Record the version that left your control
Start the log with the notice being addressed and the exact version of the response submitted. Save its document index and any confirmation associated with the delivery method. Drafts can remain in the working folder, but label them so they cannot be confused with the material the recipient actually received.
Write down the reason for follow-up
A later call should have a narrow purpose: checking receipt, clarifying a requested document, or understanding a new instruction. Bring the submission date and confirmation to that conversation. Keep notes of what was said, distinguishing a next task from an estimate or an expected outcome. An acknowledgment of receipt is not the same as a decision on the account.
Close an entry with evidence
If more material is requested, log the request and the records needed to answer it. When that material is sent, add a new dated entry rather than rewriting the history of the first submission. Share incoming notices through the agreed process if a professional is involved. The log should make the sequence auditable while the underlying notice and current official instructions continue to govern required action.