Protocol
Name files for identity and state, not for your desktop history
A file name should help the receiver choose the right artifact without opening every version.
When it fits
- Attachments arrive as final.xlsx, final2.xlsx or screenshot.png.
When to avoid it
- Do not expose confidential identifiers in filenames that may leave the protected system.
Why it matters
Include the artifact purpose, relevant object or date and version/state where needed. Use one stable convention. If a system of record exists, link it instead of creating another detached copy.
Steps
- A receiver can identify the likely correct artifact from the name and message context.
An example
'BP_order-block_2026-09-19_to-import.xlsx' is clearer than 'New final 3.xlsx.'
Check your result
A receiver can identify the likely correct artifact from the name and message context.
Keep this limit in mind
- Do not expose confidential identifiers in filenames that may leave the protected system.
Connected ideas
Useful withClose the thread with the final state and source of truth
Evidence and sources
ONS content guidance recommends frontloading important information because readers often scan for task-relevant material rather than reading linearly.
The guidance is for web content and is applied here by analogy to async work communication.
Writing and editing: Structuring content · Frontload your content and descriptive headings
ONS guidance recommends writing around user needs, removing content that does not serve those needs, and using concise task-focused headings.
Regulated or audit-heavy work may require context that feels redundant to the immediate reader.
Writing and editing: Plain language · Put users' needs first; titles and headings; be concise