Describe the task, not just the file
Explain why the record is being reviewed and what decision is needed. “Please check this” leaves the recipient to discover the purpose. “Confirm the customer address before this draft is issued” gives them a useful starting point.
Distinguish checked from unchecked
State which details you have already reviewed and which remain open. Mention a change that might otherwise be missed, such as a revised quantity or a different currency. A completion label should not suggest that every possible question has been resolved.
Keep one responsible next step
Name the role responsible for the next action and the source they should use. Avoid multiple colleagues making conflicting changes to the same draft without a shared understanding. If a review changes the document, make the new version clear.
Preserve the explanation
A brief decision note helps future reviewers understand why an amount or description changed. Keep the explanation close to the record. When an AI agent helps prepare a handoff summary, review it for omitted qualifications before passing it on.