Notify mail recipients
Send a minimum-detail notice through the recipient’s approved channel after custody is recorded, and route failed or sensitive notifications for human follow-up.
| Field | Value |
|---|---|
| Business area | virtual-office-mailroom |
| Primary role | virtual-office-mailroom-manager |
| Frequency | event-driven |
| Privacy sensitivity | high |
| Security sensitivity | medium |
| Compliance review | needed |
Trigger and handoff
Trigger: An eligible item is logged or its handling status materially changes.
Inputs
- Custody record
- Current notification preference
- Approved message template
Outputs
- Delivery-status notification
- Failed-contact queue
- Recorded recipient response
Current manual methods
- Manual email
- Text message
- Phone call
Human judgment and approvals
-
Choose safe wording for unusual items
-
Decide when failed delivery needs alternate authorized contact
-
Approval: Client approves contact preference; manager approves exceptional disclosure
Failure modes
- Notice exposes sender or item detail unnecessarily
- Old contact receives sensitive information
Success metrics
- Notifications are sent after verified receipt
- Failed or bounced notices receive timely review