Reply when you can’t send the document
In short
If you can’t send the document yet, or think it doesn’t apply to you, choose Respond without a new file on the item. Tick the items your reply is about, choose a response such as Waiting for renewal or Unable to provide, explain in at least 8 characters and choose Submit response. The business that sent the request then decides what happens next.
Sometimes the honest answer isn’t a file: the certificate is being renewed, the service has ended, or you think the requirement doesn’t apply to you. A reply tells the business that in writing, so they can decide what to do instead of sending more reminders.
Which response should I choose?
- Waiting for renewal: the document is being renewed. You can add the date you expect it.
- Not renewing: you won’t renew this document.
- Unable to provide: you can’t supply what was asked.
- Doesn’t apply to us: you think the requirement doesn’t apply to you.
- Service has ended: you no longer provide this service. You can add the date it ended.
How do I send a reply?
Find the item
On your requests page, find the card and look under Other options.
Open the reply window
Choose Respond without a new file. A window opens, headed with the business’s name, and lists the Requested items, each with its status.
Select the items
Tick each item your reply is about. When the request has only one item, it is already ticked.
Choose your response and explain
Pick an option in Your response and write your explanation in Details, at least 8 characters. For a renewal, you can add When you expect to have it · optional; for an ended service, When the service ended · optional.
Send it
Choose Submit response. The page confirms that your response was recorded.
What happens next?
The business gets a task to look at your reply and decide the next step. While they decide, reminders stop for the items you selected. Other items on the request stay separate and keep their own reminders.
A reply doesn’t replace the document. A date you give doesn’t extend your current document, and the business may still ask for the document or record another decision.
The business can have Vendarity email the main contact they hold for your company when they ask for changes or reply. To check at any time, open the link you were sent again while it works (7 days). If they still need the document, they send a new request, or their automatic reminders ask you again.
Note: If the window says nothing is open for a reply right now, the request has closed or changed. Ask the business for a new request. What you typed stays in the window.
Tip: Not sure which response fits, or what the business really needs? Ask them first with Ask a question; they own the request.
Common questions
- Does a reply stop the reminders?
- It stops reminders for the items you selected while the business decides. Items you didn’t select keep their own reminders.
- Is a reply the same as sending the document?
- No. The business records what you said, but nothing has been accepted until a document is accepted or the business records another decision.
- Who sees my reply?
- The business that sent this request. They see the items you selected, your response and your explanation.
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