Quality, Occupational Health And Safety and Environmental

Doc. Ref. QHSE-P14

Management Systems (QHSE)

COMMUNICATION/ Rev 01

CORRESPONDENCE DOI – 01-Apr-2021

QHSE PROCEDURE AMENDMENT SHEET

Issue Date Revision Summary of Amendments

01.09.2017 0 1st Copy of Document

 01.04.2021 01  Merge the QHSE and HSE Manual

Sl .No Table Of Context for Control Of Document

1 Purpose & Objectives

2 Scope Of Application

3 Definitions

4 Core Reference & Criteria

5 Responsibility For Application

6 Procedures

7 Records

1. PURPOSE & OBJECTIVE

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Management Systems (QHSE)

COMMUNICATION/ Rev 01

CORRESPONDENCE DOI – 01-Apr-2021

To provide instructions for the handling and administering of communications to and by

ECCE and to establish standards and guidelines for the identification, control and
distribution of all documents and information to and by ECCE personnel.

2. SCOPE OF APPLICATION
This procedure covers the format, numbering, control, distribution, and confidentiality of
communications by ECCE.

3. DEFINITIONS
QA/QC Quality Assurance/Quality control
QMS Quality Management System
IT Information Technology
ECCE Engineering Consortium consulting Engineers
DCC ECCE Document Control Center
Product Services provided by ECCE
ACCESS Database MS Access database software used for correspondence/
communication logging/tracking/reporting.
Communication All formal written documents including letters facsimiles,
transmittals, Presentations, Meeting Minutes etc.
Confidential Documents Any documents produced by ECCE or provided to ECCE by
other business interests.
Commercial Information Any information pertaining or relating to commercial
documents which could give a commercial advantage to an
outsider, for example, prices, costs, and estimates.

Latest revision of documents mentioned in this procedure has to be referred

4. CROSS REFERENCES & CRITERIA

4.1 ISO 9001:2015, 14001:2015 & 45001:2018, Clause 7.4.

5. RESPONSIBILITIES
This Procedure is authorised by (Top Management) and any modification to this
procedure requires his approval. Project Director/Team Leader/Project Manager is
overall responsible for implementation of communication/correspondence procedure.
Personnel responsible for each process are established and detailed in following
paragraphs to ensure that the correspondence/communications are prepared, reviewed,
approved, controlled, identified, tracked, stored, retrieved and prevented from loss and
damages.

6. CORRESPONDENCE/COMMUNICATION PROCESS
This procedure is applied to all correspondence/communications prepared by and
received from external parties by ECCE related to the Product. CEO/COO is overall
responsible for approval of all correspondence/communication by ECCE.

6.1 Outgoing Correspondence/Communication

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Management Systems (QHSE)

COMMUNICATION/ Rev 01

CORRESPONDENCE DOI – 01-Apr-2021

6.1.1 Ensure that all correspondence/communications are prepared in the correct

format, addressed in the correct manner and style in accordance with Item 7.1.
6.1.2 All Communications including letters, transmittals and facsimiles shall be given
a consecutive communications number in accordance with 7.1.5.
6.1.3 Ensure that all communications are reviewed by the concerned Engineers and
signed by the authorized signatory.
6.1.4 Review the content of Communications for conformance to company terms
where such communications are contractual in nature.
6.1.5 Forward all outgoing communication/documents to Document Control Centre
after signature by the authorized signatory, for further processing.
6.1.6 Ensure that all the correspondence/communication are scanned, properly
recorded with the necessary details in the Access/Excel Database and the soft
copies are saved in the respective project’s folder and linked to the database
which can be easily retrieved any time if required.
6.1.7 Ensure all communications delivered by hand or courier are prepared in an
envelope with the full address of the receiver and handed to the
messenger/driver for delivery.
6.1.8 Proper acknowledgement for the delivery of the document to the addressee
which are sent by hand are taken by inserting “Received” stamp with date and
signature of the receiver.
6.1.9 Ensure that the Access/Excel database communications module is maintained
for Communications originated by ECCE.
6.1.10 Ensure that the instructions set forth and referred to in this Procedure are
adhered to.
6.1.11 Document Controller is responsible for all the process involved in registering,
scanning, distributing and filing the correspondence/communication.
6.1.12 Document Administrator in conjunction with document controller is responsible
for tracking of the correspondence/ communication. A module for Outgoing
correspondence/ communication in MS Access/Excel Database has been
established for tracking of all correspondence/ communications.
6.1.13 Document Controller has to generate a Weekly Report for all outgoing
correspondence from the ACCESS database and issued to the Management
for information.

6.2 Incoming Correspondence/Communication

6.2.1 All incoming hardcopy correspondence/ communication should be received by
the DCC for further processing.
6.2.2 A module has been created in MS Access/Excel Data base for all Incoming
Correspondence/Communication.
6.2.3 DCC has to check for the completeness of the incoming correspondence/
communication; insert tracking number and received stamp, scan, and record
the details in the Access/Excel database.
6.2.4 Archive soft as well as hard copies and also link the soft copies to the incoming
database for fast/easy retrieval as and when required.
6.2.5 The original of all incoming correspondence/communication has to be
forwarded to the CEO/COO, Project Manager/Resident Engineer with the
covering of Incoming Documents Routing Sheet or Routing Stamp.
6.2.6 CEO/Project Manager/Resident Engineer has to mark the correspondence/
communication to the concerned engineers for further action/ information.

