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Email Instructions

Below are instructions on how to use a default email application, such as Outlook or Mail, or a web-based email service, such as Gmail or Yahoo!, to send forms to DEC.

If you have difficulties using either of these methods to send forms to DEC please attempt the alternative method outlined at the bottom of this page.

Sending from a default email application

The submit function of the smartform
  • On reaching the end of the SmartForm you will see the "Submit" button.
  • Select the "Submit" button once the form is completed.
Validation errors warning

Note: If there are incomplete mandatory fields you will get a 'Validation Errors' warning and will be prompted to complete them before being able to submit the form.

The send email window
  • Once you have selected the "Submit" button you will be prompted to choose an email method in the 'Send Email' window.
  • Default email applications are programs that are run by your computer's operating system, such as Microsoft Outlook or Apple's Mail.
A draft default email application email
  • If you choose a default email application your operating system will automatically create an email with the correct email address included and will attach the SmartForm data.
  • The draft email will contain extra information to prompt you to save a copy of the form for your records and attach any additional information relevant to the type of application you are submitting.
  • You can now add any necessary additional documentation as attachments to this email and then send.
  • Once you have sent the email and it has been successfully received by DEC you will receive a reference number for your application via email.

Note: This reference number should be used in the subject field of all subsequent emails and in all other forms of correspondence to DEC regarding your application.

Sending from a web-based email service

The send email window
  • If you wish to use a web-based email service such as Gmail or Yahoo!, select "Use Webmail" in the 'Send Email' window.
  • You will then be required to choose your email service from the drop-down list.
The add a new Gmail account window
  • If you are using your Gmail or Yahoo! service for the first time to send a form to DEC you will be prompted to enter the email address of your email account.
  • Select "OK".
  • You can select "Remember my choice" so that you will not have to add the address in the future.
  • You will be advised that "A message will be created in the designated drafts folder of the selected account".
  • Select "Continue".
The add a new Gmail account window
  • If you are using a web-based email service other than Gmail or Yahoo! select "Add Other" from the drop-down list.
The add a new Gmail account window
  • If you have selected "Add Other..." you will be required to provide additional information in the 'Add Webmail Account' window.
  • Enter the email address of your account.
  • Enter the password for the email account.
  • Enter the Incoming IMAP address for your account*.
  • Enter the Outgoing SMTP address for your account**.
  • Select "Add".
  • Select "Continue" on the 'Send Email' window.

* IMAP (Internet Message Access Protocol) is a protocol that allows an e-mail client (such as a web-based email service) to access e-mail on a remote mail server. Your Incoming IMAP address is supplied by your email service provider and will have the following or similar syntax - mail.serviceprovidername.com.

** SMTP (Simple Mail Transfer Protocol) is an internet standard for e-mail transmission. Your Outgoing SMTP address is supplied by your email service provider and will have the following or similar syntax - mail.serviceprovidername.com.

Gmail Adobe Reader warning
  • Once you have selected or set up your web-based email account Adobe Reader will launch a browser window and will attempt to open your webmail account.
  • You may be required to log into your webmail account if it is not currently active.
  • You may get a warning saying that Adobe Reader is attempting to open your webmail account.
  • If you get this or a similar warning select "Allow access" to proceed.
Gmail Drafts folder
  • Once your webmail account is open, navigate to the "Drafts" folder.
  • Inside the folder will be a draft email with the application type in the email's "Subject" field.
  • Open the draft email.
A web-based draft email
  • The draft email will contain extra information to prompt you to save a copy of the form for your records and attach any additional information relevant to the type of application you are submitting.
  • You can attach additional documents by selecting the "Attachments" icon and then send.
  • Once you have sent the email and it has been successfully received by DEC you will receive a reference number for your application via email.

Note: This reference number should be used in the subject field of all subsequent emails and in all other forms of correspondence to DEC regarding your application.

Alternative method

  • If the automated options for sending your application outlined above do not work you can manually send your application to DEC.
  • Save a copy of the completed SmartForm to an appropriate place on your computer.
  • Create a draft email in your preferred email application.
  • Address the email to exportcontrols.applications@defence.gov.au (please note: do not send applications to DEC's general correspondence email address deco@defence.gov.au).
  • Enter the application type in the "subject" field of the email - i.e. Delivery Verification Certificate or Application to Export Controlled Goods or Technology etc.
  • Attach any relevant additional documentation and send.

If you continue to experience difficulties emailing your application please contact DEC.