INITIAL CORRESPONDENCE
MATRIX
NO. CORRESP. TYPE SENDER RECIPIENT PURPOSE REMARKS
Client / EOR/ Launch coordination with Attach initial Gantt
Planning Kick-off
1 PM CONS / engineering disciplines and charts (MS Project),
Meeting
Design Team agree on milestones. design intent summaries
Submit architectural, Include drawing register
Initial Design DENG (Arch,
2 Client / PM structural, mechanical, and discipline-specific
Drawing Submittals Struct, MEP)
electrical baseline drawings cover sheets
PM / Client /EOR/ Notify changes to original Reference drawing
Design Change
3 Discipline CONS / Other design affecting scope or numbers and revision
Notifications
Engineer Disciplines coordination history
Submit updated design
Revised Design PM / All Ensure coordination logs
4 DENG / CONS packages based on approved
Drawing Submittals Disciplines are attached
changes
Client / EOR/
Submit detailed BOQ for Match drawings and
BOQ Submittals per PM / QS /
5 DENG / CONS Arch, Structural, MEP, specs, highlight
Discipline Cost Control
Landscape provisional sums
Team
Confirm site zoning, utilities
Site Readiness All Discipline
access, access roads, HSE *coordinate with all
6 Coordination PM Heads / HSE /
readiness, and upcoming required Formans.
Meeting QA/QC
crew/machinery interactions.
Client /EOR / *Include caravan layout,
Mobilization Plan PM Submit detailed mobilization
7 CONS zoning, and heavy
Approval strategy and equipment list
machinery specs
Request materials (e.g. steel
with specs, BOQ tags,
Const Material / Procurement piles, rebar, concrete
8 Site Eng / PM scope, and required
Machinery Request Officer (PO) additives) and machinery (e.g.
dates.
Delmag hammer, excavator)
PO/
Subcontractor Management Propose subcontractors for Include scope, duration,
9 Nomination / Hiring PM / PO / CONS piling, excavation, or concrete method statement, and
Proposal (if needed) works. resource requirements.
Supplier /
Attach PO or agreement,
Purchase Order / Equipment
Procurement Confirm delivery timeline, method statement,
10 Hiring Agreement Owner /
Officer (PO) cost, specs. (Contract), and scope of
Issuance Subcontractor
delivery or service.
PM / Notify about exact arrival of
Supplier / Include
Storekeeper / piling rigs or hammer
Machinery Subcontractor equipment/machinery
11 HSE / Site systems. Trigger readiness
Mobilization Notice /Procurement readiness, logistics plan,
Team check and test runs. Crew
Officer (PO) HSE documents.
mobilization on site.
Attach Materials (or
PM /
HSE Verify credentials, inspect equipment) checklists,
HSE & QA/QC Storekeeper /
12 Engineer / machinery, approve site Field lab Tests, operator
Clearances Site Eng
QA-QC access. licenses, and inspection
forms.
Include handling
Storekeeper /
Material Delivery PO / Supplier Notify site team of oncoming requirements and attach
13 PM
Notice deliveries. material specs, and
delivery slips/specs.
Storekeeper /
QA/QC / Confirm compliance with Include signed logs,
Site Receiving Log &
14 Equipment PM / PO specs, sign off inspection reports, and
Technical Inspection
Inspector delivery/condition. photos if needed.
Site Handover / Useful for productivity
Storekeeper / Track where and when each
Deployment Record PM / PO / analysis and
15 Site Engineer asset (crew, machine,
of labors and HSE subcontractor progress
material) is deployed.
workforce /staff tracking.
QA-QC
CONS / Share specs for steel piles,
Team / Site Cross-reference with
16 Technical Submittals Client / EOR rigs, and safety protocols
Eng BOQ and drawing codes
Outline work procedures for
CONS / Client Must be approved prior
17 Method Statements PM (or CM) piling, splicing, and driving
to implementation
Declare start of piling,
Work Client / Document your site
excavation, or concreting
18 Commencement PM CONS / QA- works with daily logs and
after approvals, so progress
Notification QC pictures.
tracking is official.
Update on activities,
PM / Client / Include diesel hammer
Daily Progress productivity, and equipment
19 Site Engineer EOR logs and crew output
Reports operation
metrics
Call for work phase
CONS Include photos, records,
20 Inspection Requests QA/QC Team inspections
and signed checklists
Clarify design ambiguities
Link to drawing revisions
(soil, pile depth, drawing
21 Design Queries (RFIs) Site Engineer CONS and include soil logs if
conflicts)
needed
22 Cost Variation Quantity Client /EOR / Submit changes in pricing or Attach justification,
Proposals Surveyor (QS) Cost Control resource usage calculations, and
Team updated cost breakdown
Issue safety alerts, incident
Health & Safety All Site Weekly notifications or
23 HSE Officer reports, or hazard warnings
Notifications Personnel case-based alerts
Subcontractor Evaluate subcontractor *Attach site reports, CR,
PM / QA/QC / Management
24 Performance performance (output, NCRs, QC reports, and
QS / PO / Client
Evaluation compliance, safety). Performance Summary.
Client Instructions Client / CM/ PM (PM) Direct changes to scope, Must be formally logged
25
(CI) CONS design, or method and acknowledged
Document All Record meeting outcomes,
Distribute within 24
26 Meeting Minutes Controller Stakeholders action items, and follow-ups
hours of meeting
(DC) / PM
Attach inspection results
and handover
Phase Completion Client /EOR/ Notify phase completion or documentation
27 PM
Notification CONS milestone achievement Match drawings and
specs, highlight
provisional sums
Submit as-built drawings, Attach required field
Final As-Built &
QA-QC/ QS / Client / PM / updated BOQs, QA reports. measured BoQ, and
28 Documentation
SE/ DENG* Cost Control Useful for invoicing and modified (As-built)
Closeout
handover. Drawings.
Notify that specific work
To: Quantity
packages (e.g., pile
Interim Work Surveyor / Approved inspection
installation, raft casting) are
29 Completion PM / Site Eng Cost Control / requests, daily logs, and
completed and ready for
Notification Client signed progress records.
commercial valuation.
Submit application for
Client / EOR / BOQ-linked valuation,
Interim Payment Quantity payment based on verified
30 Cost Control approved variations,
Application Surveyor (QS) completed quantities.
productivity sheets.
Confirm assessed and Highlight any
Payment Client / EOR / PM / QS
31 approved amount for adjustments, retention,
Certification Issuance Cost Control
payment. or disallowed quantities.
Certified payment
QS / Finance / Client Finance
Invoice Submission Submit tax invoice for statement, invoice
32 Accounts / Cost Control
certified amount. breakdown, and
compliance documents.
Payment Status Client Finance Follow up on disbursement Reference original
33 Follow-up QS / Accounts / Cost Control status, especially if delayed invoice and expected
beyond payment terms. payment schedule.
Final Payment Confirm release of final Payment ledger
-Contractor
Acknowledgment / Client / Cost payment and reconciliation of summary, final invoice
34 QS / PM /
Account Control account (after retention, certification, retention
Accounts
Reconciliation variations, claims). release statement.
35 Warranty & PM / QA/QC / Client / FM Submit warranty documents, Required before Taking-
Maintenance Document O&M manuals, and post-
Team Over Certificate is issued.
Submittals Controller handover instructions.
Document Confirm full documentation
Audit Package Client / All logs, approval
Controller / set is complete for audit or
36 Completion Internal Audit registers, CI/RFI/VO
Cost Control future claims.
Notification tracking.
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