Broadcast Send Checklist
Use this pre-send broadcast checklist to verify audience targeting, links, accessibility, and approvals before an internal announcement goes live. It helps you catch avoidable mistakes before a critical or routine message reaches the wrong people.
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Overview
This Broadcast Send Checklist is a pre-send control for internal announcements that need to go out cleanly the first time. It is designed to confirm the essentials before a broadcast is published: the right audience is selected, the message matches the final approved version, links and attachments work, accessibility is checked, and any required acknowledgment or sign-off is in place.
Use it for broadcasts where clarity matters more than speed alone: policy changes, safety notices, IT outages, schedule changes, leadership updates, and other messages that should follow a single-message, single-action pattern. It is especially useful when the broadcast is urgent, critical, or likely to be forwarded, pinned, or referenced later. The checklist helps you keep the message in plain language, lead with the headline fact, and avoid burying the action in extra context.
Do not use this template as a substitute for the broadcast body itself, and do not treat it like an SOP or a long approval memo. It is a final verification step. If the message is routine and low-risk, the checklist can stay light. If the message is safety-related, compliance-related, or requires acknowledgment, the checklist should be stricter and include a named approver or next step. The goal is simple: catch preventable mistakes before the audience sees them.
Standards & compliance context
- For OSHA-related or other safety broadcasts, the checklist should confirm the message is timely, clear, and directed to the affected audience before release.
- For mandatory-read notices, the checklist should verify acknowledgment tracking is enabled and the approval path is complete.
- For internal communications, the checklist supports plain-language standards by forcing a final review for clarity, one-message-one-action structure, and readable formatting.
- For regulated environments, the checklist should confirm the final broadcast matches the approved wording and does not introduce unreviewed claims or instructions.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
How to use this template
- 1. Open the checklist before scheduling or publishing the broadcast and confirm you are working from the final approved draft.
- 2. Verify the audience targeting, channel, and timing so the message reaches only the intended group at the intended moment.
- 3. Check that the body states the headline fact first, includes one primary call to action, and names the contact or next step if readers need help.
- 4. Review every link, attachment, mention, pin, and accessibility detail, including plain language, readable formatting, and alt text where needed.
- 5. Confirm the required approval, acknowledgment, or compliance sign-off is complete before you send the broadcast.
- 6. After sending, record any follow-up action, monitor comments or reactions, and update the checklist if the message needs a correction or resend.
Best practices
- Keep the checklist short enough to use every time, but strict enough to block a bad send.
- Verify the audience list against the message purpose so routine updates do not reach people who do not need them.
- Check the first sentence of the broadcast for the headline fact, not background context.
- Use one primary call to action and remove secondary asks unless the message is truly multi-step.
- Test every link and attachment in the exact version that will be sent, not in a draft copy.
- Confirm accessibility before send by using plain language, clear structure, and readable formatting.
- Require acknowledgment only for messages that are mandatory-read, safety-related, or compliance-related.
- Name the contact or next step in the broadcast so readers know where to go after they read it.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What is this Broadcast Send Checklist template for?
This template is a pre-send checklist for internal broadcasts, not the broadcast itself. It helps you confirm the audience, message body, links, attachments, approvals, and accessibility before you publish. Use it when the message matters enough that a wrong audience, broken link, or missing approval would create confusion or risk.
When should I use this checklist?
Use it before any broadcast that needs a clean, controlled send: policy rollouts, urgent updates, safety notices, maintenance alerts, or change announcements. It is especially useful when the message has one clear call to action and needs acknowledgment or broad visibility. Do not use it as a substitute for drafting the broadcast itself.
Who should run the checklist before sending?
The sender or comms owner should run it, and a second reviewer should confirm anything critical or time-sensitive. For safety, compliance, or executive announcements, the approver should verify the final version before send. This keeps ownership clear and reduces the chance of a last-minute error.
Does this checklist apply to critical or safety broadcasts?
Yes, and it is most valuable there. For critical messages, the checklist should confirm the headline fact is first, the action is unmistakable, and the contact or next step is visible. It also helps ensure the message is credible, plain-language, and ready for acknowledgment if required.
What common mistakes does this template help prevent?
It helps prevent sending to the wrong audience, using broken or outdated links, forgetting accessibility checks, and publishing without approval. It also catches broadcasts with too many actions, vague timing, or missing contact details. Those are the issues that usually turn a simple announcement into a support problem.
Can I customize this checklist for different teams or message types?
Yes. You can add team-specific checks for HR, IT, facilities, safety, or leadership communications, while keeping the core items the same. Many teams also create versions for routine FYIs, mandatory-read notices, and urgent broadcasts so the checklist matches the risk level.
How does this compare with sending a message ad hoc?
Ad hoc sending is faster, but it increases the chance of avoidable errors and inconsistent approvals. This checklist adds a short pause before send so the final broadcast is clear, targeted, and ready for the audience. For important internal communication, that pause usually saves time after launch.
Can this checklist connect to approvals or other tools?
Yes. It can be used alongside approval workflows, link shorteners, document repositories, accessibility review tools, and read-receipt or acknowledgment tracking. The checklist itself is the final gate, so it works best when it points to the exact version that will be sent.
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