What Ed told me is the way it happened. First a call, email, or fax to the CO. Then a letter to the applicant. The letter is signed by the applicant and a witnessing officer, and sent in the OCS.
I specifically asked Ed about a message. He said they would only send a message if they were unable to get hold of a CO. This only happens if a ship is deployed without email or phone (very rare).
Ed's number is 901 874 9220 DSN 882 9220.