Read the genuine communication and identify the applicant, reference and action stated. Seek clarification if it does not establish what the applicant assumes.
Preserve the official record
Do not treat a private summary or a bank message as a government approval. Track outstanding requests accurately.
Gather identity and family information, a clear statement of the specific proposal under consideration, and questions about eligibility, the source of funds, and the current official instructions, then follow the government's directions for any subsequent forms. A dated copy of the official program page and FAQ relied on, the account or confirmation records for each payment, the vetting correspondence, the employee's admissibility and category documents, and a written internal record of who decided what and on which terms. A dated copy of the official program page and any implementing action, the intermediary's written material and contract, written identification of the payee and instrument, and a list of questions official sources do not answer. Do not discard or summarize the original record once translated, since a reviewer may need to compare both versions, and keep a dated file noting which version of the official instructions informed the translation approach.