Correspondence Tracker Template

Full Description

This correspondence log is a spreadsheet for tracking both incoming and outgoing correspondence on your construction project. It gives you one place to see what was sent, what was received, who it was from and what still needs a response.

What is a correspondence log?

A correspondence log, also called a correspondence register or tracker, is a list of every formal letter, notice and email that comes into or goes out of a project. Each entry is given a reference number and records the date, sender, recipient, subject and any action or response required. On construction projects, where notices and instructions can affect time and cost, a well-kept log makes documents easy to find and helps make sure nothing is missed or left unanswered.

When to use it

• From day one of a project, to register all formal correspondence
• When sending or receiving notices, instructions or letters under the contract
• When tracking responses that are due by a certain date
• When handing a project over to a new team member
• When preparing for a claim, dispute or project closeout

What’s included

A correspondence tracking register in spreadsheet (.xlsx) format, set up to log both incoming and outgoing correspondence on your construction site.

How to fill it out

1. Set up a numbering system, for example separate sequences for incoming and outgoing items.
2. Log each item as soon as it is sent or received, with its reference number and date.
3. Record the sender, recipient and a short, clear subject.
4. Note the type, such as letter, notice, email or transmittal.
5. Record whether a response is needed and the date it is due.
6. Update the entry when a response is sent, with its reference number.
7. Save the document itself in your project files using the same reference number.

Tips

• Use the log reference number on the document and in its file name so it is easy to find.
• Filter for open items each week and follow up on anything overdue.
• Log contractual notices, such as delay or change notices, the same day they are sent or received.
• Keep one master log per project, managed by one person.

Related templates and guides

• Construction Transmittal Template
• Contract Document Log Template
• Construction Letter Template
• Construction Delay Notice Letter
• Communication Tips For Construction

Frequently asked questions

What is a correspondence log used for?

It is used to record every formal piece of correspondence on a project in one list. This makes it quick to find a letter, check when something was sent or received, see what still needs a reply and show a clear history of communication if questions come up later.

What is the difference between a correspondence log and a correspondence register?

There is no real difference. Both terms describe a list of incoming and outgoing correspondence with reference numbers, dates, parties and subjects. Some companies also call it a correspondence tracker.

What types of correspondence should be logged?

Log formal letters, contractual notices, instructions, transmittals and important emails, such as approvals, directions and anything that affects scope, time or cost. Routine day-to-day emails usually do not need to be logged.

Why should correspondence be numbered?

A unique number makes each item easy to reference in replies, meeting minutes and reports. It also shows at a glance if an item is missing, and it links the log entry to the stored file.

Who should maintain the correspondence log?

Usually a project coordinator, document controller or project engineer. Having one person responsible keeps the log complete and consistent, while the project manager reviews open items regularly, for example at a weekly team meeting.