Composing Correspondence
Composing a correspondence item in Kazinex creates a structured, numbered communication record with full traceability. Every sent item is logged, numbered, and linked to the project's correspondence register.
Opening the composition form
- Navigate to the Correspondence tab in your project.
- Click New Correspondence (or Compose) in the top-right toolbar.
- The composition form opens as a full panel.
Fields: Header section
| Field | Required | Description |
|---|---|---|
| Type | Yes | The correspondence type: RFI, NCR, TQ, Site Instruction, General, or any custom type. Determines the auto-number prefix and whether a response is required. |
| Subject | Yes | A concise subject line — appears as the title in the correspondence register and in recipient email subjects. |
| Priority | Yes | Normal, Urgent, or For Information. Urgent items are flagged visually in the register. For Information items do not require a response regardless of type settings. |
| Reference Number | Auto | Generated automatically based on the type's numbering scheme (e.g. RFI-045). Cannot be edited after creation. |
Fields: Recipients
| Field | Required | Description |
|---|---|---|
| To | Yes | Primary recipients. Search by member name or email. Can be project members or external email addresses. |
| CC | No | Carbon copy recipients. Receive the correspondence but are not the primary addressees. |
| BCC | No | Blind carbon copy. Recipients who receive the item but are not visible to other recipients. |
Mail Distribution Rules can auto-populate CC/BCC based on the correspondence type. Check whether recipients have already been added by a rule before manually adding them.
Distribution lists as recipients
Instead of adding individual members, you can add an entire Distribution List to any recipient field. The list expands to its current members at the time of sending. If the list membership changes after sending, the sent record retains a snapshot of who received it.
See Distribution Lists for how to create and manage recipient lists.
Fields: Due date
| Field | Required | Description |
|---|---|---|
| Response Due Date | Conditional | Required if the correspondence type is configured with "Response required". Pre-populated with today + the type's default due days. Can be adjusted. |
Fields: Body
The body is a rich-text HTML editor. Type directly, or load a pre-built Mail Template using the Load Template button in the toolbar.
Formatting options: bold, italic, underline, numbered lists, bullet lists, headings, links, tables.
The body is stored as HTML. Recipients receive it formatted in their email client.
Fields: Signature
Select a signature from the Signature dropdown. The default signature for your user (or project, or org) is pre-loaded. The signature is appended to the body. Select None to send without a signature.
See Mail Signatures for signature configuration.
Attachments
Click Attach Files to add files directly from your computer. Attachments are stored in the project's configured storage provider and linked to the correspondence record.
Alternative: Attach a document from the project's Document Register using Attach from Register. This links the correspondence to the document record, creating a cross-reference visible in both the correspondence and the document's detail page.
File restrictions (type and size) apply to correspondence attachments the same way they apply to document uploads. See File Restrictions.
Document references
Use Reference Documents to formally link this correspondence to one or more documents in the Register without attaching the file again. The reference appears in both records for cross-navigation.
Example: An RFI requesting clarification on a drawing references the drawing by document number — the drawing's detail page shows the RFI as a related item.
Sending and approval routing
After filling in all required fields, click Send.
If a Mail Approval Rule applies to this correspondence type:
- The item enters Pending Approval status
- Designated approvers receive a notification to review before dispatch
- The item dispatches automatically once all required approvals are given
If no approval rule applies, the item dispatches immediately and recipients receive it.
Draft mode
Click Save as Draft to save the composition without sending. Drafts are visible in the correspondence register with a Draft status badge. Return to the draft at any time to edit and send.
Drafts do not notify recipients and do not occupy a reference number until the first send.
What's next
- Correspondence Types — which type to use for which situation
- Correspondence Threading — reply to incoming correspondence
- Distribution & Routing — auto-add recipients and set up approval requirements