Overview
Purpose
- Keep a single log for calls, emails, portal posts, and letters.
- Capture participants, topics, commitments, and due dates.
- Link each entry to related documents or tasks.
Quality checklist
Ready-to-send
- Update the log in real time or immediately after conversations.
- Note promised deliverables, owners, and follow-up dates.
- Store copies of messages and attachments with each entry.
What to include
Use these pieces to keep the carrier communications packet complete.
Core documents
Build the file
- Communication log spreadsheet or form.
- Call recap notes with time stamps.
- Portal submission confirmations and message PDFs.
Supporting proof
Evidence to attach
- Email threads or letter PDFs.
- Screenshots of portal activity.
- Calendar invites for scheduled meetings or inspections.
Delivery notes
Keep it moving
- Share log excerpts with the team weekly.
- Export the log for mediation or regulatory responses.
- Back up the log to the claim file with versioning.