An outgoing letter is approved before it is sent
Who is involved
| Role | What they do |
|---|---|
| Correspondence officer | Drafts and registers the letter, names the approver and sends it out once approved. |
| Approver | Reviews the letter and approves, rejects or returns it with a reason. |
Step by step
- Correspondence officer
Drafts the outgoing letter, adds the recipients and chooses Register.
What they see:A reference number such as OUT-2026-00053 and the state Registered.
- Correspondence officer
Chooses Submit for approval and names the approver in the dialog.
What they see:The state changes to Awaiting approval and the approval appears on the Approvals tab.
- Approver
Opens their work queue.
What they see:The letter is waiting, with the approve, reject and return actions.
- Approver
Approves, or returns it with a reason.
What they see:On approval the state becomes Approved; on return it goes back to In progress with the reason.
- Correspondence officer
Opens the letter after the decision.
What they see:The decision and the approver's name. An approved letter shows the Dispatch action.
- Correspondence officer
Records the dispatch by courier, hand, e-mail, post or fax.
What they see:The state becomes Dispatched and a delivery record exists for each To and Cc recipient.
Who is told what
The approver finds the letter in their work queue; no separate alert is sent when approval is requested. The officer, as the letter's holder, is alerted when it is approved, rejected or returned.
Related
- Correspondence Register
- Notification Centre
- Classifying a record hides it from lower clearance and leaves an audit trail
- Incoming mail passes from the counter to the person who acts on it
- A circular is published and its audience finds it
- Seven roles and the clearance ladder
- A letter's enclosures are files in Documents
- Team workflows