if those stages are used. Agree who returns incomplete material and who covers that task during absence. Repeated missing items are worth reviewing with the team: they may show that the original instructions are unclear, rather than a need for a more complicated portal or another reminder email.
How to check the result
Count submissions returned for avoidable missing information.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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