Describe the objective
Explain the outcome you want and why it matters. Include deadlines, the environment involved, and the intended users. For security work, identify system ownership and authorisation. For AI work, describe the current workflow and the information it uses. Avoid sending confidential material before a sharing method is agreed.
Agree a written scope
The scope should identify activities, deliverables, exclusions, dependencies, access requirements, and acceptance criteria. Establish a contact for questions and a process for changes. Commercial terms and scheduling are agreed separately. An enquiry does not reserve time or create an obligation to provide services.
Prepare access and information
Use the minimum access required. Discuss time limits, approvals, audit requirements, and removal of access. Share only information you are entitled to disclose. If personal data is involved, establish the parties’ roles and any required data agreement before transfer.
Review and hand over
Define how findings or engineering work will be reviewed. Record unresolved issues and ownership of next steps. Agree handling of project material after completion. Retesting, maintenance, hosting, or future development should be explicitly included where required.