Common procedural rules
Article 4
1. Member States shall ensure that the information transmitted pursuant to this Directive between competent authorities or delegated bodies, procurement organisations and/or transplantation centres: (a) is transmitted in writing either electronically or by fax; (b) is written in a language mutually understood by the sender and the addressee or, in absence thereof, in a mutually agreed language, or, in absence thereof, in English; (c) is transmitted without undue delay; (d) is recorded and can be made available upon request; (e) indicates the date and time of the transmission; (f) includes the contact details of the person responsible for the transmission; (g) contains the following reminder: ‘Contains personal data. To be protected against unauthorised disclosure or access.’. 2. In case of urgencies, the information can be exchanged in a verbal form, in particular for exchanges pursuant to Articles 5 and 7. These verbal contacts must be followed by a transmission in writing in accordance with those Articles. 3. The Member States of destination or origin shall ensure that the receipt of the information transmitted in accordance with this Directive is confirmed to the sender, in accordance with the requirements set out in paragraph 1. 4. Member States shall ensure that designated personnel in competent authorities or delegated bodies: (a) are available 24 hours a day and 7 days a week, for urgent situations; (b) are able to receive and transmit information pursuant to this Directive without undue delay.