Start with what you have
A company name, a complete PDF and a few excerpted pages are different starting points. Describe what you have without guessing the year or page count. Mark unknown details for confirmation.
An initial enquiry can state counts, types, use and expected format. Avoid posting entire files or sensitive information publicly. Supply documents you are entitled to use through the agreed transfer method.
Checks that do not require technical knowledge
Scroll sideways to see all columns; focus the table and use arrow keys on a keyboard.
| Check | Practical action | If something is wrong |
|---|---|---|
| Readable file | Open the PDF and inspect text and pages | Note blur, rotation or opening failures |
| Source and company | Record filename, full company name and source | Clarify mismatched names |
| Type and date | Read the header and date labels | Do not infer solely from the filename |
| Page scope | Record received pages and whether it is an excerpt | Mark missing or uncertain scope |
| Output | List required fields and standard or custom format | Provide a target example for agreement |
A message you can adapt for your enquiry
Template: “We have [count] [document type] PDFs from [source]. We need [fields] in [JSON / XML / another agreed format]. [Count] are excerpts, and [issues] need clarification. Requested delivery: [date]. Please confirm scope and total price first.”
If you are unsure which service to choose, start with the public sample and tell us which parts you need. We will confirm feasibility and pricing after reviewing your document.
Three useful clarifications
- A request for manual review should identify the fields and confirm eligibility for the review plan.
- For an existing company format, provide a target example without real personal data rather than naming only Excel or JSON.
- If pages are missing, state which were not received rather than treating their absence as no directors or members.
What to check on delivery
Match the delivered company, date, files and service to your original list. Standard automated extraction does not include field-by-field human review; arrange the appropriate service or review within your team when required.
Download the single-document template and fill it using the material you have, leaving unknown items for clarification. For a batch, see the CSV list and handover example in the batch guide.
A quick look through the PDF will help you get ready
Before sending the PDF, look through it once. Which company and form appear on the first page? Where does the last page end? Are any pages rotated, blurred, obscured or visibly missing? You only need to note what you can see at this stage. Consecutive page numbers are a useful clue, but check whether any required continuation pages are included too.
Describe observations that someone else can reproduce. “The lower half of PDF page 3 remains unreadable when enlarged” is more useful than “poor quality”. “Pages 1 and 2 received as an excerpt” is clearer than assuming a two-page file is complete. Leave unseen details unknown rather than guessing text or deciding processing feasibility yourself.
Keep an unchanged copy of what you received. If you rotate, combine, split or redact material for your own use, save a separate working copy and record the changes. Agree which version to supply and whether any redaction affects the requested work when arranging transfer.
How will the finished table be used?
“Put this into a table” leaves two questions unanswered: who will use it, and for what task? A reader may need only the PDF. A system user needs the relevant information and target format identified. A reviewer needs the checking scope agreed. Start with those tasks before choosing an output label.
In a fictional request, “company information” turns out to mean a name and address for a client register. Rewrite it as: “Extract the company name and address stated in this file, using the attached headings; identify unreadable or absent information.” That is easier to scope than “all data” and avoids unnecessary output.
You can group fields into “essential” and “useful if available”. Names and addresses might be essential for your register, while other details can wait. If the source is incomplete, these priorities help you discuss what matters first and decide whether work on the available material should proceed.
A blank table can show the format you need
You do not need to write code or know JSON syntax to explain the target. Supply an empty table, a format stripped of real personal information or a plain-language field list. Retain headings the recipient genuinely relies on, and mark uncertain requirements for discussion rather than adopting an arbitrary online example as a specification.
Use clearly labelled placeholders such as “Example Company” or “date to be confirmed”. If you need both the source name and an internal short name, show them in separate columns and explain how you use each. A clear placeholder is more helpful than realistic-looking data that someone could mistake for a fact.
State which aspects are fixed and which are open to suggestion. A register may require exact field names but allow a different order. That helps determine whether standard output suffices or mapping needs discussion. A target example does not prove compatibility; the actual recipient should participate in confirmation.
Include your open questions when asking for a quote
Missing information need not prevent an initial enquiry. Gather unknowns instead of filling them with guesses. Add an “open questions” section for completeness, the requested date and acceptance of standard output. Identify the likely person to answer each: the file supplier, recipient or service provider.
A complete enquiry can read: “I have [document type], [pages received], from [source]. I need [information] for [purpose] in [format]. Observed issues: [details]. Open questions: [questions]. Please confirm scope, required input, total price and expected arrangements before starting.” Leave unavailable details for confirmation.
Check the reply against the request. If it contains only a price, ask which files and outputs it includes. If it says only “yes”, resolve the outstanding pages, fields or format. Both sides should be agreeing to the same work rather than different interpretations of “document preparation”.
How to ask for help with a discrepancy
Compare the delivery with the agreed request. Opening a file does not verify every field, and an empty value may reflect missing source information. Describe the observed discrepancy and preserve both source and output so the reviewer can follow the same evidence.
Use: “Order/reference [ID]; output [filename], [field/location] currently shows [value]; source PDF [page/location] shows [observation]. Please check whether correction is needed.” If the source is unclear, request help reading it rather than guessing a replacement value.
Distinguish correction from additional work. Restoring an omitted agreed field differs from adding a document or changing the target format. State whether you need the original delivery corrected or its scope extended, then retain the revised filename and resolved items so colleagues can stop using an earlier result.
References
Use the checklists and examples to prepare your documents. When checking an official form, note which version the guide refers to.