Email can add to a mailed Duty to Warn notice, but don't drop the mailing until counsel approves. Have counsel review whether email fits your warning program and ask your insurer for its terms. Decide how to handle missing email addresses, failed sends and people at the property who are not the account holder.
Reviewed Oct 2026
Review the method before switching
Put the proposed email, recipient process and fallback plan in front of your reviewers. Ask what evidence the office should keep. A tool's send feature does not tell you whether the method meets your legal duties.
Test the recipient plan on paper
As a planning exercise, choose a rental account and a customer with no email address. Work through how each would get the warning. Record the gap before you settle on a method.
Keep event labels narrow
Use separate entries for a send event, a failed send and a customer reply. Do not label any one event “customer understood.”
Use this checklist to prepare for review. It does not settle whether email meets a law. Keep the method your cleared program uses until the reviewers approve a change.
Questions and answers
Does this page say email is legally enough?
No. Ask counsel to assess the method for your service area, warning and recipient plan.
What if the customer asks for email?
Record the request and bring it into the review. Do not treat the request alone as clearance for the whole program.
What should we do with a failed send?
Use the fallback step approved in your plan. Keep the failure and the later action as separate records.
Can we send both ways?
You can plan for both. Ask your reviewers whether it fits your program. If approved, label and retain each event accurately.
About Bill Stomp
Bill Stomp built Propane Safety Pro. He is a war veteran who ran over 87 propane branch offices across 12 states, and he has helped more than 200 propane companies improve their profits, sales, safety and operations.
Next step
Review the mailed Duty to Warn service. Keep the mailed notice going while you review email; tell us your customer count and we'll handle it.
General information, not legal advice.