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6.2.7 Update the database with the CEO/Project Manager/RE comments and forward
the correspondence to the marked engineers for their action.
6.2.8 Ensure that all correspondence/communication needed response should be
responded on time (maximum within one week), or at least acknowledge the
receipt of the same to the sender if the response will take longer time due to
detailed technical review or any genuine reason.
6.2.9 DCC Issue weekly report on all pending Action/Response for all the
correspondence/communication received, to the Department Heads/Engineers
for necessary review, action and further closing.
6.2.10 Ensure that the database module is maintained for Communications/documents
received by ECCE.
6.2.11 Ensure that the instructions set forth and referred to in this Procedure are
adhered to for all incoming communications.

6.3 E-mail Communications:

6.3.1 All external parties shall be advised to copy all business related e-mail
communications to ECCE official E-mail address “enggcons@emirates.net.ae”.
6.3.2 All E-mail communications related to business received by individuals shall be
forwarded to ECCE official E-mail address “enggcons@emirates.net.ae” or
ECCE Document Control Centre e-mail address “dcc@ecinternational.net.ae, if
not already copied.
6.3.3 All E-mail communications related to business sent by individuals internally or
externally shall be copied to ECCE official E-mail address
“enggcons@emirates.net.ae” or ECCE Document Control Centar e-mail
address “dcc@ecinternational.net.ae.
6.3.4 All E-mail communications related to business received by ECCE official E-mail
address “enggcons@emirates.net.ae” or ECCE Document Control Center e-
mail address “dcc@ecinternational.net.ae, including attachments shall be
archived (soft and hard copy) and filed in the respective project folders.
6.3.5 Print all important E-mail communications related to work to ECCE official E-
mail address “enggcons@emirates.net.ae” or ECCE Document Control Center
e-mail address “dcc@ecinternational.net.ae, and insert “Routing Slip” and
forward to CEO/Project Manager.

6.4 Confidential Documents and Commercial Information:

6.4.1 All documents marked “Confidential” are to be forwarded to the addressee by
registering the details in the “Closed Envelope Register”, by taking the
acknowledgement from the addressee.

6.5 Storage & Maintenance of correspondence/Communications:

Correspondence of the Product are stored & maintained according to the following
details:
 Hard copies of records: 1 to 3 years after completion of defects liability
period/Completion of Contract.
 Soft copies of record: 10 years after completion of Defects Liability Period /
Completion of Contract.

Document Controller ensures that required sets of hard & soft copies of
correspondence/communications are stored for specified time periods in the
dedicated storage area/server. Correspondence/communications are ensured to be

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Doc. Ref. QHSE-P14
Management Systems (QHSE)

COMMUNICATION/ Rev 01

CORRESPONDENCE DOI – 01-Apr-2021

identifiable, retrievable and prevented from any loss and damages. A documented
format ECCE-QMSF-07 has been established as correspondence/communication
storage register.

6.6 INSTRUCTIONS
6.6 Communications Formats: Outgoing Correspondence / Communication by
ECCE will be addressed and formatted as set forth below:

6.6.1 Any communication which required to be send to outside

agencies/companies should be prepared either in a Letter Head or in a
Document Transmittal Form or by Fax Transmittal Form.
6.6.2 Any communication between ECCE Departments/ Employees should be
prepared in an Internal Memorandum Form or by E-mail.
6.6.3 All communications including letters, facsimiles, transmittals and Internal
Memorandum shall be given a consecutive document tracking number in
accordance with 7.1.4, and logged into the Access/Excel database.
6.6.4 The originator shall be responsible for obtaining a correspondence tracking
number from DCC. All correspondences shall have a Tracking Number
with the correspondences date in the header; the date shall be in the
format day, month and year. The correspondences number on an outgoing
Correspondence from ECCE shall be as follows:
Project No / Originator name acronym / month (two
digits) / year / Sequence No (Four Digits) the four digit
sequence number is a consecutive number.
6.6.5 All communications shall be titled in the following format:
Subject: < Project (if any) Description >
< General Subject Description >
< Specific Subject Description >

References shall be listed beneath the Subject line, attached and listed numerically when
more than one is referenced:
<Your Reference No.>
<Our Reference No.>
6.6.1.1 The ECCE entity is Engineering Consortium – Consulting Engineers. In the
body of communications, the first time the entity is referred to, it shall be
defined as Engineering Consortium Consulting Engineers (ECCE).
Thereafter, the acronym (ECCE) only shall be used.
6.6.1.2 All Communications shall be signed by the Authorized Signatory
6.6.1.3 The distribution of each Communication shall be in all cases, the original
incoming Communication with attachments shall be filed and a copy
provided to the addressee, if required.
6.6.2 Font Style:
6.6.2.1 The font to be used is Arial 10.5 point. Coloured font shall not be used;
6.6.2.2 The letter is to be restricted to one subject;
6.6.2.3 The letter shall be precise, brief but thorough. Note referenced documents
if any and state any questions being answered. State positions and
recommendations clearly. Indicated which issues require a written
response and when the response is due.

7.0 RECORDS;

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Management Systems (QHSE)

COMMUNICATION/ Rev 01

CORRESPONDENCE DOI – 01-Apr-2021

7.1 Correspondences logs and reports via Access/Excel database shall be used to
record all Correspondences and to monitor actions and responses required.

7.2 The Department Heads/Supervisor shall regularly review the logs and Reports to
ensure that appropriate actions/responses are made in a timely manner and that
the database is updated with letter references to reflect the closed actions.

Incoming Correspondence Register

Outgoing Correspondence Register
Record Storage Register
Documents Filing Index
Disposition Records Register

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