# Customer renewal email evidence worksheet

Use one copy per account, agreement, stage, and draft version. This worksheet is an editable control record, not a contract, legal opinion, proposal, consent record, or send authorization.

## 1. Control record

- Case ID:
- Draft version:
- Evidence cutoff (ISO 8601):
- Legal customer entity:
- Tenant/service account ID:
- CRM account ID:
- Agreement/order-form ID and version:
- System of record:
- Renewal stage (1–7):
- Message class proposed by owner:
- Classification reviewer and date:
- Intended sender identity:
- Draft owner:
- Send-authorized person/role:
- Disposition: `DRAFT / HELD / APPROVED_NOT_SENT / SENT / WITHDRAWN`

## 2. Agreement and milestone record

| Field | Verified value | Source ID/version | Owner | Review note |
|---|---|---|---|---|
| Effective date | | | | |
| Current term | | | | |
| Renewal date | | | | |
| Notice milestone | | | | |
| Milestone timezone/day-count basis | | | | |
| Permitted notice method/destination | | | | |
| Product/service scope | | | | |
| Currency/tax basis | | | | |
| Renewal mechanism summary | | | | `Requires counsel-approved wording` |
| Conflict across records | | | | `STOP until resolved` |

## 3. Recipient and purpose map

| Recipient | Organization | To/Cc | Verified role | Purpose | Authority known? | Data scope allowed | Preference/suppression | Last verified |
|---|---|---|---|---|---|---|---|---|
| | | | | | | | | |

Do not infer signature, purchasing, legal-notice, billing, security, or decision authority from title, copied status, or prior participation.

## 4. Value and activity evidence

| Claim ID | Measure | Numerator | Denominator | Period/timezone | Definition/exclusions | Source/version | Customer confirmed? | Attribution limit |
|---|---|---:|---:|---|---|---|---|---|
| | | | | | | | | |

Write every calculation:

- Formula:
- Substitution:
- Result and rounding:
- What the result supports:
- What it does **not** support:

## 5. Open-issue ledger

| Issue ID | Type | Verified customer impact | Current state | Owner | Approved commitment | Next evidence/update | Recipient restriction | Renewal relevance |
|---|---|---|---|---|---|---|---|---|
| | | | | | | | | |

## 6. Proposal and commercial record

| Field | Approved value | Source/version | Approver | Boundary |
|---|---|---|---|---|
| Proposal ID/version | | | | |
| Issue date/expiry | | | | |
| Product and quantity | | | | |
| Term | | | | |
| Current amount | | | | |
| Proposed amount | | | | `Proposal, not acceptance` |
| Currency/tax | | | | |
| Discount/credit | | | | |
| Dependencies/exclusions | | | | |
| Stable link/checksum | | | | |

## 7. Choose one template

- [ ] 1 — early renewal planning
- [ ] 2 — value and usage recap
- [ ] 3 — milestone reminder
- [ ] 4 — stakeholder and process confirmation
- [ ] 5 — open-issue acknowledgment
- [ ] 6 — proposal follow-up
- [ ] 7 — final timing and next-step check

Why this stage is current:

One requested result:

Next step if no response (approved wording only):

Maximum follow-ups and present count:

## 8. Candidate email

- Subject:
- To:
- Cc:
- Evidence cutoff:
- Source IDs cited:

Body:

> [Write the verified stage-specific message. Keep proposal, fact, customer statement, inference, unknown, and open issue distinct.]

Authoritative links/attachments:

## 9. Deterministic preflight

- [ ] Legal entity, tenant, account, agreement, and version match.
- [ ] Milestones reconcile; conflicts are held.
- [ ] Every material claim maps to an approved source record.
- [ ] Numerators, denominators, periods, formulas, currency, and rounding reconcile.
- [ ] Activity is not presented as ROI, causality, satisfaction, or renewal intent without evidence.
- [ ] Open issues remain visible in approved language.
- [ ] Proposal version, amount, scope, term, expiry, link, and attachment match.
- [ ] Every recipient, domain, role, purpose, access path, and preference is verified.
- [ ] Message class and applicable sender/opt-out/local requirements were reviewed.
- [ ] No false urgency, implied consent, invented approval, or unauthorized commitment.
- [ ] No brackets, `.invalid`, RR085, fictional names, or teaching labels in production.
- [ ] Draft permission and send permission are separate.
- [ ] Follow-up limit and stop conditions are enforced.
- [ ] Final version/hash will be preserved with approval and disposition.

## 10. Human review record

| Review | Reviewer/role | Required? | Result | Time | Notes |
|---|---|---|---|---|---|
| Account owner | | | | | |
| Commercial/finance | | | | | |
| Legal | | | | | |
| Support/product | | | | | |
| Security/privacy | | | | | |
| Localization | | | | | |
| Send authorization | | | | | |

Material change after approval? If yes, invalidate approval and review the new version.

## 11. Outcome record

- Final disposition:
- Send timestamp/identity (if authorized):
- Customer correction:
- Recorded meeting/decision/handoff:
- Signed or controlling record:
- Open issues after response:
- Next owner and date:
- Rollback/escalation triggered:

Open, click, and generated-draft events are not proof of understanding, authority, agreement, or renewal.