For planning, put your reviewed Duty to Warn mailing on a recurring calendar and give new accounts a separate notice step when service begins. A yearly office schedule is not a nationwide legal rule. Confirm the cycle for your operation with counsel and your insurer. Before each run, check the recipient list, safety-piece version and company contact details, then retain the dated mailing record.
Reviewed Oct 2026
Set a trigger for each task
For the main mailing, choose a month and name the list owner. For new service, put the notice on the account setup checklist. These are suggested office steps, not a claim that one schedule fits every state.
Review more than the date
Before each run, check the safety piece, contact details and recipient list. Ask your reviewer whether changes in service or written terms call for a different plan.
Use the same version label on the approved piece and the batch record. If you change the copy, keep the old version with the earlier mailing.
Plan the next run while this one is fresh
After the mailing, note the list fixes and any delays. Put those notes beside next year's task. Your next office lead should not have to rebuild the process from scratch.
Questions and answers
Does yearly mean a nationwide legal rule?
No. Here it is a planning choice. Confirm the required cycle for your operation before you set the final dates.
What if we add accounts after the main mailing?
Keep a new-account task outside the main batch. Record each notice under the account it belongs to.
Should we send before winter?
Consider a date before heating season. Choose one that fits your cleared plan. Leave room to check addresses and deal with returned mail.
What proves we followed our calendar?
As a filing practice, link the planned date, the final address list and the dated mailing confirmation.
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
Set up your next Duty to Warn mailing. Pick your mailing month, tell us your customer count, and we'll put it on our calendar.
General information, not legal advice.