A prospective client has requested the exposé. When attempting to send it, the mail programme reports that the attachment exceeds the permissible size. The message is not sent as planned. The office wants to help quickly, but must neither distribute the wrong version of the property listing nor make confidential documents publicly available without control.
This verification procedure concerns the requested dispatch of property documents in Austria and Germany. It is not a newsletter instruction and does not trigger an actual dispatch. The situation is fictional; an actual error must be found on the specified delivery route.
Secure the concrete error
Note the affected file, its version and the actual message displayed. A lack of response from the prospect alone does not prove a size error. Likewise, a differing recipient address must not be treated as resolved by repeatedly attaching the same file.
Microsoft describes size limits and names, among other things, providing a file via a link as a possible alternative. The help also distinguishes the visible image size from the actual file size. [Q1] An image reduced in the message window is therefore not suitable as independent proof that the transfer problem has been resolved.
Determine the required document
Should the prospect receive the complete exposé or merely an initial overview? A substitute version must be labelled as such. Important information or restrictions must not be quietly removed merely to make the file smaller.
In the fictional example the responsible person creates an output suitable for sending from the approved source. The editorial team checks the floor plan, labelling and the actual property content included. They do not replace the original file with some older small preview.
Consciously choose another provision route
For a link-based route it is first clarified which document the named person is allowed to receive and which existing service is suitable for it. The office does not decide under time pressure to copy all attachments into a public folder.
The responsible technical or organisational contact confirms the intended retrieval conditions. A test with harmless data intended for this purpose can clarify the process before the real provision. This article does not claim a verified security of any service nor an automatic access restriction by a long link.
Combine version and feedback
Before the authorised dispatch it is checked whether the named attachment or link leads to the intended version of the property document. The message explains which document is available and how to provide feedback in case of a retrieval problem.
The documented dispatch remains distinguishable from confirmed receipt and actual reading. If the retrieval remains unclear, the problem is specifically queried instead of distributing all documents multiple times across different channels.
The result is a comprehensible replacement for the failed file attachment. The correct document reaches its intended route without a technical size message becoming an unintended content change or public release.