Module 03 · Correspondence & Registers

Every TQ. Every RFI. Every letter.
Formally registered and tracked.

Complete correspondence management for EPC projects — Technical Queries, Requests for Information, formal letters, and all project registers in one auditable system.

Core Features

Formal correspondence that leaves an audit trail.

❓
Technical Query (TQ) Register
  • ✓TQ register with unique auto-numbered TQ reference (PROJECT-TQ-0001)
  • ✓Discipline linkage — Process, Piping, Civil, Electrical, I&C, HVAC
  • ✓Drawing and specification reference fields for traceability
  • ✓Raised date, response required date, and SLA tracking
  • ✓Status workflow: Open → Answered → Closed → Cancelled
  • ✓Priority levels: Low / Normal / High / Urgent
📬
Request for Information (RFI) Register
  • ✓RFI register with auto-numbering and discipline classification
  • ✓Question, formal answer, and response fields with full history
  • ✓Assign to specific team member from project organogram
  • ✓Response deadline tracking with overdue alerts
  • ✓Cost impact and schedule impact fields for commercial tracking
  • ✓Formal response field for official project record
✉️
Letters & Formal Correspondence
  • ✓Formal letter register — incoming and outgoing
  • ✓Auto-numbered letter references by type and series
  • ✓Category: Instruction / Notice / Claim / Information / Request
  • ✓Attachment management — link letters to documents in MDR
  • ✓Response tracking — letter acknowledged, actioned, closed
  • ✓Full audit trail for dispute and claim evidence
⚠️
RAID Log
  • ✓Four categories: Risk · Action · Issue · Decision
  • ✓ISO 31000 risk rating — probability × impact matrix (1–25 scale)
  • ✓Owner assignment with due dates and escalation alerts
  • ✓Link RAID items to documents, disciplines, and work packages
  • ✓Open / overdue / closed counts on performance dashboard
  • ✓Export for client reporting and project review meetings
📊
Register Reports & Exports
  • ✓Correspondence summary report — TQs, RFIs, and letters by status
  • ✓Overdue register — all items past response deadline
  • ✓Discipline breakdown — volume and closure rate by discipline
  • ✓CSV and Excel export for all registers
  • ✓Client-ready correspondence register at any point in project
  • ✓AI-generated correspondence summary for monthly reports
🔗
Cross-Module Links
  • ✓Link TQ/RFI to specific documents in the MDR
  • ✓Link to punch items — site clarifications tied to formal TQs
  • ✓Link to RAID — TQ responses that create risks or decisions
  • ✓Link to work packages — block package completion until TQ closed
  • ✓Feed into EPM — outstanding TQs counted as design risk
  • ✓Link to CPM — TQs blocking construction activities flagged
AI in Correspondence — 4 AI Features

AI that drafts, analyses, and responds.

Turn your engineering knowledge into formal correspondence in seconds.

✍️
AI TQ/RFI Response Drafter
AI drafts a technically accurate response to any TQ or RFI by searching across project documents, specifications, drawings, and past correspondence — cites the source document and revision.
📊
AI Correspondence Analyser
AI analyses the correspondence register to identify: most common disciplines raising TQs, recurring specification ambiguities, and which RFIs are likely to become formal claims.
⚠️
AI Risk Analyser (ISO 31000)
For any RAID item, AI returns likelihood, impact, risk rating, and ISO 31000-aligned mitigation actions — with reference to relevant contract clauses.
📋
AI Correspondence Summary
AI generates a structured correspondence chapter for the Monthly Progress Report — open TQs by discipline, RFI closure rate, overdue items, and escalation flags.
How It Works

Raise. Assign. Track. Close.

1
Raise TQ or RFI
Create with discipline, drawing reference, question, and deadline. AI suggests response based on project documents.
2
Assign & Notify
Assigned to discipline lead. Email notification sent automatically. SLA clock starts.
3
Respond Formally
Formal response recorded with citation. Status moves to Answered. Cost and schedule impact captured.
4
Close & Report
Item closed with evidence. Feeds into monthly report. Audit trail complete.

Start using Correspondence & Registers today

Included in every plan. Live in 15 minutes. No consultant needed.

Start Free Trial →Book Enterprise Demo
14-day free trial · All 21+ modules · No credit card required
💬 Ask me about EPCdoc