Map the receiving task

A web page is convenient for browsing current material and following links. A PDF can be useful when a recipient needs a fixed document for an internal meeting or offline reference. Neither format is automatically better. Decide which version will be authoritative and how updates will be communicated. Avoid maintaining two conflicting descriptions of the same offer without a clear review process.

Design for the handoff

If a PDF is likely to circulate beyond the first recipient, make it understandable without your accompanying message. Include the organisation, document purpose, version date and contact route. If the web page is the primary source, give the document a clear route back to it. Test both on a phone rather than assuming an A4 layout will be comfortable on a small screen. Dense tables may need a separate mobile-friendly explanation.

Imagine this

Hypothetical example

A hypothetical supplier provides a short web overview for first contact and a dated specification PDF for procurement meetings. The PDF identifies the current enquiry route and explains that final scope is agreed in a proposal. Both assets have the same content owner.

Make it practical.

Use this checklist as you read. Checks are not stored.

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