Document Control
Correspondence
A formal register of every letter in and out, numbered, distributed and tracked to response.
Overview
Formal incoming and outgoing letters
Correspondence maintains the formal letter register in both directions, with the metadata that matters attached to each entry: reference, date, subject, recipient, discipline, location and status.
Numbering follows your project convention automatically, distribution is tracked, and the status of every letter is visible — so you know what is outstanding without asking anyone, and without three people maintaining private spreadsheets that disagree.
On a contentious project the correspondence register is the single most consulted record. Notices, instructions, early warnings and responses all live here, and their dates decide entitlement. A register that is complete and correctly dated is worth a great deal when a position has to be defended.
- Incoming & outgoing
- Automatic numbering
- Distribution tracking
- Status & location
How it works
How the register works
Automatic numbering
References follow your project convention, so the sequence stays coherent across three years and several changes of personnel.
Distribution tracked
Who a letter went to, and when, is recorded against the entry.
Response status visible
Outstanding items are on the register rather than in someone's memory, with the clock visible against contractual response periods.
Linked to the wider record
A letter can reference the drawing, variation or inspection it concerns, so the chain of events is reconstructable.
Why it matters
On a live project
Contractual positions hold
Notices and responses are issued on time and evidenced, which is where most claims are won or lost.
Nothing goes unanswered
Outstanding items are visible on the register rather than remembered by an individual.
Clean numbering
References follow the project convention automatically, so the register stays coherent across three years and several teams.
Use cases
Common uses
Contractual notices
Time-barred notices under FIDIC and NEC issued and evidenced within the period.
Early warnings
Raised, distributed and tracked to closure rather than raised and forgotten.
Claim substantiation
A complete, dated chain of correspondence supporting the position.
Questions
Frequently asked about Correspondence
Yes. Numbering is configured to your project convention during onboarding, including package and discipline prefixes.
Yes, both directions are held in one register with the same metadata, so the exchange reads as a sequence.
Yes. Outstanding items are visible with their elapsed time against the contractual response period.
Correspondence is the formal register of letters. Mail Box captures day-to-day project email. Both are searchable together.
Automated Document Control
More in this part of the platform
See Correspondence on your project
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