Use a compact row format
For each question, record a reference, date, unit, topic, responsible person and status. Keep the question’s original wording alongside a concise summary. Link to the supporting document rather than pasting a long report into the log. Separate questions about equipment facts from questions about proposed commercial terms.
Assign the right answer owner
Route identity and history questions to the records custodian, access questions to the site contact and technical assessments to qualified personnel. Identify who approves changes to the sale scope. Do not let the coordinator’s need to respond quickly become a reason to guess.
Record evidence and uncertainty
Add the answer date, source and any limitation. A response such as not documented is an answer about the available evidence, not proof that an event never happened. Keep unresolved questions open and specify the next action instead of marking them complete because a reply was sent.
Update shared facts consistently
If a question reveals a material correction, revise the master package and identify which active reviewers need the corrected facts through the agreed process. Keep buyer-specific prices or confidential discussions separate. At the decision stage, review open questions so the accepted offer’s assumptions are visible.