Construction

Expansions
Reneving

of New Faculties/Buildings,
in the Existing Buildings ,
Works and Extension of
Infrastructures
Garyounis University /Benghazi

Correspondence Procedure

July 2010
Doc. No. : GARUN-32-QA-GN-GN-PR-0002-0A

Prepared by

Prepared by

Ali Semih SEVER

Qa/Qc Engineer

Approved by

Project Manager

GARUN CONFERENCE HALL

Correspondence Procedure

Revision

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Date

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30.05.2010

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29.07.2010

GARUN-32-QA-GN-GN-PR-0002.0A

Description

First Issue for Review and Coments

Revised and Reissued in accordance with
coments on you Later No 1009/ma/206
dated 19.06.2010

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Correspondence Procedure
Contents
1.

Objective

2.

Responsibility

3.

General Rules

3.1

Main Rules

3.2

Letterhead

3.3

Date

3.4

Document Number

3.5

Receiver

3.6

Subject

3.7

Reply to/Regarding (Re.).

3.8

Salutation

3.9

Complimentary Close

3.10

Enclosure

3.11

Courtesy Copy (CC)

3.12

Letter Format

4
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6
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Appendix

Objective
This section describes the procedure for all the necessary correspondance during the
project.
Letters and their copies are considered as correspondance. Submittals other than
letters are not considered as correspondance document.

Responsibilities

Correspondance procedure has been prepared to cover all offical leters to be

issued to consultant and owner. All admnistrative staff responsible to issue
official letter in accordance with this procedure. Document control staff
responsible to follow up sequential numbers and status under control of Qa/Qc
Engineer.
GARUN-32-QA-GN-GN-PR-0002.0A

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Correspondence Procedure

General Rules for Letters

Letters shall be prepared in a legible manner by computers. Topics described below
may be followed together with the template given in Appendix 1.

3.1

Main Rules
The information flow other than written correspondence/submittals shall be deemed
as unofficial.
The Project parties shall deliver the correspondences and transmittals to each other
by hand.
All correspondence shall be in English.

The official communication may only be done via correspondences. The rules to
apply for letters are given in Clause 3 General Rules for Letters.

3.2

Letterhead
Heading, logo or letterhead that indicates the author party of the letter shall be located
at the top of the letter.

3.3

Date
The date of sent (not of the creation) shall be located at the top and left hand side of
the letter. It shall be shown in order day /month/year with a comma after the month. A
letter without date on it shall not be accepted by other parties.

3.4 Document Number

Document No. shall state the unique index generated using the Document Numbering
Procedure with e.
For example,

GARUN

F
-

LT

G
-

xxxx

Sequential
No.
Document Type

GARUN-32-QA-GN-GN-PR-0002.0A

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Correspondence Procedure

Routing To

Routing From
Fixed for the Project

GARUN-31-LT-0005 means the A section from 3 (SEMBOL-ANAYURT Joint Venture)

to 1 (ODAC) in Project GARUN (Fixed), that is done in letter format.

ROOTING FROM
Code
1
2
3
4
5
6
7
8

ROOTING TO
Value

ODAC
ASARH CONSULTANT COMPANY
SEMBOL-ANAYURT JV
SEMBOL
ANAYURT
ARCADIS CONSULTANT COMPANY
ISTANBUL HEADQUATER
OTHERS

Code
1
2
3
4
5
6
7
8

Value
ODAC
ASARH CONSULTANT COMPANY
SEMBOL-ANAYURT Joint Venture
SEMBOL
ANAYURT
ARCADIS CONSULTANT COMPANY
ISTANBUL HEADQUATER
OTHERS

3.5 Receiver
The name of the receiving party shall be located at the left hand side of the letter with
address.
3.6 Subject
It shall always start with the name of the Project. The short description of the intent
and/or purpose of the correspondance shall be written. Each letter shall have a single
subject for archiving purpose.
3.7 Reply to / Regarding (Re.)
If the subject of the correspondence is regarding the content of another document or it
is a reply to a previous correspondence, the related document/correspondence shall be
mentioned clearly with its reference number and date.
3.8 Salutation

GARUN-32-QA-GN-GN-PR-0002.0A

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Correspondence Procedure
Since the recipients name is used in the block of Receiver a formal salutation Dear
Sir shall be used instead of any personal one.
3.9 Complimentary Close
In order to end the letter in a polite way, one of the most common closes Yours
Faithfully shall be used.
3.10 Enclosure
Any document may be enclosed to the correspondence. Such enclosed document shall
be attached to both original and copy of the correspondence by typing Enclosure
followed by the title of the document, indicating size and number of the sheets. If
possible, the original document shall be attached to the original correspondence.
3.11Courtesy Copy (CC)
When a copy of the correspondence is to be sent to a third party, this shall be indicated
here by typing Copy followed by the name and company of the copy recipient. If there
are two or more copy recipients, it shall be shown in alphabetical order.
3.12 Letter Format
All letters shall be prepared as to template given in Appendix 1 and shall be filed and
recorded by the parties in their archives.
Information pertaining to letter format is given below.
Page size: A4 (297x210mm), margins: top 4.75, bottom, left: 2.5 cm,

right :1,5 cm.

Entire text shall be aligned to left and shall have no indent.

Font type: Ariel, font size: 11

No text shall be in bold.

GARUN-32-QA-GN-GN-PR-0002.0A

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Correspondence Procedure

Appendix

Benghazi, 30.05. 2010

Doc. No: GARUN-32-LT-0005
Mr.
Assarh Engineering Consultant Company
Site Office
Benghazi

Subject
Reply to

:
:

Correspondance procedure
Your letter GARUN-23-LT-0002 , dated

GARUN-32-QA-GN-GN-PR-0002.0A

15.05.2010

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Correspondence Procedure
Dear Sir,

Yours faithfully
for Symbol-Anayurt Joint Venture

<Signature>
Project Manager

CC: The Owner`s Site Representative

Enclosure:

(1) Previously Made Correspondence (A4 size, 5 sheets)

GARUN-32-QA-GN-GN-PR-0002.0A

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