Reasonable Timeframes for Notification

All participants must be given reasonable notice when being notified of their requirements. Below is a list of reasonable timeframes for the different forms of notification.

Reasonable Timeframes

Notification Methods / Timeframe between notice and appointment / Comment /
Phone script with a compliance warning / Up to three days ahead / To be used when the participant is given notification over the phone.
Best practice: post an appointment slip straight after the phone call, and follow up with a reminder via the participant's preferred contact method if necessary.
Face-to-face script with a compliance warning / Same day, up to three days ahead / To be used when the participant is given notification face-to-face.
Best Practice: give an appointment slip to the participant at the same time, and follow up with a reminder via the participant's preferred contact method if necessary.
Notification letter
Appointment Slip where posted to the participant / At least four business days prior to the day of the requirement / Particularly useful where the participant cannot be reached by phone.
Best practice: follow up with a reminder via the participant's preferred method of contact before the appointment.
In rural and remote areas, local mail delivery conditions and/or the participant's arrangements for collecting mail should be considered when scheduling appointments.
Email / At least 48 hours ahead (confirmation must be received at least 24 hours before the appointment, or an alternative form of notification must be used) / Emails provide documentary evidence that the content of the notification meets legislative requirements. In addition, the confirmation function provides evidence of delivery, and also provides a window for choosing an alternative form of notification if confirmation is not received.
SMS / SMS is a non-compellable form of notification / SMS is useful in sending a reminder to participants on the day of their appointment.

Notification Job Aid
D06-13732123 Effective Date: 1 July 2011