Troubleshooting
What happens if I don't send it?
It depends what they need it for, and you find that out by asking. What never helps is not replying.
**It depends why they are asking, and that is the question worth putting.** A requirement for invoicing you, one for entering a site, and an internal collection exercise of theirs are three very different things.
The four reasons, and what tends to be at stake
| Why they ask | What tends to happen if it is missing |
|---|---|
| It is a condition of working together | Onboarding, the order or site access stops |
| A third party requires it of them | Their problem becomes yours, with a deadline |
| Their own internal control asks for it | Persistence, and little more short-term |
| Nobody quite knows why | Commoner than it looks. Ask |
Important
**What makes all four rows worse equally is silence.** «I don't have it», «I can't give you that», «I'll have it in two weeks» and «what do you need it for?» are four answers that unblock; not replying unblocks none of them. And contrary to what many fear, saying you cannot rarely breaks a commercial relationship — what wears it down is having to chase you.
How to answer when the answer is awkward
- 1
Say which part you can provide
There is nearly always a reduced version that meets the need.
- 2
Say when, if it is a matter of time
A specific date is worth more than a long apology.
- 3
And ask whether something else would do
Many document lists are copied from elsewhere and accept equivalents.
Watch out
Before writing something off as impossible, check one thing: **what they want may exist under another name**. A good share of «I don't have it» is really «I don't have it under that name» — the same paper is issued by a different body, or your sector calls it something else. Describing what you do hold and asking whether it works solves more cases than hunting for exactly what the list says.
›Am I obliged to provide it?
It depends on your contract and the relationship. Ask what they need it for.
›What if they ask for something that does not exist in my case?
Say so. It is useful information and usually gets it dropped.
›Can I give only part of it?
Often yes, and it is usually the good way out. Propose it yourself.
A real case
The situation
You are asked for a document you do not have and stop replying rather than say no.
What you do
- Says which part they can provide and by when the rest would exist
What you get
The relationship holds and the request is adjusted to what actually exists.
The situation
A document on the list does not exist under that name in your sector.
What you do
- Describes the one they do hold and asks whether it works as an equivalent
What you get
The list gets corrected instead of leaving a permanent gap.
The situation
Nothing is answered and the other side keeps waiting.
What you do
- Answers, even if only to say it is not possible
What you get
The other side can decide instead of waiting.
The situation
It is assumed nothing happens without that paper.
What you do
- Asks what they need it for
What you get
The decision is taken knowing what is at stake.
The situation
The document does not exist and nobody says so.
What you do
- Explains why it does not exist and proposes an alternative
What you get
The conversation moves instead of stalling.
The situation
It takes longer than asked and no notice is given.
What you do
- Gives notice before the deadline with a new date
What you get
The other side reorganises in time.
This article answers
- what happens if i dont send the paperwork
- am i obliged to send what they ask
- can i refuse to provide a document
- consequences of not providing documents