A demand attachment list should match the files you actually send
The letter is right and the attachment is wrong
Suppose a demand identifies an unpaid invoice correctly, but the attached spreadsheet belongs to another customer. The error can confuse the claim and expose information that should never have been included.
Review the final outgoing pack as one item. An accurate letter does not compensate for attachments that contradict it, omit essential context or disclose unrelated records.
Build a short enclosure list
List the documents the letter refers to, using recognisable names, dates and versions. Match each reference to an actual file. Avoid ambiguous labels such as final-new or latest-copy when several versions exist.
business.gov.au's letter-of-demand guidance recommends accurate information, relevant supporting documents and retaining copies. A simple enclosure check helps make those supporting documents consistent with the demand being sent.
Open the files from the outgoing draft
Check the attachments in the prepared email or final delivery folder, rather than relying on a different working directory. Open each file and confirm the customer, invoice, amount and relevant pages.
Watch for hidden spreadsheet tabs, comments and unrelated material. If redaction is required, verify the exported copy and preserve the original securely. Obtain advice where disclosure or privilege questions arise.
Test the recipient's access method
If using a secure link, check the intended permissions and whether the recipient can access it through the agreed route. Do not make sensitive records public merely to avoid an access problem.
Keep a local record of what the link contained when sent. An editable shared folder can change later, making it difficult to establish which documents accompanied the original letter.
Keep the sent version intact
Retain the final letter, enclosure list and exact attachments with the account history. If an error is discovered, document the correction and communicate it clearly through the appropriate channel.
Do not silently replace a file and assume the recipient has seen the new version. Where an error could affect a formal process or another person's information, seek advice about the appropriate response.
Use a second-person check where practical
Before the next important demand leaves, ask someone to compare the letter's enclosure references with the outgoing files. The checker should verify identity and completeness, not merely count attachments.
This is a practical preparation step, not a guarantee that the demand is legally effective. Obtain legal review when needed, particularly where the account is disputed or formal proceedings are being considered.