Project Setup
Correspondence Summary
Correspondence Log
| No. | Ref No. | Type | Subject | From | To | Date | Response Due | Response Date | Status | Remarks |
|---|
About this correspondence register tool
This tool builds a project correspondence register directly in the browser, for project managers, document controllers and site engineers who need a clear log of every letter, transmittal and reference issued or received on a project.
Logging incoming and outgoing correspondence
Each entry records a reference number, whether it is incoming or outgoing, the subject, sender and recipient, and the date it was issued. Tagging the direction makes it easy to separate correspondence your team must act on from correspondence issued for record or awaiting a reply from someone else.
Tracking pending and overdue responses
Set a response due date on any entry that requires a reply. Once a response date is recorded the entry is marked closed; if the due date passes with no response it is automatically flagged overdue, so nothing waiting on an answer gets lost in a long project mailbox.
What the summary reports
- Total correspondence logged
- Incoming and outgoing counts
- Pending — awaiting a response, not yet due
- Overdue — past the response due date with no reply
- Closed — response received and recorded
Getting data in and out
The register saves as a project file to reopen later, exports to CSV for further analysis or a handover file, and prints directly as a PDF for a monthly progress report. For tracking decisions and actions rather than letters, see the action and minutes of meeting tracker.
Frequently asked questions
What is a project correspondence register?
A correspondence register is a log of every letter, transmittal, notice and reference exchanged on a project, recording who sent it, who it was sent to, when it was sent, whether a response is required and whether that response has been received. It is the single point of reference for what has been communicated and what is still outstanding.
Why track incoming and outgoing correspondence separately?
Incoming correspondence usually needs a response or an action, while outgoing correspondence is often issued for record or approval. Tagging each entry as incoming or outgoing makes it possible to see at a glance which letters are waiting on your team to reply and which are waiting on someone else.
How is overdue correspondence identified?
Each entry can carry a response due date. If that date has passed and no response date has been recorded, the entry is automatically flagged as overdue, so nothing waiting on a reply is missed in a busy inbox or site office.
Can the register be exported for a project report?
Yes. The register can be exported to CSV for further analysis, saved as a project file to reopen later, or printed directly to PDF for inclusion in a monthly progress report or handover file.
What is the difference between a letter and a transmittal?
A letter typically communicates a decision, instruction or query in writing, while a transmittal is a cover record listing documents or drawings being formally issued from one party to another. Both are correspondence and both belong in the same register so nothing sent or received falls through the gaps.
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