Cloud Based - Correspondence Tracking SystemSmart Letter Automation, Approval & Tracking - All in One Platform
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 Modules
Configuration
Dashboard
Administration
Reporting
Data Management
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.
ConfigurationThis Module will be consist of following features:
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).
Director 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.
Efficiency & Turnaround Tracking.
Advanced Reporting
Generate detailed reports for better decision-making:
Departement 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
the user drafts a letter directly within the system using predefined templates or a custom format.
Auto-Generate Tracking Number & QR Code
once the letter is created, the system automatically assigns a unique tracking number and generates a QR code for easy identification and tracking.
Route for Review & Approval
The letter is sent through a predefined workflow to the relevant reviewer(s) for verification and feedback.
Digital Approval by Director
The director reviews the letter and provides approval digitally, ensuring faster processing and eliminating manual paperwork.
Letter Approval for Print or Download
After approval, the finalized letter becomes available for secure printing or downloading in the required format.
Secure Archiving of Correspondence History
The complete correspondence history is securely archived, allowing easy retrieval, auditing, and long-term record management.
Why Your Organization Needs This System
Centralized Control
All inbound, outbound, and internal correspondence is stored in one secure cloud-based system, ensuring consistency, accountability, and easy monitoring.
Faster Approval
Automated workflows reduce delays by enabling seamless review, comments, and approvals — no more chasing files or signatures.
Improved Transparency
Every letter includes a complete trail of actions, comments, approvals, and responses, ensuring full audit readiness.
Paperless & Cost Effective
Reduce physical storage, printing, and manual handling costs while contributing to an eco-friendly, paperless office.
Secure Cloud Backup
All letters and documents are securely stored and backed up on cloud servers, preventing data loss and unauthorized access.
Ideal For
Government Departments
Large organizations
Project-based institutions
Enterprises requiring strict compliance and audit trails
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 Screenshot
