Keep the version that actually left
Save the final document and supporting information used, together with the destination, date, and available confirmation. A draft can differ from the material submitted. Keep those versions distinguishable so a later question refers to the actual action. A delivery record supports a transmission fact but does not, by itself, determine how the IRS processed the content.
Read later correspondence on its own terms
Connect an acknowledgment or response to the original issue while preserving the new instruction. Do not assume that silence or a repeated-looking letter proves that the first submission was lost. Account information and current official guidance may help frame the next question. Retain the source before changing a working summary of what happened.
Ask what follow-up requires
Discuss the review needed and who would handle the next task under the service scope. The appropriate action depends on the actual account and applicable instructions, not a habit of resending material. Keep further work and its terms clear before authorization. The goal of a follow-up record is an accurate explanation of established facts and unanswered questions, without turning a mailing expectation into an IRS result.