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type rule
title Do you use 'Checked by xxx'?
uri checked-by-xxx
categories
category
categories/communication/rules-to-better-email.mdx
authors
related
rule
public/uploads/rules/as-per-our-conversation-emails/rule.mdx
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public/uploads/rules/request-a-test-please/rule.mdx
rule
public/uploads/rules/conduct-a-test-please/rule.mdx
rule
public/uploads/rules/gather-insights-from-company-emails/rule.mdx
rule
public/uploads/rules/warn-then-call/rule.mdx
redirects
do-you-know-when-to-do-use-checked-by-xxx
guid 1aedc867-366f-47d3-aae8-9ff6d74da7ba
seoDescription Do you use 'Checked by xxx'? This rule emphasizes the importance of having someone review your emails before sending them to ensure accuracy, clarity, and professionalism.
created 2010-03-01 06:05:18 UTC
createdBy Jeoffrey Fischer
createdByEmail JeoffreyFischer@ssw.com.au
lastUpdated 2026-06-16 00:09:05 UTC
lastUpdatedBy Gert Marx
lastUpdatedByEmail Gert@ssw.com.au
archivedreason

There are times you should have your email checked by someone else before sending it. This way you are guaranteed instant feedback and you won't clog up someone else's inbox with unnecessary emails or mistakes.

Simply ask the person to come over and check it on your computer, or call them and share your screen if they’re not nearby.

<boxEmbed body={<> Tip: Ask people Cc'ed in the email first before asking someone else. </>} figurePrefix="none" figure="" style="tips" />

<boxEmbed style="warning" body={<> Warning: Don't forget to Cc the person who checked your email. </>} figurePrefix="none" figure="" />

Scenarios where email review is recommended

  • You are new to a company
  • Sending an email or appointment to a large distribution list
  • You are a little unsure
  • You feel that it is a complicated email
  • Sending a sensitive email (e.g. The content could be perceived as confrontational)
  • You need a quick 'test please', and the person is immediately available. This provides you a chance to check and collaborate on the finished change before the 'done email' is sent. It also shows the email was double-checked

✅ Benefits of getting your emails checked

  • Avoids grammatical and spelling errors
  • Ensures the message is clear
  • Ensures the layout and tone are professional
  • Helps you avoid forgetting important details
  • Informs the recipient who else agrees with the content

<boxEmbed style="info" body={<> Note: Not everyone is familiar with this rule. When sending emails externally, always link the “Checked by” line to this rule for clarity. </>} figurePrefix="none" figure="" />

<emailEmbed from="" to="Bob" cc="Ulysses" bcc="" subject="" shouldDisplayBody={true} body={<> (Checked by Uly)

## Hi Bob

&#123;&#123; EMAIL CONTENT &#125;&#125;

Regards,
Dave

</>} figurePrefix="good" figure="Use 'Checked by xxx' when sending emails that require a second pair of eyes" />

Async checking

The term "checked by" typically implies a conversation took place. In situations where synchronous communication is not feasible, asynchronous methods like chatting on Teams or sending email are acceptable, provided you explicitly mention this in your "Checked by" email. Examples:

  • (Checked via Teams Chat by Chris S and Lloyd)
  • (Checked via Email by Chris S and Lloyd)

Avoid being blocked

Waiting for the 'checked by' may slow down your email to be sent... a proactive approach is to ping a couple of people with a message. E.g. "I would like a Test Please, if you have time today call me back because I will be hitting send by 4pm today"

Be visible

If you attempted to get a ‘checked by’ and were unsuccessful, send the email indicating who you chased up at the top. E.g. “(I tried to call Gordon, then Adam... but they were not available)”

Web content changes – check grammar and links

When you action a task for adding or making big changes to web content (such as a rule or suggestion), you should run a spelling and grammar checker.

Once you confirm there are no errors, you may add the content to the site.

After that, run SSW CodeAuditor in order to keep 0 broken links and other web errors on that page.

AI-Driven insights

You can improve your team's productivity with streamlined analysis of "Checked by" emails. EagleEye's AI-powered analytics allow you to analyze your company's email content and pinpoint efficiencies and inconsistencies, and let data lead the way to a smarter workflow.

Still not convinced?

If you need more convincing of the efficacy of this rule, listen to this song 😀