Correspondence Types Reference

This page is the complete technical reference for all built-in correspondence types. For guidance on when to use each type, see Correspondence Types.

Common fields (all types)

Field	Type	Required	Description
type	enum	Yes	Correspondence type code
subject	string	Yes	Subject line, max 200 characters
body	HTML	Yes	Correspondence body, supports full HTML
priority	enum	Yes	normal, urgent, for_information
reference_number	string	Auto	Auto-assigned at creation based on type prefix and counter
status	enum	Auto	draft, sent, responded, closed
to	array	Yes	Primary recipient user IDs or email addresses
cc	array	No	CC recipient user IDs or email addresses
bcc	array	No	BCC recipient user IDs or email addresses
due_date	date	Conditional	Required if response_required = true for this type
attachments	array	No	File references (stored in configured storage provider)
document_references	array	No	References to Document Register records
parent_id	string	No	Reference to parent correspondence (for threaded replies)
created_at	datetime	Auto	Creation timestamp
sent_at	datetime	Auto	Dispatch timestamp (null if Draft)

Type-specific fields and defaults

RFI — Request for Information

Attribute	Value
Type code	rfi
Default prefix	RFI-
Response required	Yes
Default due days	14
Status on receipt	Tracked as "awaiting response" if past due date
Contractual significance	High — RFI responses are typically contractually binding

Typical fields included:

• Clause/drawing reference (in body)
• Question/request (in body)
• Proposed solution (optional, in body)

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NCR — Non-Conformance Report

Attribute	Value
Type code	ncr
Default prefix	NCR-
Response required	Yes
Default due days	14
Status on receipt	Open until corrective action received and close-out confirmed
Contractual significance	High — NCRs are formal quality records

Typical fields included:

• Description of non-conformance (in body)
• Location/asset reference (in body)
• Severity level (in custom metadata)
• Corrective action required (in body)
• Root cause (in reply body)
• Close-out evidence reference (in reply attachments)

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TQ — Technical Query

Attribute	Value
Type code	tq
Default prefix	TQ-
Response required	Yes
Default due days	14
Status on receipt	Tracked as "awaiting response"
Contractual significance	Medium — responses inform design decisions

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SI — Site Instruction

Attribute	Value
Type code	si
Default prefix	SI-
Response required	Optional (configurable)
Default due days	2
Status on receipt	Active until acknowledged or responded to
Contractual significance	High — SIs can create variation claims

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General

Attribute	Value
Type code	general
Default prefix	GEN-
Response required	No
Default due days	None
Status on receipt	Informational only
Contractual significance	Low

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Status values

Status	Description	Who sets it
draft	Composed but not sent	System (on save)
sent	Dispatched to recipients	System (on send)
responded	At least one reply received	System (on reply)
closed	Formally resolved	User (manual close)

Priority values

Priority	Description	Effect
normal	Standard correspondence	No special handling
urgent	Time-critical	Red badge in register, triggers urgent distribution rules
for_information	No response expected	Response tracking disabled regardless of type setting

What's next

• Correspondence Types Guide — practical guide with use cases
• Mail Type Configuration — configure types and numbering
• Composing Correspondence — create and send correspondence