Should I always send documents as a PDF?

Yes, in most cases. A PDF preserves formatting across different devices and prevents the recipient from accidentally altering the text. Only send Word or Excel files if the customer is expected to collaborate on the content.

How can I remove metadata from a document?

In Microsoft Word, you can use the 'Inspect Document' feature to find and remove personal information, hidden text, and invisible content. Most professional PDF editors also have a 'Sanitise' or 'Redact' tool for this purpose.

What is the best way to double-check long documents?

Read the document backwards or change the font and size temporarily. This forces your brain to process the text differently, making it easier to spot typos and logical errors that you might otherwise overlook.

Blog · DocumentChecker

What to check before sending a customer document

10 July 2026 · 3 min read

Sending a document to a customer is a critical touchpoint for any business. Whether it is a contract, a technical proposal, or a simple invoice, the quality of that document reflects your professional standards. A single oversight, such as a legacy placeholder name or an incorrect figure, can damage trust and stall progress. This guide outlines the essential steps to take before you share your work.

Verify the personal and company details

The most common and avoidable mistake is leaving details from a previous client in a new document. Using templates is efficient, but it requires a disciplined review process to ensure every field has been updated correctly. Check the header, footer, and the body text for any mentions of third-party names.

Pay close attention to titles and addresses. If you are sending a formal agreement, ensure the legal entity names match the official records. A document addressed to the wrong person or containing the wrong company registration number appears careless and can lead to legal complications later.

Check for consistency and technical accuracy

Internal consistency is often overlooked during the drafting phase. If you mention a deadline or a fee on page two, ensure it matches the summary on page ten. Inconsistencies suggest a lack of attention to detail and can lead to disputes regarding the terms of service.

Review the technical data and formatting to ensure the document is readable and professional:

Check that all internal links and cross-references are functional. If you refer to 'Appendix A', make sure it exists and is correctly labelled. Finally, view the document in a print-ready format or as a PDF to ensure that page breaks do not leave 'widows' or 'orphans'—single lines of text at the top or bottom of a page.

Check that dates align across all sections.
Verify that all figures and calculations are accurate.
Ensure consistent font styles and sizes throughout.
Confirm that any images or charts are clear and properly captioned.

Sanitise the file for security

Before sending a file, you must strip away any hidden information that should not be public. Word processors often store 'metadata', which can include the names of previous editors, total editing time, and even deleted comments. If a customer sees internal notes or the history of your price negotiations, it could compromise your position.

Always export your final draft to a non-editable format like PDF unless the customer specifically needs to edit the file. This prevents accidental changes and ensures the document looks exactly as you intended on their screen. Using a tool like DocumentChecker can help you compare final versions against your original source files to spot any last-minute omissions or accuracy issues before they reach the client.

Taking five minutes to run through these checks ensures your communications remain professional and error-free. Reliability in the small details builds a foundation of trust with every customer you serve.

Quick answers

Should I always send documents as a PDF?: Yes, in most cases. A PDF preserves formatting across different devices and prevents the recipient from accidentally altering the text. Only send Word or Excel files if the customer is expected to collaborate on the content.
How can I remove metadata from a document?: In Microsoft Word, you can use the 'Inspect Document' feature to find and remove personal information, hidden text, and invisible content. Most professional PDF editors also have a 'Sanitise' or 'Redact' tool for this purpose.
What is the best way to double-check long documents?: Read the document backwards or change the font and size temporarily. This forces your brain to process the text differently, making it easier to spot typos and logical errors that you might otherwise overlook.