Identify the application as accurately as possible and seek the appropriate way to recover or clarify its record. Do not invent a statutory ground from memory or describe an unknown reason as definitely harmless.
Keep known facts separate from recollection
Retain available correspondence, dates and application details. Clearly identify what you know and what needs confirmation so the assessment does not rely on a confident but inaccurate summary.
Preserve the relevant identity and case record and follow actual instructions for updates. If a record does not establish a claimed step, clarify the fact and provide what the official process requests. Save the original message rather than a screenshot where possible, including full sender information, and keep any documents attached to it without editing them. Keep a record of which version of the instructions informed the plan, since a generic checklist should correspond to the actual current process rather than replace it. Keep a printed copy of the official fee, gift and family terms with the date they were checked; if the terms change after payment, that record shows what was relied upon. Keep the vetting outcome notice, and then the gift instruction that follows a successful vetting, including the recipient details and amount.