Compare notification evidence before you send

Ask what the service records

Start with the exact communication you intend to send. Ask whether the provider records the full message, each attachment and the recipient details, and how those elements are linked to the same transaction. Request a sample evidence package with fictional data so you can understand the output before entrusting a real notification to it.

Read the definitions of delivery events. “Submitted”, “sent”, “delivered” and “accessed” may refer to different stages in a provider’s process. Ask which technical event triggers each label and how failures appear. Keep a copy of those definitions with your selection notes; a dashboard label alone does not explain the whole process.

Understand the limited purpose of a time stamp

RFC 3161 describes a protocol through which a time-stamping authority issues a signed token relating to a data imprint. It supports evidence that particular data existed at a time. That is a specific technical function; it does not, by itself, establish that the intended human read a message or agreed with its contents.

Ask the provider which files and events are time-stamped and what you can download for later verification. Request instructions understandable to the person who will review the record. A printed date on a PDF and a verifiable time-stamp token should not be treated as interchangeable descriptions of the same feature.

Check the service being offered

If a provider describes a service as qualified under the EU trust-services framework, check the relevant listing. The European Commission explains that trusted lists identify qualified trust service providers and the qualified services they provide. Examine the particular service and its status, rather than relying only on the company’s logo or broad marketing language.

Build a comparison around your actual needs: supported countries, recipient experience, attachment limits, accessibility, export formats and support for a failed delivery. Ask for the terms that govern the proposed service. Do not assume that one product from a provider has the same features or status as another product from that provider.

Plan how the evidence will be used

Consider who may need to inspect the record later. Ask whether you can retrieve original files, transaction identifiers, event histories and verification material without maintaining an active account indefinitely. Clarify retention and deletion terms before sending. If the answer is only a screenshot of a dashboard, ask what other records exist.

These checks help you understand a service’s documented capabilities; they do not predict the outcome of a dispute. If a particular legal effect or procedure matters, seek advice about the specific situation and communication route. Keep that assessment separate from a feature comparison and from the preparation report generated by this questionnaire.

Keep the questions and the provider’s answers in a short comparison table. Leave unanswered features marked as unknown. If a demonstration shows an evidence file, ask whether that same output is included in the service you would actually purchase and whether it covers your chosen channel. A demonstration of email should not answer an unresolved question about SMS.

Sources

• RFC Editor — RFC 3161
• European Commission — EU trusted lists

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