The term appears forty times and the client has used three English words for it in the same week. Your assistant drafted a note about "aligning on voice." Voice is a later pass. This message is one row in a glossary.
A locked term is a decision the rest of the file can obey. An unlocked term is a week of consistent inconsistency.
Source, proposed, rejected
Write for a cold reader who was not in the kickoff. Give the source string exactly, a short example sentence, and where in the product or the book it lives. Then your proposed rendering. Then the one or two candidates you will not use, and the reason — clash with a legal name they already publish, a sense the source does not carry, a word their users already hate.
Ask for a response shape they can finish in a line: accept this rendering, or send the word they want used everywhere. Do not ask them to "react to the tone of the chapter." That is a different job.
Do not attach the sheet. RelayLink does not carry attachments. Describe the row. If they need the file, they already have a place they put files.
The guess that usually decides the term is audience
State the assumption that picked the word. You assumed the reader is a practitioner, not a general audience. You assumed this term is the same object as the one in their help centre. You assumed they still want the in-house nickname they used on the call.
If that nickname is only their private word, say so, and propose the public one. If the nickname is only yours — a label in your contact list — it does not belong in the package at all. Nicknames on RelayLink stay on the side that set them.
An assistant will pick a fluent synonym and sound sure. Fluency is not their house style. Mark the pick as your recommendation, not as a fact about their brand.
You release it; they reply from mail
You approve the briefing. They do not need an account. The ask arrives as email and a page. If they already have an activated account, a new thread needs an accepted contact pair. They can answer from the mail with the word.
If two people own the voice — product and legal, author and publisher — one briefing still goes to one mailbox. Say who else must see the term before you treat the reply as locked.
After they answer
Write back the locked pair, source and target, and ask them to correct that one line. Then use it. Do not reopen the term in a later chapter note unless they do. A glossary that moves every Friday is not a glossary.
If they send a third word, lock that, and say what you will do with the forty existing hits. The decision is the word. The work is the replace. Keep those in that order.