Name the arrangement while you can still change it
Before asking for an address, record the product, recipient, purpose, proposed arrangement, and the message that explains it. A gift means your working plan does not expect that physical item back. A loan means there is an agreed return route and date or event. A paid collaboration needs its own agreed deliverables and record; calling it gifting in the send ledger hides the actual arrangement.
The recipient should see the same plain terms as the operator. Do not infer acceptance because a parcel was delivered or a message went unanswered. PRSA's Code of Ethics emphasizes accurate information, disclosure, and independence. Those principles support recording the relationship clearly; they do not turn a gift into an editorial obligation. If a particular market requires legal or platform checks, handle those separately for that activation.
| Arrangement | Record before dispatch | Operational close |
|---|---|---|
| Gift | Acceptance, product and quantity, no return expected | Delivery or recipient receipt reviewed; relationship note retained |
| Loan | Acceptance, item identity, condition, return trigger, route, owner | Return received and inspected, or exception resolved |
| Paid collaboration | Separate agreement and deliverable owner | Close against that agreement, not a gifting assumption |
| Unknown | Missing answer or conflicting messages | Hold dispatch and clarify the terms |
Give a loan an item-level record
A campaign may send three identical samples and receive only two back. A recipient-level line cannot explain the missing one. Assign a stable send ID and, for loans, an item ID or serial reference when available. Record the item's condition before dispatch, accessories, replacement value used for internal handling, shipment evidence, agreed return trigger, and who will arrange the return. Keep private address and tracking details in the restricted operating record, not the client report.
The return trigger is more useful than an optimistic date alone. 'Within the agreed interval after the shoot' can be paired with an expected review date. When that date arrives, ask whether the shoot happened, whether the recipient requested an extension, and whether the item is moving. Record each answer as a dated event. The loan is not complete because the publication appeared; publication and physical return are different tracks.
| Send and item | Terms evidence | Return trigger | Custody state | Next action |
|---|---|---|---|---|
| S-021 / Mistral-04 | Loan accepted in 2 Oct message; belt included | After 16 Oct shoot; review 20 Oct | With recipient; receipt acknowledged 6 Oct | Confirm shoot and return label on 20 Oct |
| S-022 / Dune-11 | Gift accepted in 3 Oct reply | None | Carrier delivered; receipt unconfirmed | Check delivery only if appropriate |
| S-023 / Mistral-05 | Loan offered; no acceptance | Undecided | Not dispatched | Clarify terms before shipping |
Update custody from evidence, not from the calendar
Keep four event dates separate: dispatched, carrier delivered, recipient acknowledged, and return received. A carrier scan does not prove that the named recipient opened the parcel. A return label does not prove that the item was sent. An inbound carrier scan does not prove that the item and accessories were inspected. Put the source beside each event, whether it is a carrier record, a recipient reply, or an operator inspection note.
Use a compact exception queue when the events diverge. Typical cases include no proof of delivery, an extension request, partial return, condition concern, wrong product, or a parcel returned to sender. Assign one owner and next review date. An exception can stay open without implying fault by the recipient. Preserve the original terms and each agreed change so the next person does not act on an outdated deadline.
| Exception | Evidence to keep | Decision to record |
|---|---|---|
| Extension requested | Dated request and agreed new trigger | New review date and owner |
| Partial return | Inbound item list and condition note | Missing component and next contact |
| Delivery uncertain | Latest carrier event and recipient reply, if any | Trace parcel or wait; do not mark received |
| Damage reported | Photos where appropriate and original condition note | Agreed handling path, without unilateral blame |
Resolve a fictional return without rewriting history
For S-021, a journalist accepted a loan of Mistral-04 and its belt for a shoot on 16 October. The carrier marked the parcel delivered on 5 October; the journalist confirmed receipt on 6 October. On 19 October, the shoot moved to 24 October and the journalist asked to keep the sample until then. The operator records the request, accepts a new review date of 27 October, and keeps the original return trigger visible.
The sample returns on 30 October, but the belt is absent. The operator records one returned main item, one missing accessory, a dated inspection note, and a courteous request for clarification. The loan stays open until the accessory is returned or an agreed exception closes it. A later article, if observed, gets a separate coverage record. None of these physical milestones proves publication or audience response.