Gather versions without editing
Provide complete documents, including annexes, signatures and pages containing terms. An edited extract may conceal a qualification explaining an apparent contradiction. If a file is received again in a different form, keep both versions and state who supplied each and when.
Describe the discrepancy in a table
Useful columns are: question, first source, second source, difference and unknown circumstances. For example, compare the work approval date, the deliverable's contents and whether payment occurred. Do not confuse absence of confirmation with proven absence of an event: these are different starting points.
State the purpose of the inquiry
Explain the result needed: understand the position, prepare a response, assess documents or decide next steps. Separately identify notices received and known dates of upcoming events. Procedural document and deadline requirements are checked for the specific dispute, rather than inferred from a general checklist.
What to prepare
- Complete contracts and annexes in all known versions.
- Acceptance records, invoices, payment documents and correspondence.
- A brief table of contradictions with page references.
- The source and receipt date of each disputed file.
- The consultation's purpose and actions already taken.
What to bear in mind
A contradiction between copies does not automatically mean forgery or invalidity. Verification may require originals, participants' explanations and a separate examination.
Outcome of preliminary preparation
This package enables substantive discussion of provable circumstances, missing information and the sequence of further work without replacing analysis with assumptions.
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