# AI executive email evidence worksheet

Use one copy for one proposed message. Do not paste confidential source content unless this file is approved for it. Blank fields are unresolved, not permission to infer. This worksheet supports review; it does not authorize sending.

## 1. Message contract

| Field | Entry |
|---|---|
| Working ID and version | |
| Template type (1–10) | |
| One-sentence outcome | |
| Authorized sender | |
| Final approving sender | |
| Primary recipients | |
| Copied recipients / aliases | |
| Recipient access confirmed by / time | |
| Evidence cutoff (ISO 8601) | |
| Response or review deadline (ISO 8601) | |
| Sensitivity / handling label | |
| Jurisdictions / policies to review | |
| Permitted effects | Draft only |
| Prohibited effects | Send, approve, pay, sign, disclose, provision, alter records unless separately authorized |

## 2. Evidence register

Add rows as needed. Preserve prior and corrected values as separate records.

| Evidence ID | Source/version | Observed fact or state | Actual / forecast / assumption / option / unknown | Unit, period and denominator | Owner | Access | Superseded by |
|---|---|---|---|---|---|---|---|
| E01 | | | | | | | |
| E02 | | | | | | | |
| E03 | | | | | | | |
| E04 | | | | | | | |

## 3. Authority and recipient review

| Check | Reviewer evidence | State |
|---|---|---|
| Sender may speak for the stated outcome | | OPEN |
| Decision/commitment owner is correctly named | | OPEN |
| Every recipient may receive the body | | OPEN |
| Every recipient may open each attachment/link | | OPEN |
| External domains, aliases and forwarding risk checked | | OPEN |
| Silence rule is explicit and authorized | | OPEN |
| Finance/legal/HR/privacy/security/disclosure review assigned where relevant | | OPEN |

## 4. Draft blocks

| Block | Draft tied to evidence IDs |
|---|---|
| Purpose-led subject | |
| First-screen outcome / material change | |
| Requested response | |
| Evidence block | |
| Unknowns / dissent / conditions | |
| Decision owner | |
| Action owner and due time | |
| Response channel and escalation | |
| Authority limit | |

## 5. Calculation check

| Claim | Base values | Formula | Independently recomputed by / time | Result |
|---|---|---|---|---|
| | | | | |
| | | | | |

## 6. Attachment and link manifest

| ID | Exact filename/URL | Version/hash | Intended audience | Access tested by / time | Current? |
|---|---|---|---|---|---|
| | | | | | |

## 7. Specialist review

| Domain | Named reviewer | Scope reviewed | Required change | Disposition / time |
|---|---|---|---|---|
| Executive communications | | | | |
| Finance | | | | |
| Legal / disclosure | | | | |
| Privacy / security | | | | |
| HR / people | | | | |
| Customer / account | | | | |

## 8. Final send gate

- [ ] One outcome controls subject, opening and close.
- [ ] Evidence cutoff and current source versions are recorded.
- [ ] Every material fact, number, date and commitment traces to evidence.
- [ ] Facts, forecasts, assumptions, options, dissent and unknowns remain distinct.
- [ ] Recipients, aliases, external domains and attachment access are verified.
- [ ] No unresolved bracket placeholder remains.
- [ ] No teaching identifier, `.invalid` address or synthetic value remains.
- [ ] Named specialist reviews are complete where required.
- [ ] Final version/hash and approving sender are recorded.
- [ ] Sending is separately authorized and duplicate-send state is checked.

## 9. Approval, send and outcome record

| Field | Entry |
|---|---|
| Final draft version/hash | |
| Approved by / time | |
| Send authority / channel | |
| Send state (NOT_SENT / SENT / FAILED / UNCERTAIN) | NOT_SENT |
| Provider message ID | |
| Duplicate-send reconciliation | |
| Recipient correction | |
| Linked decision/action record | |
| Follow-up owner and time | |

## 10. Stop record

If held, record the exact missing evidence, authority, access, review or system state. Name the owner and next check. Do not replace a stop reason with smoother prose.

| Hold reason | Evidence required | Owner | Next review time | Current state |
|---|---|---|---|---|
| | | | | HELD |