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Working demoDocument flow · Correspondence · Deadlines

Correspondence register on a contract — a letter workflow demo

Short answer
A correspondence register is the single place where a letter gets a number, a received date distinct from the date on the document, an assigned role, and a link to the scope of works — so that six months later you know not only what arrived, but when, to whom, and what it concerned.

Łukasz Mikucki · Published Jul 20, 2026

The demo runs entirely in your browser. Nothing is sent to a server and nothing is saved — the data you enter disappears when the page is refreshed.

Status

6 of 6 entries · demo limit 15

Correspondence register — demo data, entirely fictitious. Scroll sideways to see the remaining columns.
No.Letter dateReceived dateSenderLetter referenceSubjectRelates toWorkflow stepDays in stepResponsible roleResponse dueStatusAction
1/202608.06.202615.06.2026+7 daysThe Engineer (contract supervision)ENG/COR/0142/2026Notice to submit a remedial program for earthworksWork front A — embankment km 3+200–4+100Technical review—Contract manager24.07.2026In progress
2/202619.06.202619.06.2026Employer — delivery unitEMP/DU/0771/2026Transmittal of the updated track possession scheduleWork front B — track no. 2, section IIAssignment—Document control31.07.2026In progress
3/202627.05.202604.06.2026+8 daysUtility ownerUO/AGR/0088/2026Conditions for clearing the clash with the power networkWork front C — level crossing at km 7+850Response—Discipline works manager22.07.2026In progress
4/202630.06.202606.07.2026+6 daysTrack works subcontractorSUB/SET/0015/2026Notification of works for partial acceptance with as-built measurementWork front B — BoQ item 04.02.10Technical review—Commercial department27.07.2026In progress
5/202612.05.202620.05.2026+8 daysThe Engineer (contract supervision)ENG/COR/0098/2026Response to the time claim — request to supplement the evidenceWork front A — embankment km 3+200–4+100Closure—Contract counsel24.06.2026Closed
6/202601.07.202613.07.2026+12 daysBuilding control authorityBCA/NOT/0031/2026Notice to produce the construction logbook for inspectionWhole contract — construction recordsRegistration—Document control28.07.2026On hold
Add an entry to the register

A new entry enters the workflow at the “Registration” step. The responsibility field is a closed list of roles — you deliberately cannot type a name here, because the register has to survive a change of person on the position.

What this demo does not do

The demo runs entirely in your browser. The list below is complete — if something is not on it, it works exactly as you see.

  • Does not save data — refreshing the page restores the initial state.
  • Accepts a maximum of 15 entries.
  • Does not handle attachments or scanned letters.
  • Does not export data to XLSX, CSV, or PDF.
  • Works for a single user — no accounts, no permissions, no trail of who made a change.
  • Does not remind you about approaching response deadlines.

Sources

The substantive basis of this text. Items marked as own practice do not come from a document — they are delivery experience that cannot be verified with a publisher.

  1. DocumentPKP Polskie Linie Kolejowe S.A.
    PFU (TOM III SWZ) (PKP PLK employer's requirements, in Polish) — the list of site documents, including the construction logbook, site handover protocols, and meeting minutes (pp. 102–103)
  2. DocumentGeneralny Dyrektor Dróg Krajowych i Autostrad / GDDKiA Oddział w Katowicach
    STWiORB DM.00.00.00 (GDDKiA technical specification, in Polish), item 6.7 — Site Documents: the construction logbook, the measurement register, laboratory documents, and their storage rules (pp. 30–31)
  3. Own practice
    A model of the correspondence register kept on the contractor side of infrastructure contracts — the column layout and workflow steps

Articles this tool grew out of

First-handJul 20, 2026 · 8 min

Where information gets lost in construction document flow

Seven points where information on an infrastructure contract disappears or loses credibility — and what can be done about them without deploying a system.

ArtifactJul 20, 2026 · 8 min

Construction dashboard: 12 data points that need an owner

A ready list of fields without which a construction management dashboard shows opinions instead of state. For each field: responsible role, source, and update frequency.

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