Modern organizations handle hundreds of official letters, approvals, and internal communications every month. Managing them manually leads to delays, lost documents, lack of transparency, and poor coordination.
Our Cloud-Based Correspondence Tracking System is designed to digitize, automate, and centralize all official correspondence — helping organizations work faster, smarter, and more transparently
System Module
What is the Correspondence Tracking System?
The Correspondence Tracking System is an online, QR-code–enabled letter automation and monitoring solution that allows organizations to create, approve, track, and archive official correspondence from a single secure platform.
It provides leadership complete visibility across departments while enabling staff to issue, respond to, and retrieve letters anytime, anywhere.
Administration
Admin will have the full access of Cloud based Correspondence Tracking System and this Module shall have following features:
- Admin will be managing each and everything.
- Will Create Users and assign Roles.
- Will Create Departments.
- Will Approve / Disapprove Letters.
- Will Check Letters Trails.
Data Management
This Module will be consist of following features:
- Letter Creation
- Tracking Number (Ref Number Auto generation based on Departments).
- Direct Approval
- QR – Code Generation.
- Auto Signature
- Letter Printing / Downloading (Only directors approved letter can be print/download).
- Response Letter Uploading.
Dashboard
A real-time dashboard provides instant insights into organizational performance:
- Pending Approval
- Department Wise – Overview Letter.
- Approved vs Unapproved Letter
- Will Approve / Disapprove Letters.
Advance Reporting
Generate detailed reports for better decision-making:
- Department Wise Report
- Tracking Number – Based Search.
- Project Wise Correspondence
- Data Wise Record.
- Quick Letter Search Retrieval.
How the Process Works
Create a Letter in the System
Auto Generate Tracking Number & QR Code
Route for Review & Approval
Digital Approval by Director
Letter Approval for Print or Download
Secure Archiving of Correspondence History
Why Your Organization Needs This System
Transform the Way You Manage Official Correspondence
Move away from manual files, delays, and confusion. With our Cloud-Based Correspondence Tracking System, your organization gains speed, control, transparency, and confidence — all from a single intelligent platform
Ready to digitize your correspondence? Contact us today to schedule a demo.
System Screenshots
