Prepare cleaner, safer text before sending
Prepare cleaner, safer text before sending by checking the recipient, cleaning formatting, reviewing sensitive data and inspecting the exact final version.
A message can be perfectly proofread and still contain information the recipient should not receive. Content cleanliness and disclosure risk therefore need to be reviewed together.
Use a sequence that checks the recipient, cleans the text, reviews sensitive details and validates the exact version being sent.
Table of contents
Confirm recipient and sharing scope
Decide who is authorised to receive the information before determining which details can remain. Compare the result with the original before reusing it. Check names, numbers and technical strings separately. If the content contains names, numbers or technical strings, check those separately before keeping the resulting version.
Clean the text without losing useful content
Remove distracting inherited formatting while preserving structure so the security review is easier to perform. Check names, numbers and technical strings separately. Keep the original nearby whenever the change could alter how a passage is read or how several elements relate to one another.
Find data that should not be sent
Use context-specific categories and automated pattern checks as assistance, then validate manually. Check names, numbers and technical strings separately. Review the affected passage in its real context so the change still fits the rest of the text rather than looking correct in isolation.
Check elements outside the text body
Review subject lines, recipients, file names, links, comments and attachments. Compare the result with the original before reusing it. Check names, numbers and technical strings separately. If the content contains names, numbers or technical strings, check those separately before keeping the resulting version.
Read the exact outgoing version
A late edit can reintroduce removed information, so review the final message and attachments immediately before sending. Check names, numbers and technical strings separately. If the content contains names, numbers or technical strings, check those separately before keeping the resulting version.
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