Harun,

I like to give JV partners a general blueprint of the promotion process from the get go, with each actual installment of the process made available to them in advance of the prospect mailing, as you mentioned.

Take into consideration that you are trying to win the participation of your partners, so you have to respect their time, workload, and mailing schedule by notifying early ... and keeping everything at hand's reach, throughout the promotional period.

Best,

Mike