How to handle a renewed certificate while the replacement card is missing
Keep “renewal reported” separate from “replacement verified.” An email from an employee can trigger follow-up, but it does not supply the issuer, scope and expiry date that your reviewer may need to verify the replacement.
A card due on Friday
On Wednesday a technician says the renewal course is complete. The roster still has Friday as the old card's expiry. Record the report, the date and the person responsible for checking the replacement. Leave the old date visible. Do not add a year to it by assumption: the issuer may calculate the new period differently or the new credential may cover a different scope. Route uncertainty to the responsible reviewer under your organization's procedures.
When the replacement arrives, compare the name, issuer, credential type, identifying reference where appropriate and new expiry. Attach or reference the evidence using your access controls. Preserve the previous card as history so a supervisor can later reconstruct what was on file on a particular date.
Decide who needs the exception
The person who updates the record and the person who decides work eligibility may be different. Route uncertainty to the responsible reviewer under your organization's procedures. A reminder marked “sent” is neither confirmation that the card arrived nor authorization to assign work. Close the follow-up when the verified record and the responsible person's decision agree.